Share a cloud document without leaving it open to everyone

A cloud link can be restricted to named people or usable by anyone who has it. 'Anyone with the link' is convenient, but it may be forwarded beyond the intended group. Before sharing a sensitive document, check who can open it and whether they can edit or reshare it.

Set the narrowest access that works​

1. Open the file in Google Drive or OneDrive from your own account. Choose Share and inspect the current access list before adding anyone.
2. Prefer specific people or restricted access for private files. Confirm the recipient's address carefully. Give Viewer access unless commenting or editing is actually needed.
3. Check the link settings before copying it. In Google Drive, review General access; in OneDrive, review Link settings and Manage access. Expiration or password controls vary by account type and plan.
4. After the recipient confirms access, review the share panel again. Remove the person or link when the project ends, and check whether another link still grants access.

Know the limit​

Revoking access does not erase a copy someone already downloaded, photographed or forwarded. A test with a harmless file can show whether your chosen settings behave as expected without exposing private content. Google's Drive sharing guide and Microsoft's OneDrive sharing guide describe their current controls. For recoverability, remember that cloud sync and backup are different.

If the wrong person received the link​

Remove their access and disable the link immediately, then tell the document owner or your organization if the file was sensitive. Assume a recipient may have copied content while access existed. Check the file's activity or audit history where the service provides it, but do not treat an empty history as proof that no copy was made.