Sharing files and links safely

Sharing is where data most often leaks, usually by accident rather than attack. A link set to "anyone with the link" can travel far beyond who you meant.

Share to people, not to the world

When a tool offers "anyone with the link can view", prefer instead to share with named people. A public link can be forwarded, indexed, or guessed, and you lose track of who has it. Name the specific people or group who need access.

Give the least access that works

• Choose view over edit unless editing is truly needed.
• Set an expiry on links where the tool allows it, so access ends when the work does.
• Review and remove access when a project finishes or someone leaves.

Check before you send

• Confirm the recipient's address; autocomplete is a frequent cause of leaks.
• Make sure a shared folder does not also expose files you did not mean to include.
• Avoid putting sensitive data in the file name or the link preview itself.

Watch for incoming share tricks

A surprise "shared document" notification is a common phishing lure. If you were not expecting it, verify with the sender before opening, and check the real address of any login page it leads to.

Quick rules

1. Share with named people, not open links.
2. View-only and time-limited by default.
3. Review access regularly and remove what is stale.