Microsoft 365 makes it easy to share files with colleagues, customers, and suppliers. However, sharing files securely is important to protect sensitive information and ensure only the right people can access your documents.
Introduction
Many businesses still share files by attaching them to emails.
While this works, it can create problems such as:
- Multiple file versions
- Large email attachments
- Unauthorised forwarding
- Difficulty controlling access
Microsoft 365 provides a better approach by allowing users to share links to files stored in OneDrive or SharePoint.
This gives you greater control over who can access your documents and what they can do with them.
Why Use Sharing Links Instead of Email Attachments?
Instead of attaching the complete file as an attachment, you can send a secure link.
Benefits
✅ One version of the document
✅ Easier collaboration
✅ Reduced mailbox size
✅ Ability to remove access later
✅ Better security controls
OneDrive vs SharePoint
Before sharing files, it’s important to understand where they are stored.
Share from OneDrive
Best for:
✅ Personal work files
✅ Draft documents
✅ Sharing individual files
Share from SharePoint
Best for:
✅ Team documents
✅ Department files
✅ Project information
✅ Company records
How to Share a File
Step 1
Locate the file in:
- OneDrive
- SharePoint
- Microsoft Teams
Step 2
Select: “Share” and the sharing window will appear
Step 3
Choose Who Can Access the File
Microsoft 365 typically offers several options.
1. People in Your Organisation
Only employees within the company
Best for:
✅ Internal documents
✅ Team collaboration
2. Specific People
Only selected individuals
Best for:
✅ Customer contracts
✅ Confidential documents
✅ Supplier information
3. Anyone with the Link
Anyone who receives the link
Use with caution.
This option may not be appropriate for sensitive information.
Decide Whether Users Can Edit
When sharing, you can choose:
Can Edit
Recipients can:
✅ Modify the document
✅ Add content
✅ Save changes
Best for:
- Collaboration
- Team working
View Only
Recipients can:
✅ Read the file
❌ Cannot modify content
Best for:
- Reports
- Policies
- Reference documents
Set an Expiry Date
For temporary access, consider setting an expiry date.
Benefits include:
✅ Improved security
✅ Reduced long-term exposure
✅ Better access control
Share Using Teams
Files stored in Microsoft Teams can be shared directly.
Because Teams stores files in SharePoint, the same security controls apply.
This allows staff to:
✅ Collaborate on documents
✅ Maintain version history
✅ Avoid multiple attachments
Revoke Access Later
One major advantage of Microsoft 365 sharing is that access can be removed.
If a project ends or a supplier no longer requires access: Open “Manage Access” and then “Remove Permissions”. The file remains available to authorised users while unauthorised access is removed.
Best Practice Checklist
✅ Store shared documents in SharePoint
✅ Store personal work files in OneDrive
✅ Share links instead of attachments
✅ Use “Specific People” where possible
✅ Grant View Only access unless editing is needed
✅ Set expiry dates for temporary access
✅ Review sharing permissions regularly
✅ Remove access when no longer required
Key Takeaway
Microsoft 365 provides secure and flexible ways to share files using OneDrive and SharePoint. By sharing links rather than email attachments, businesses can improve collaboration, reduce duplicate files, and maintain greater control over who can access sensitive information. Using the appropriate sharing permissions helps ensure documents remain both accessible and secure.