What Happens to Shared Files When You Delete Them?

You’ve shared a file with someone, but now you need to delete it. What happens next? Does the recipient lose access immediately? Can they still download it? The answer depends entirely on which file sharing service you’re using and how they architect their systems.

To understand what happens when you delete a shared file, it helps to understand the two fundamental approaches to file sharing:

With link-based sharing, you upload a file to a server, and the service generates a unique URL that points to that file. Anyone with the link can access the file directly from the server. Think of it like putting a document in a public locker and giving someone the locker number.

What happens when you delete: The file is removed from the server, and the link stops working immediately. Recipients can no longer download the file, even if they still have the URL.

Services that work this way: Stash, WeTransfer, file.io, and most temporary file sharing services.

With sync-based sharing, files are synchronized across multiple devices and users. When you share a folder or file, it gets copied to the recipient’s storage space. It’s more like making a photocopy and handing it to someone.

What happens when you delete: It depends on the specific service’s policies. Some will remove the file from everyone’s devices, others will keep it in the recipient’s storage, and some let you choose.

Services that work this way: Dropbox, Google Drive (when using shared drives), OneDrive, and most cloud storage platforms.

The Downloaded File Exception

Here’s an important distinction that applies to all services: If someone has already downloaded a file to their device, you cannot delete that copy by removing the file from the sharing service.

Once a file is downloaded, it becomes a local copy on the recipient’s device. This is true whether you’re using Dropbox, Stash, Google Drive, or any other service. You can revoke access to the cloud-based version, but you can’t reach into someone’s computer and delete files they’ve already saved.

How Different Services Handle Deletion

Google Drive

When you delete a shared file from Google Drive:

If you own the file, it goes to your trash and recipients lose access after 30 days (when it’s permanently deleted)
If someone has made a copy to their own Drive, that copy remains unaffected
Shared Drive files are owned by the organization, so individual deletion depends on permissions

Dropbox

When you delete a shared file from Dropbox:

If you own the file, it’s removed from shared folders for all members
If you’re in a shared folder, you only remove it from your view (owners still have it)
Files can be recovered from trash for 30 days (or longer with advanced plans)

OneDrive

When you delete a shared file from OneDrive:

If you own the file, the sharing link stops working
If the file was in a shared folder, it depends on your permissions
Recipients who synced the file may still have it until their next sync

WeTransfer

When you delete a file from WeTransfer:

The download link stops working immediately
WeTransfer automatically deletes files after 7 days anyway
Once deleted, there’s no recovery option

Best Practices for Managing Shared File Access

1. Set Expiration Dates

Many services let you set automatic expiration dates for shared links. This ensures files don’t remain accessible indefinitely, even if you forget to manually delete them.

2. Use Password Protection

For sensitive files, add password protection to your shares. This adds a layer of security even if the link is shared more widely than intended.

3. Track Your Shares

Keep a list of what you’ve shared and with whom. Some services provide dashboards showing all your active shares, making it easier to audit and revoke access when needed.

4. Assume Downloads Are Permanent

Always assume that once someone can download a file, they have a permanent copy. If you need to share sensitive information that shouldn’t persist, consider using view-only permissions or services that don’t allow downloads.

5. Communicate Changes

If you need to delete a shared file that people are actively using, let them know in advance. This is especially important in work environments where others may depend on access.

How Stash Handles File Deletion

Stash uses a straightforward link-based approach. When you delete a file from Stash:

The share link stops working immediately
Recipients can no longer access or download the file
Any files that were already downloaded remain on the recipient’s device
There’s no ambiguity about access—if you delete it, the link is dead

This design gives you clear control over file availability. You decide when access ends, and it happens instantly.

The Bottom Line

Understanding how your file sharing service handles deletion is crucial for managing data access and security. Link-based services like Stash give you immediate control by breaking the link when you delete files. Sync-based services often provide more complexity, with varying behaviors depending on ownership, permissions, and service-specific policies.

The most important takeaway: Once someone downloads a file, you can’t remotely delete it. Choose your sharing method based on how much control you need over long-term access, and always treat downloaded files as permanent copies.

When you need simple, predictable control over shared files, link-based sharing provides the clearest answer to the question: “What happens when I delete this?” The answer is simple—the link stops working, and access ends immediately.