Proudly CanadianUnderstanding SharePoint and How to Share Files Safely
More people are using Sharepoint than ever before. Here's a primer on the relationship of Sharepoint to other Microsoft cloud products, and some best practices on one of Sharepoint's key strengths - file sharing.
Microsoft SharePoint is Microsoft’s primary platform for storing, managing, and collaborating on documents within Microsoft 365. It’s tightly integrated with tools like Teams, OneDrive, and Outlook, providing a secure cloud-based environment where files live and collaboration happens.
One of the most important things to understand about SharePoint is where your data actually lives. Files aren’t stored on individual computers or sent around as multiple copies; they reside in the Microsoft cloud. When you share a file, you’re granting access via permissions—not creating duplicates—which keeps collaboration efficient and centralized.
Internal vs. External Sharing
By default, SharePoint sharing is configured within the boundaries of your own organization. Internal sharing (sharing with users inside your company) is generally safer, as those users are already governed by company security policies. External sharing involves people outside your organization—such as partners or clients—and carries additional risk.
External sharing settings are part of your organization’s governance model and help ensure that access to sensitive data is controlled and compliant with security policies.
Types of Sharing Links
When you share files in SharePoint, you typically choose from several different link types defined by Microsoft:
- View-only links allow recipients to read a file without making changes.
- Edit links grant modification rights.
- Specific people linksrestrict access to named individuals who must authenticate before opening the file.
- Share with anyone links(also called “Anyone with the link”) allow access to anyone who has the link. These are the least restrictive and easiest to share, but also the hardest to control since anyone with the link can use it.
For official guidance on link types and how they behave, see Microsoft’s documentation on sharing SharePoint files and folders.
Why Least-Privilege Sharing Matters
Least-privilege sharing means giving recipients only the access they truly need for the shortest time necessary. This approach reduces the risk of accidental oversharing, minimizes the blast radius if a link is forwarded, and keeps access tighter around sensitive content. Limiting permissions also makes it easier to review and remove access when it’s no longer needed.
Risks of Sharing Files Externally
Sharing externally can expose information beyond your organization’s control. Links can be forwarded to unintended recipients, stored in unsecured locations, or simply forgotten—leaving sensitive information accessible longer than intended. Common scenarios include shared links sent broadly in email threads or left active after a project ends.
Microsoft’s official overview of external sharing highlights how external sharing works and the importance of careful planning before enabling it.
Best Practices for Safe Sharing
Safe sharing starts with intentionality. Before you share:
- Confirm the audience and why they need access.
- Choose the most restrictive link that still meets the need.
- Consider adding expiration dates so links automatically become inactive.
- Regularly review and remove access when it’s no longer required.
Also be mindful that some types of sensitive information (e.g., personal or financial data) should not be shared externally at all.
Monitor and Review Access
Sharing isn’t a one-time task. Regularly reviewing who has access helps catch leftover links or permissions that are no longer relevant. Remove access promptly when it’s no longer needed to reduce exposure.
Key Takeaways
SharePoint simplifies collaboration, but secure sharing requires planning. Understand where your data lives, know the differences between internal and external sharing, choose the right link types, and review access periodically. Taking these simple steps helps protect your organization’s information while enabling productive collaboration.
Leave a Comment