Share Files with Specific People and Block Download in OneDrive

Step-by-step guide to sharing OneDrive files with specific people and using the Block Download option to prevent recipients from saving copies. Includes a full breakdown of what Block Download protects and its limitations.

Questions

• How do I share a file in OneDrive with only specific people?
• How do I prevent someone from downloading a file I share in OneDrive?
• Can I share a document without allowing the recipient to save or download a copy?
• How do I give someone view-only access in OneDrive without letting them save the file?
• How do I share a file with a specific email address instead of sending a public link?
• What does "Block download" do in OneDrive or SharePoint?
• How do I make sure only the person I choose can open my shared file?
• Can I share something so the person can read it but not print or save a copy?
• How do I change or remove sharing permissions on a file I already shared?
• What security protections are available when sharing files in OneDrive?

Environment

This article applies to all Bowdoin faculty, staff, and students who use OneDrive as part of their Bowdoin Microsoft 365 account. The steps below use the OneDrive web interface, which works on any modern browser and is the same on macOS and Windows.

• Who: All Bowdoin users with an active bowdoin.edu Microsoft 365 account
• Platform: OneDrive web at onedrive.com (opens in a new tab) or via portal.office.com (opens in a new tab)
• Operating systems: macOS Sequoia (15.x), macOS Tahoe (26.x), Windows 11
• Not covered: OneDrive personal (consumer) accounts — these steps are for your Bowdoin work/school account only

Resolution

Step 1 — Open the sharing dialog

1. Sign in to OneDrive at onedrive.com (opens in a new tab) using your bowdoin.edu credentials.
2. Locate the file or folder you want to share.
3. Right-click the file and choose Share, or select it and click the Share button in the toolbar. A sharing dialog will open.

Step 2 — Restrict access to specific people only

1. At the top of the sharing dialog, look for the link-type setting. It may say Anyone with the link by default — click on it to change it.
2. Select Specific people.
3. Click Apply.

Step 3 — Add recipients and set permissions

1. In the To: field, type the email address(es) of the people you want to share with. You can add multiple recipients.
2. To the right of the address field, choose a permission level:
   • Can view — Recipients can read the file but cannot edit it. This is required if you want to block downloads.
   • Can edit — Recipients can make changes to the file. Block download is not available with this permission level.
3. Select Can view to proceed with blocking downloads.

Step 4 — Enable Block Download

1. After entering your recipients, click the permission label — it may say Anyone with the link can edit or show the current permission level — to open Link settings.
2. Uncheck (or deselect) Allow editing. This is required before Block download becomes available.
3. Turn on the Block download toggle.
4. Click Apply to confirm the settings.
5. Optionally, add a personal message to be included in the notification email, or set an expiration date so the link automatically stops working after a specific date.
6. Click Send to email the link to your recipients, or click Copy link to share it another way (e.g., via Teams or email).

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Step 5 — Review or change sharing settings after sharing

You can view and manage who has access to any file at any time:

1. Right-click the file in OneDrive and select Details, then click Has access — or right-click and choose Manage access.
2. You'll see a list of everyone the file is currently shared with, along with their permission level.
3. To change a person's permission, click the dropdown next to their name and choose a new level, or select Remove access to revoke their link entirely.
4. To stop all sharing, click Stop sharing at the top of the manage access panel.

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What "Block Download" protects — and its limitations

Block download is a service-enforced restriction that prevents recipients from saving a local copy of the file. The table below describes exactly what it does and does not protect.

Additional Help

If you need further assistance, you have several options:

• Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
• Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
• In person: Visit the Tech Hub in Smith Union during business hours.
• Submit a ticket: Request assistance through the Service Catalog.

Additional Resources

• Microsoft: Share OneDrive files and folders (opens in a new tab)
• Microsoft: Stop sharing or change permissions in OneDrive (opens in a new tab)
• Microsoft: Set an expiration date for a shared link (opens in a new tab)