How to Share Files Securely with Others

Sharing Files Safely

Sharing files is easy, but doing it securely protects sensitive information.

Sharing with Colleagues

OneDrive Sharing

• Find the file in OneDrive
• Right-click and select Share
• Enter colleague's name or email
• Choose Can edit or Can view
• Click Send

SharePoint Sharing

• Find the file in SharePoint
• Click Share
• Enter names
• Set permissions
• Send

Teams Sharing

• In a chat or channel, click Attach
• Choose your file from OneDrive
• Send - they get a link to the file

Permission Options

Can Edit

Recipient can:

• View the file
• Make changes
• Download a copy

Use when: Collaboration is needed.

Can View

Recipient can:

• View the file
• Download a copy (usually)
• Cannot edit

Use when: Sharing for reference only.

Sharing with External Contacts

Create a Sharing Link

• Right-click file in OneDrive
• Click Share
• Click the Link settings button
• Choose who can access:

- Anyone with the link - People in my organisation - Specific people

• Set expiration date if needed
• Create and send the link

External Sharing Tips

• Use expiration dates for sensitive files
• Choose Specific people when possible
• Consider view-only for sensitive documents
• Remove access when no longer needed

Security Best Practices

Do

• Set appropriate permissions (edit vs view)
• Use expiration dates for temporary sharing
• Share with specific people when possible
• Review who has access periodically

Don't

• Share with "Anyone" for sensitive files
• Use personal email/cloud for work files
• Forget about shared files (review and clean up)
• Share passwords via the same channel as files

Removing Access

Stop Sharing a File

• Right-click the file
• Click Manage access
• See who has access
• Click X to remove someone's access

Review Shared Files

Periodically check:

• What files have you shared?
• Who has access?
• Do they still need it?

Large Files

For very large files:

• OneDrive handles up to 250GB files
• Sharing link is easier than email attachment
• Files don't clog up inboxes

Sensitive Documents

For highly confidential files:

• Limit sharing to specific people
• Use view-only when possible
• Set expiration dates
• Password protect if available
• Consider if file should be shared at all

Need Help?

For secure sharing questions, contact helpdesk@netlumait.com.au or call 1300 521 162.