Tech Tip Tuesday: How to Share Files Securely Without Accidentally Granting Access to Everyone

How to protect your files by setting the right permissions before clicking Send

Last week we kicked off a new topic on security basics. This week we are focusing on a common mistake that can lead to unintended data leaks. Sharing cloud files without checking the access settings.

Whether you are using OneDrive, Google Drive, Dropbox or another platform, it is easier than ever to share documents. But when you move fast and click Share without thinking, you might accidentally make your file available to anyone with the link. That can include people outside your organisation.

Why Access Settings Matter

Not all links are created equal. If your default setting is Anyone with the link can view, that file can be forwarded, copied or shared well beyond your intended recipient. And unless you check the access level, you might not even know it happened.

This is especially important when sharing files with clients, collaborators or external partners. A simple misclick could expose confidential documents, financial records or internal project files.

How To Share Files Safely

In Microsoft OneDrive or SharePoint

1. Right click the file or folder

2. Select Share

3. Before sending the link, click on the permission dropdown

4. Choose the right setting

   • Specific people

   • People in your organisation

   • People with existing access

5. Set whether the person can view or edit

6. Click Apply and send

In Google Drive

1. Right click the file or folder

2. Click Share

3. Under General Access, check the current setting

4. Change it to Restricted or limit it to your organisation

5. Add specific people by email and choose Viewer, Commenter or Editor

6. Click Done

Always double check the default. Google and Microsoft often remember your last setting, which may not be appropriate for your next file.

Pro Tip. Use Expiry Dates and Notifications

Many platforms allow you to set expiration dates on file links or get notified when someone accesses your file. Use these features when sharing sensitive content or when you want to control access over time.

When in doubt, restrict access. It is easier to grant more access later than to undo a security mistake.

See you next Tuesday for more tech tips.