Microsoft Office · Intermediate level

Intermediate level · Module 5: Collaboration and Cloud Work with OneDrive and Teams · Lesson 1 of 3

Sharing Files Safely

Share documents and folders with the right people at the right access level.

In this lesson you will

  • Create view and edit links and specific-people sharing
  • Stop sharing and review access

Key concepts

permissionslink typesexternal sharingdata protection

The lesson

Sharing a link is easier than emailing attachments: everyone works on the same version. But each link carries permissions, and the wrong setting can expose confidential documents.

Share with specific people rather than 'anyone with the link' for sensitive files. Give edit access only to collaborators, and view access to readers. Set an expiry date for external partners when possible.

Review who has access regularly and remove people who have left the project or the organisation.

Step by step

  1. Share a folder with two teammates who can edit.
  2. Share a file with a partner as view-only.
  3. Check the 'Manage access' list.
  4. Remove one person's access.

Practice activity

Share a project folder: edit access for two teammates, view-only for a partner, and then remove one person's access.

Expected result: Correct permissions verified by teammates.

Check your understanding

  1. Why prefer 'specific people' links over 'anyone with the link'?

    Show answer

    Only named people can open the file, even if the link is forwarded.

Taught live by an instructor — online or in person. Free course lessons are for self-study and do not lead to a certificate — see registration options.