You send an important file link to a client, confident they will download it immediately. Three days later, they message you: “The link does not work anymore.” This scenario happens more often than most people realize. Understanding why shared file links break and how to test them before sending can save you significant embarrassment and lost time.

Whether you share files regularly for work or occasionally with friends and family, knowing how to verify link status is an essential digital skill. This guide explains what causes links to fail, how to test them across different services, and best practices for managing your shared content.

Why Shared Links Stop Working

File sharing links fail for several common reasons, and each platform handles expiration differently.

Time-based expiration represents the most predictable cause. Many services automatically delete files after a set period. WeTransfer, for example, removes files after 7 days on their free tier. Temporary file sharing services might delete content after just 24 hours. If you shared a link weeks ago, time limits may have expired without notification.

Manual deletion occurs when you or someone with access removes the original file. Most cloud storage services immediately invalidate links when the source file is deleted. This affects Dropbox, Google Drive, OneDrive, and similar platforms. The link still exists as a URL, but it now points to nothing.

Permission changes silently break links on services with granular access controls. You might have initially shared a Google Drive file with “anyone with the link” access, then later changed it to “restricted.” The link remains valid as text, but clicking it now produces an access denied error. Recipients see a permissions page instead of your file.

Storage quota issues can disable links on some platforms. If your account exceeds its storage limit, certain services stop serving shared files until you free up space or upgrade. Your recipients encounter errors while you remain unaware of the problem.

Account status changes also affect link validity. Downgrading from a premium account to a free tier might reduce your sharing capabilities. Some services remove or restrict previously created links when accounts change status.

Testing Links Before Sending Them

The simplest way to verify a link works is to test it yourself before sharing. However, effective testing requires more than clicking the link once.

Use a private browsing window when testing links. Regular browser windows often keep you logged into the service that created the link. Clicking a link while logged in might show you content that recipients without your credentials cannot access. Private or incognito mode simulates what an external recipient will experience.

Open a private window, paste your link, and attempt to download the file. If you see login prompts, permission errors, or anything besides a straightforward download page, your recipients will encounter the same problems.

Test on different devices when possible. A link that works perfectly on your computer might behave differently on mobile devices. Try opening the link on your phone or tablet to confirm it displays correctly on smaller screens and different operating systems.

Send test links to yourself through the actual channel you plan to use. If you intend to share via email, send yourself the link first. Some email clients or security systems modify URLs in transit, potentially breaking the link. Messaging apps can also alter links through preview systems or security scanning.

Managing Multiple Shared Links

Keeping track of numerous shared links becomes challenging as your library grows. Different services provide varying levels of link management capabilities.

Dropbox offers a dedicated Links section in their web interface where you can view all shared links, see who accessed them, and disable links individually. This centralized management makes it easy to audit your active shares.

Google Drive provides a “Shared” section that shows files you have shared, though tracking specific links requires opening each file and checking sharing settings individually. The process is less streamlined than dedicated link management tools.

OneDrive includes a Shared section with some link management features, allowing you to modify or remove sharing on existing links.

Services without built-in link management require manual tracking. Consider maintaining a simple spreadsheet with columns for:

• Date shared
• Recipient or purpose
• Link URL
• Expiration date (if applicable)
• File name or description

This low-tech approach works surprisingly well for occasional sharers who use multiple services without sophisticated link tracking features.

What to Do When Links Break

Discovering a broken link after sending it requires quick action to minimize recipient frustration.

Communicate immediately with anyone who received the broken link. A quick message acknowledging the issue and promising a working link soon maintains professionalism and prevents repeated failed attempts.

Identify the cause before creating a new link. If time expiration caused the failure, you need a service with longer retention. If permissions were the issue, verify access settings before resharing. Understanding why the original link failed prevents repeating the same mistake.

Reshare using a reliable method that fits your timeline. For urgent sharing, choose services known for stability and generous time limits. For long-term sharing needs, consider platforms where you control expiration explicitly rather than relying on automatic deletion.

Follow up to confirm delivery. After sending the replacement link, verify that recipients successfully accessed the file. A simple “Did the new link work for you?” message ensures the problem is truly resolved.

Best Practices for Link Management

Preventing link failures is always better than fixing them after the fact. These practices help maintain reliable sharing:

Check expiration policies before choosing a sharing service for each use case. Match the service’s retention period to how long you need the file available. A link you need active for 24 hours has different requirements than one you want accessible for weeks.

Use services where you control expiration when sharing important files with uncertain timelines. Some platforms, including Stash, let you decide exactly when links stop working rather than imposing automatic deletion. This control ensures links remain active as long as you need them.

Store important files in multiple locations if link reliability is critical. Having backup copies lets you quickly reshare if one link fails. For professional contexts, this redundancy prevents delays when clients need immediate access.

Periodically audit your active links by reviewing what you have shared and confirming those links still serve a purpose. Disable or delete links you no longer need, reducing security exposure and keeping your shared file list manageable.

Document expiration dates when sharing links with specific time requirements. Add a note to your calendar or task manager reminding you when links will expire, allowing proactive resharing before problems occur.

Communicate time limits to recipients when sharing temporary links. Including a simple “This link expires in 7 days” message in your sharing email helps recipients prioritize the download and reduces support requests about expired links.

Platform-Specific Considerations

Different file sharing services have unique characteristics affecting link reliability:

WeTransfer automatically deletes files after 7 days (or 28 days for premium accounts), making it ideal for temporary sharing but unsuitable for long-term access needs.

Google Drive links remain active indefinitely unless you manually change permissions or delete the file, offering reliability for long-term sharing if you maintain your account.

Dropbox provides reliable long-term links for paid accounts but has file count limits on free tiers that can affect link availability.

OneDrive links persist as long as the file remains in your storage and you maintain access to your Microsoft account.

Temporary file hosts typically delete content within 24-48 hours, requiring careful timing when using these services.

Apple-focused solutions like Stash give you explicit control over link lifecycle, letting you delete links when finished rather than relying on automatic expiration. This approach works well when you want to share something briefly but need to ensure it actually reaches recipients before removal.

Testing at Scale

Organizations or individuals who share files frequently need more systematic verification approaches:

Automated monitoring tools can periodically check link status for critical shares, alerting you if links become inaccessible. This works best for services with APIs allowing programmatic link testing.

Link shorteners with analytics provide insights into link clicks and can help identify broken links through declining access patterns. If a previously active link suddenly stops receiving clicks, it might have broken.

Regular manual audits remain the most reliable approach for moderate sharing volumes. Schedule monthly or quarterly reviews of your active links, testing a sampling to ensure they still function correctly.

The Real Cost of Broken Links

Failed file sharing links create problems beyond simple inconvenience. In professional contexts, broken links can delay projects, frustrate clients, and damage your reputation for reliability. The few minutes spent verifying link status before sharing can prevent hours of follow-up work and relationship repair.

For personal sharing, broken links mean missed opportunities. Family members cannot access vacation photos, friends miss event videos, and important documents might not reach their destination when needed.

The solution is straightforward: test your links before sharing them, choose services that match your reliability needs, and maintain awareness of what you have shared and when it might expire. These simple practices transform file sharing from a source of potential problems into a reliable communication tool.

Whether you share files daily or occasionally, understanding link management fundamentals ensures your content reaches intended recipients when they need it. Choose your platforms thoughtfully, test before sharing, and maintain light oversight of active links. The result is more reliable communication and fewer awkward “the link does not work” conversations.