How to Control Access by Setting Expiration Dates on OneDrive Sharing Links

You can set expiration dates on your OneDrive sharing links in just a few clicks, making sure people only have access for as long as you want. This step gives you more control over your files and helps keep your information safe. If you skip this, you might leave your files open to anyone for too long. People could see things they shouldn’t, or old coworkers might still have access. When you set expiration dates, OneDrive automatically stops sharing after the time runs out. This feature works best for Microsoft 365 subscribers and is mainly for links that anyone can use.

Key Takeaways

• Setting expiration dates on OneDrive sharing links lets you decide who can see your files and for how long. You can set and change expiration dates easily on Windows, web, and mobile devices if you have a Microsoft 365 subscription.

• Expiration dates make links stop working by themselves. This keeps your files safe and stops people from seeing them when they should not.

• Use the Manage Access feature to look at, change, or remove expiration dates anytime. This helps you keep sharing under control.

• Admins can make rules for everyone in the company about link expiration. This helps protect company data and makes sure everyone follows the rules.

Set Expiration Dates

Setting expiration dates on your OneDrive sharing links gives you more control over who can see your files and for how long. You can do this on Windows, the web, and mobile devices. Let’s walk through each method so you can pick the one that works best for you.

Windows

You can Set Expiration Dates for your sharing links right from your Windows device. Here’s how you do it:

1. Find the file or folder you want to share in OneDrive.

2. Click the three dots next to it and choose Share or Copy link.

3. Enter the name of the person you want to share with, if needed.

4. Click the gear icon at the bottom to open link settings.

5. Pick the link type—like "Anyone," "People in your organization," or "People you choose."

6. Set the expiration date for the link. You’ll see a calendar where you can pick the day you want the link to stop working.

7. Click Apply to save your settings.

Tip: You can check or change the expiration date later by using the Manage Access option. Look for a calendar icon next to links that have an expiration date.

Web

If you use OneDrive in your browser, you can Set Expiration Dates with just a few clicks:

1. Select the file or folder you want to share.

2. Click the Share button.

3. Choose the link type, like "Anyone with the link can edit" or "People in your organization."

4. Click the settings (⚙️) icon.

5. Turn on "Set expiration date" and pick the date you want.

6. If you want, turn off "Allow editing" to make the file read-only.

7. You can also add a password for extra security.

8. Click Apply.

9. Copy and share the link.

You can always go back and manage or extend the expiration date using the Manage Access feature.

Mobile

You can also Set Expiration Dates from your phone or tablet. The steps look a lot like the web version:

1. Open the OneDrive app and find the file or folder you want to share.

2. Tap the three dots or hold down on the item, then tap Share.

3. Choose the link type.

4. Tap Link Settings or the gear icon.

5. Turn on "Set expiration date" and pick your date.

6. Tap Apply, then share the link.

Note: Some features, like setting expiration dates, may only show up if you have a Microsoft 365 subscription.

Supported Links

Not every sharing link lets you Set Expiration Dates. Here’s what you need to know:

• "Anyone" links let anyone with the link access your file. These links support expiration dates and are the most common type for this feature.

• "People in your organization" and "People you choose" links now also support expiration dates. This means you can control access even when sharing inside your company or with specific people.

• The "Send" method (where you send a direct invite) does not support expiration dates. If you want to use expiration dates, always use the "Copy link" option.

Important: You need a Microsoft 365 subscription to Set Expiration Dates. Your organization’s admin can also set rules, like a maximum expiration period (often up to 90 days). Sometimes, the default expiration is set to 5 or 15 days, but you can pick any date within the allowed range.

Microsoft recently updated OneDrive so you can Set Expiration Dates on all types of shared links, not just "Anyone" links. This helps you keep your files safe and makes sure people only have access for as long as you want.

Setting expiration dates helps your team stay secure. It also makes sure that old links don’t hang around forever, which keeps your files protected and your sharing under control.

After Expiration

Link Behavior

When a OneDrive sharing link reaches its expiration date, you lose the ability to use that link for access. Anyone who tries to open the expired link will not see your file or folder anymore. You do not need to worry about removing the link yourself—OneDrive handles it for you.

Here’s what you can expect when a link expires:

• The link stops working right away. No one can use it to view or download your files.

• You must create a new sharing link if you want to give access again.

• For "Anyone" links, expiration works as expected. The link becomes useless after the set date.

• For "Specific People" links, expiration may not always work the same way. Sometimes, these links do not expire automatically. You might notice that access for some users drops after a month or two, but this is not always reliable.

• If you share with guest users, their access ends after the guest access expiry period set by your admin.

• Non-guest external users may still have access if no expiration policy applies.

Note: If you are unsure about how expiration works for your link type, check with your IT admin or review your sharing settings.

Notifications

When someone tries to open an expired OneDrive link, they see a clear message. The message says, "Sorry, the link has expired. The link was set to expire after a certain amount of time. Please contact the person who shared this link with you." This message appears in OneDrive and SharePoint on the web. Sometimes, it may not show up right away in email apps like Outlook.

You, as the owner, do not get a special alert when your link expires. If you want to keep track, it helps to let people know about the expiration date when you share the link. This way, no one gets surprised when the link stops working.

Here are some best practices to help everyone stay informed:

1. Tell people about the expiration date when you share the link.

2. Check your shared links often and remove any you do not need.

3. Use clear names or notes to help you remember why you shared each link.

4. Remind people before a link expires, if possible.

5. Ask for feedback to make sharing easier for everyone.

Setting clear expectations helps your team avoid confusion and keeps your files secure.

Manage Expiration Dates

View or Edit

You might want to check when a sharing link will expire or change the date if plans change. Here’s how you can do that:

1. Go to your OneDrive and find the file or folder you shared.

2. Select the item and open the Manage Access panel.

3. Look for the link you shared. If it has an expiration date, you’ll see a calendar icon or the date listed.

4. Click the link settings to view or edit the expiration date.

If you need to change the date, just pick a new one from the calendar. This helps you keep control over who can see your files and for how long.

Tip: If you share a lot of files, make a habit of checking your shared links every month. This keeps your files safe and up to date.

Remove or Extend

Sometimes you want to stop sharing sooner or give someone more time. You can remove or extend the expiration date easily:

• To remove the expiration date:
  Open the Manage Access panel, select the link, and turn off the expiration setting. The link will stay active until you remove it or set a new date.

• To extend the expiration date:
  Go to the same settings and pick a later date. This is helpful if someone needs more time to work on a project.

If you use the "Anyone" link, these options work best. For other link types, you might see fewer choices.

Admin Controls

Admins can control how long links stay active across your whole organization. They use the SharePoint admin center to set rules:

1. Set a tenant-wide policy to make all guest links expire after a certain number of days (from 30 to 730).

2. Change settings for a single site by picking a different expiration period for that site.

Admins can also use tools like AdminDroid or PowerShell scripts to track expired links and make sure everyone follows the rules. These tools help keep your files safe and support compliance. Some settings, like automatic expiration, help you Set Expiration Dates without extra steps.

Note: Your organization may have rules that limit how long you can share files. Always check with your admin if you’re not sure.

Limitations & Issues

Feature Availability

You can only set expiration dates if you have a Microsoft 365 subscription. Free accounts do not have this feature. This works best for "Anyone with the link" sharing links. These links now must have an expiration date. You cannot set them for more than 180 days. Other link types, like "People you choose," are available. But the expiration setting is best with "Anyone" links. If you use other link types, you might not see the expiration option.

Note: If you do not set an expiration date, your sharing links stay active forever. People could keep getting into your files long after you want them to. This is risky, especially if you share sensitive information.

Here is a quick look at how OneDrive compares to other cloud services:

Common Problems

Sometimes, you might not see the expiration date setting. This can happen if you do not have a Microsoft 365 subscription. It can also happen if your admin turned off the feature. If you use a work or school account, your admin might set strict rules. You may notice the option is missing or grayed out.

If you feel confused by the sharing settings, you are not alone. Many people find the link settings menu hard to use. Microsoft has tried to make it easier, but you might still need to look for info-buttons or calendar icons to find expiration details.

Tip: If you cannot set an expiration date, check your account type first. Then, ask your IT admin if there are any sharing rules.

Setting expiration dates helps you follow data protection rules. In some jobs, this feature helps your organization stay compliant. It makes sure outside users do not keep access forever. Always check your links and update them to keep your files safe.

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Setting expiration dates on your OneDrive sharing links helps keep files safe. You decide how long people can use a link. This protects your data and follows your company’s security rules.

• Expiration dates make sure old links stop working.

• You choose who can see your files and for how long.

• These settings work well with passwords and permission controls.

Tip: Check your shared links often. Remove any you do not need. You can add password protection for important files. This keeps your information safe and lets you share only what you want.

FAQ

How do I know if my sharing link has an expiration date?

You can check this in OneDrive. Select your file, click Manage Access, and look for a calendar icon or date next to your link. If you see a date, your link will expire.

Can I change the expiration date after sharing a link?

Yes, you can! Go to Manage Access for your file or folder. Click the link settings, then pick a new date. Click Apply to save your changes.

What happens if someone tries to use an expired link?

They will see a message that says, "Sorry, the link has expired." They cannot open or download your file. You need to create a new link if you want to share again.

Do I need a Microsoft 365 subscription to set expiration dates?

Yes, you do. Only Microsoft 365 subscribers can set expiration dates on sharing links. Free accounts do not have this feature.