Sharing a link with “Anyone with the link” makes a document reachable by anyone who has that link, not just the people you meant to send it to.
Password protection closes that gap: external non-collaborators need both the link and the password to get in, while your own organisation’s members can still open it directly.
Note: Password protection applies to individual documents and to folders alike, and is available to anyone with manage permission for the content.
Before You Start
Password protection only works once link sharing is set to Anyone with the link. If the sharing range is narrower than that, or link sharing is off entirely, the password option will not appear.
Passwords must be 8 to 18 characters long and include at least two of the following: numbers, letters, and symbols.
Turning On Password Protection
There are two ways to reach the password setting. Either one enables the same protection.
Method 1: From the Share panel
Click Share, then click Set password next to Link sharing, or the secure link icon beside it.
A password is generated automatically, the link and password are copied to your clipboard, and the Share panel confirms protection is on.
Method 2: From Permission settings
Click Share, then Permission settings, and find Set password under External sharing.
Tick Enable secure link to turn on password protection. A password is generated automatically here as well, with the option to copy the link and password together.
Managing Password Settings
Changing the password
Once protection is on, the Share panel shows a Password Settings link instead of Set password.
Opening it shows the current password field and a Change Password button.
Click Change Password, then either type a new password yourself or click Auto-generate. The same 8 to 18 character rule applies.
Tip: Avoid reusing personal information or a password from another account, as the dialog itself recommends.
Turning off password protection
Untick Require password in the Password Settings panel, or Enable secure link in Permission settings, to turn protection off.
Important: Turning off link sharing entirely, or narrowing it to organisation-only, automatically disables password protection as well. You will need to turn it back on manually if you widen sharing again later.
Practical Use Cases for SMEs and Startups
- Client proposals and quotations: Share pricing documents externally without worrying about the link being forwarded on without your knowledge.
- Vendor and contractor files: Add a password to shared folders containing project briefs or specifications sent to external parties.
- HR and finance documents: Protect sensitive paperwork shared with external auditors, accountants, or agencies beyond your organisation.
- Time-limited access: Share a password-protected document for a specific external review, then turn off link sharing afterwards to revoke access entirely.
Frequently Asked Questions (FAQ)
Can I password-protect a document shared only with specific collaborators?
No. Password protection applies to link sharing. Direct collaborators you invite by name do not need a password to access the content.
Why don’t I see the option to set a password?
Check that link sharing is set to Anyone with the link. If it is already set to organisation-only or off, the password option will not appear. It’s also possible your admin or wiki space admin has restricted external sharing entirely.
Why can’t I turn on password protection even though I can see the option?
You likely do not have manage permission for the document or folder. Only collaborators with manage permission can turn password protection on or off.
Do organisation members also need the password to open the link?
No. Organisation members can access the content directly. The password is only required for external non-collaborators.
Can I require my own team members to enter a password every time they open the document?
No. Password protection only affects external non-collaborators accessing via the shared link, not internal members.
Will I need to enter the password myself as the document owner?
No. As the owner, you can access the document directly without entering the password.
Does changing the link sharing range affect an existing password?
Yes. Turning off link sharing, or restricting it to organisation members only, automatically disables password protection. You will need to re-enable it if you widen the sharing range again.
Sharing Without Second-Guessing It
Password protection turns “anyone with the link” from a risk into a controlled choice: the content stays reachable for the people who need it, and closed to everyone else who merely stumbles across the link.
Ready to Power Your Business with Lark?
Lark Docs is just one part of an all-in-one platform that brings messaging, meetings, documents, approvals, and automations together for your entire team.
As the Platinum Partner for Lark in Malaysia, Exabytes offers tailored Lark plans, hands-on onboarding, and dedicated local support to help your team share sensitive content externally with confidence.
