The modern workplace is more collaborative than ever, and digital file sharing has become an integral part of it. Microsoft 365 (M365) offers a robust suite of tools designed to facilitate easy collaboration and secure file sharing. However, it’s crucial to understand the proper way to use these features to safeguard sensitive information. This article aims to guide users through the recommended practices for securely sharing files and collaborating in Microsoft 365. 

Understand Microsoft Permissions and Access Controls 

OneDrive 

OneDrive is Microsoft’s cloud storage service that integrates seamlessly with Microsoft 365. When you save a file to OneDrive, it’s private unless you choose to share it. Here’s how you can manage permissions: 

• View Only: Users can see the file but can’t modify it.  
• Can Edit: Users can make changes, including adding or deleting files in a shared folder.

SharePoint 

SharePoint allows for advanced permissions that can be applied at the folder or file level, making it ideal for teams and departments: 

• Read: The user can view pages, list items, and documents.  
• Contribute: The user can view, add, edit, and delete list items and documents.  
• Full Control: The user has all available permissions. 

Teams 

In Microsoft Teams, files are typically stored in the SharePoint backend. If you’re part of a Team, you already have permission to collaborate on files stored in the “Files” tab. 

Use These Best Practices for Secure File Sharing 

• Always Check Who Has Access. Before sharing, know your audience. Ensure you’re not oversharing by restricting the file to only those who need access. 
• Use Links Instead of Attachments. Sending files as attachments can create multiple, uncontrolled copies. Instead, share a link to your OneDrive or SharePoint file to keep control over the file’s latest version. 
• Set Expiry Dates on Sharing Links. In OneDrive and SharePoint, you can set an expiration date for sharing links, which enhances security. 
• Use Password-Protected Links. For sensitive files, add an extra layer of security by setting a password that recipients must enter before they can access the file. 
• Don’t Share Directly from the “Shared with Everyone” Folder. As the name implies, any file you put in the “Shared with Everyone” folder is accessible to everyone in your organization. Be cautious when using this feature. 
• Limit the Use of “Anyone with the Link”. Using the “Anyone with the link can edit” option makes the file public, meaning anyone who gets the link can access it, even if they’re outside your organization. 
• Audit and Monitor File Activity. Frequent audits can help you understand who has accessed a file and what changes they’ve made. Audits are especially important for sensitive or regulated data. 

Follow These Tips When Collaborating 

• Use Real-Time Collaboration: Tools like Microsoft Word and PowerPoint allow multiple users to work on a file simultaneously.  
• Co-authoring: Use the co-authoring feature to edit files collectively without locking others out.  
• Version History: Microsoft 365 automatically saves versions of files, making it easy to roll back changes if needed.  
• Comments and @Mentions: Use comments and @mentions to collaborate more efficiently within documents. 

Microsoft 365 is a powerful platform for collaboration, but it’s crucial to employ best practices to ensure secure file sharing. Following the guidelines outlined in this article will help you collaborate while safeguarding sensitive information effectively. By being aware and proactive, you can make the most out of Microsoft 365’s robust capabilities without compromising security.