How to Share Files Securely
Sharing Files Securely
Sharing files is essential for work, but doing it wrong can expose sensitive information. Here is how to share files safely.
Use Approved Sharing Methods
Microsoft 365 (OneDrive and SharePoint)
This is the preferred method for most businesses:
Sharing from OneDrive:
- Right-click the file
- Click Share
- Choose who can access:
- Set permissions (Can edit or Can view)
- Click Send or copy the link
- Navigate to the document
- Click Share or the share icon
- Choose recipients and permissions
- Send the link
Google Workspace (Google Drive)
If your organisation uses Google:
- Right-click the file
- Click Share
- Add email addresses
- Choose Editor, Commenter, or Viewer
- Click Send
Choosing the Right Permission Level
View Only (Recommended for External Sharing)
Recipients can:
- Open and read the file
- Cannot edit, copy, or download (if restricted)
Can Edit
Recipients can:
- Make changes to the file
- Those changes are saved
Download vs No Download
Some systems let you prevent downloads:
- Useful for sensitive documents
- Recipients can view but not save a copy
- Not foolproof (screenshots are still possible)
Setting Expiration Dates
For sensitive files, set links to expire:
In OneDrive:
- Click Share
- Click the settings cog
- Set an expiration date
- The link stops working after that date
- Limits how long files are accessible
- Reduces risk of old links being misused
- Good practice for contracts and proposals
Password Protecting Shared Links
Add a password for extra security:
In OneDrive:
- Click Share
- Click the settings cog
- Add a password
- Share the password separately (by phone or text)
When to Use Email Attachments
Email attachments are convenient but less secure:
Use attachments for:
- Non-sensitive documents
- Small files under 10MB
- When recipient has no access to your sharing platform
- Confidential information
- Large files
- Documents that may need updating
Secure Email for Sensitive Information
If you must email sensitive documents:
Microsoft 365 Encrypted Email
- Compose your email
- Click Options → Encrypt
- Choose encryption level
- Attach your file and send
Password-Protected Documents
- In Word/Excel, go to File → Info → Protect Document
- Choose Encrypt with Password
- Set a strong password
- Send the password separately
What Not to Do
Never Use Personal Cloud Services for Work
Avoid sharing work files via:
- Personal Dropbox
- Personal Google Drive
- WeTransfer for confidential documents
- USB drives (easy to lose)
Never Share Publicly Unless Necessary
"Anyone with the link" means exactly that:
- If the link is forwarded, anyone can access it
- If it appears in search results, anyone could find it
- Use only for truly public documents
Never Share Passwords in the Same Message
If you send a password-protected file:
- Send the password by text or phone
- Or in a separate email
- Never in the same message as the file
Revoking Access
If you shared something by mistake or access is no longer needed:
OneDrive:
- Right-click the file
- Click Manage access
- Remove specific people or stop sharing the link
- Click the file
- Click Manage access in the information panel
- Remove as needed
Checking Who Has Access
Regularly review who can access shared files:
- Open the file location
- Check sharing settings
- Remove people who no longer need access
- Remove expired project collaborators
Sharing with External Clients
When sharing with people outside your organisation:
- Confirm their email address (phishing attacks impersonate real contacts)
- Use "Specific people" rather than "Anyone with link"
- Set an expiration date
- Use view-only permissions unless editing is required
- Consider password protection for sensitive documents
Need Help?
For questions about secure file sharing, contact helpdesk@netlumait.com.au or call 1300 521 162.
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