How to Set Different OneDrive File and Folder Sharing Expiration Dates
Question details
The user wants to set custom expiration periods for individual files and folders in OneDrive and SharePoint, bypassing the organization's default seven-day expiration policy for external guests.
- Product
- OneDrive / SharePoint
- Device & OS
- not provided
- Scenario
- Sharing specific files and folders with external guests where different expiration dates are needed instead of the default organizational policy.
- Observed behavior
- Custom expiration dates cannot be applied at the file or folder level when using the 'New and existing guests' sharing option.
Ensure you have the necessary administrator or site owner permissions, as adjusting global external sharing settings requires access to the SharePoint Admin Center.
Use 'Anyone with the link' to Set Custom Expiration Dates
You can configure specific expiration dates at the file or folder level by utilizing the 'Anyone with the link' sharing option instead of standard guest sharing.
Microsoft restricts custom expiration dates for individual files when using the 'Specific people' or 'New and existing guests' options, enforcing organization-wide limits instead. To bypass this, you must use an 'Anyone' link.
Verify with your IT administrator that 'Anyone' sharing is permitted at both the organization and SharePoint site levels.
Select the file or folder you want to share, click 'Manage access', select 'Share', and change the link type to 'Anyone with the link'.
In the link settings menu, select a specific expiration date for that individual file and set a strong password to maintain security.
Send the generated link and password to your external users. They will use this password to authenticate instead of a standard verification code.
Configure Organization-Level Sharing Policies
If you are a SharePoint administrator, you can modify the default external sharing settings for the entire organization.
Looking for an Easier Way to Share Documents? Try WPS Office
If configuring SharePoint and OneDrive permissions is too complex for your team, WPS Office offers a free, lightweight, and highly compatible alternative. WPS Office includes an integrated cloud service where you can easily set custom link validity periods and passwords for any shared document without wrestling with organization-wide IT policies.
- 1. Open and Share: Open your document in WPS Office and click the 'Share' button in the top right corner.
- 2. Configure Link Settings: Select 'Create Link' and navigate to the advanced permission settings.
- 3. Set Validity and Password: Choose a specific validity period (e.g., 7 days, 30 days, or permanent) and easily add a password to secure your file.
Frequently Asked Questions
Why can't I set an expiration date for specific guests in OneDrive?
In Microsoft 365, individual file or folder expiration dates are only supported when using the 'Anyone with the link' sharing option. The 'Specific people' or 'New and existing guests' options strictly adhere to your organization's default global expiration policies.
Will guests need to enter the password every time they view the shared file?
Generally, no. Once a guest successfully enters the password, their web browser typically caches it. They will only be prompted again if they use a different browser, clear their browser cache, or open the link on a new device.
Can site owners override the organization-level sharing policy?
No, site owners cannot exceed the maximum external sharing permissions set at the organization level. If the organization restricts 'Anyone' links, the site owner must request the global Microsoft 365 or SharePoint administrator to modify the policy first.
