Why sharing files securely matters

When you work from home, you regularly share files with colleagues. Documents, presentations, spreadsheets: everything goes back and forth over the internet. But not every way of sharing files is equally secure. In this article you'll learn how to share files securely with colleagues and which tools work best for it.

Risks of sharing files insecurely

Before we look at secure methods, it helps to understand the risks of sharing insecurely.

Data breaches

Files shared over unsecured channels can be intercepted. Sensitive business information, customer data or financial reports can fall into the wrong hands. This can lead to reputational damage, fines and a loss of customer trust.

Malware and viruses

Files from unknown sources can contain malware. When you share files through insecure platforms, you run the risk of malicious software spreading within your organization.

Loss of control

When you share files through personal email accounts or consumer cloud services, you lose control over who has access and what happens to the files.

Using business cloud storage

The most secure way to share files is through business cloud storage managed by your organization.

Microsoft OneDrive and SharePoint

If your organization uses Microsoft 365, OneDrive and SharePoint are the go-to tools for sharing files:

  • OneDrive: Your personal work storage, ideal for your own documents
  • SharePoint: Team and department documents, shared workspaces

Files on these platforms are encrypted automatically and fall under your organization's security policy.

Sharing from OneDrive

To share a file securely from OneDrive:

  1. Right-click the file
  2. Choose Share
  3. Select who you want to share with (specific people, your organization, or anyone with the link)
  4. Choose whether recipients can edit or only view
  5. Optional: set an expiration date for the sharing link
  6. Send the invitation or copy the link

Google Drive

For organizations that use Google Workspace, Google Drive is the standard. Sharing works in a similar way:

  1. Right-click the file and choose Share
  2. Add the email addresses of the people you want to share with
  3. Choose the access level: Viewer, Commenter or Editor
  4. Click Send

Sharing files by email

Email is often the first choice for sending files, but there are important points to keep in mind.

When to use email

Email is suitable for small files that are not extremely sensitive. Most business email systems encrypt the traffic, but recipients can still forward or save attachments.

Limitations of email

Email has important limitations when it comes to sharing files:

  • File size is limited (often 25MB or less)
  • No control over what recipients do with the attachment
  • Versions get confusing when there are multiple copies
  • Hard to revoke access

Alternatives for large attachments

Instead of sending large files as attachments, it's better to send a sharing link from OneDrive or Google Drive. Most email clients offer this automatically when you try to attach a large file.

Sharing securely with external parties

Sharing with colleagues inside your organization is one thing, but how do you share securely with outside parties such as customers or suppliers?

Guest users

Both Microsoft 365 and Google Workspace support guest users. You can invite outside people to view specific files or folders without giving them access to your entire organization.

When sharing with outside parties, you can set extra security options:

  • Password: Access only with the correct password
  • Expiration date: The link only works until a certain date
  • Block download: Recipients can only view, not download
  • Read-only: No editing rights

Secure file transfer

For highly sensitive documents, special secure file transfer services can be used. Your IT department can advise you on which solutions are available within your organization.

Collaborating on shared documents

Modern cloud storage offers more than just sharing; you can also work together at the same time.

Real-time collaboration

In Microsoft 365 and Google Workspace, several people can work in the same document at once. You see each other's cursors, and changes appear instantly. This eliminates the chaos of multiple versions being sent around by email.

Version history

Cloud storage keeps version history automatically. If someone accidentally deletes something or you need an older version, you can restore it. This is much safer than sharing local files.

Comments and tasks

Instead of sending feedback by email, you can place comments directly in the document. This keeps all communication with the file and prevents confusion.

What not to do when sharing files

Knowing what to avoid is just as important as knowing what to do.

No USB sticks for business files

USB sticks are easy to lose and usually not encrypted. If one falls into the wrong hands, all your data is out in the open. Use cloud storage instead of physical media.

Avoid consumer cloud services

Services such as Dropbox Personal, WeTransfer or Google Drive with a personal account do not fall under your organization's security policy. Your IT department has no control over this data, and if there is a leak, the organization is liable.

No sensitive data over public Wi-Fi

Don't share files while you're connected to public Wi-Fi networks without a VPN. These networks are not secure, and your traffic can be intercepted.

Policy and compliance

Your organization probably has a policy on sharing files.

Know the policy

Ask your manager or IT department about the file-sharing policy. It may include rules about which document classifications may be shared externally, which tools are approved, and how long shared links may stay valid.

Document classification

Some organizations work with classification levels: public, internal, confidential, secret. The classification determines how a document may be shared and with whom. Handle every document according to its correct classification.

GDPR considerations

If you share files that contain personal data, extra rules apply under the GDPR. Share personal data only with people who really need it, and only through secure channels. Don't keep shared links active longer than necessary.

Tips for sharing securely every day

Finally, a few practical tips for your daily work.

Think before you share

Ask yourself for every file: Who really needs this? Do I need to share the whole document or only part of it? How long should the access stay valid?

Check your shared files regularly

In OneDrive and Google Drive you can see which files you've shared. Check this periodically and revoke access that is no longer needed.

Use clear file names

A clear file name helps recipients understand what they're getting and helps you manage shared files. Avoid generic names such as Document1.docx.

Conclusion

Sharing files securely is essential when you work from home. By using business cloud storage, choosing the right sharing settings and handling sensitive information carefully, you protect both yourself and your organization. Remember: when you're unsure about the safest way to share something, ask your IT department. They can help you make the right choice for your specific situation.

Frequently asked questions

What is the safest way to share files with colleagues?

The safest way is through business cloud storage managed by your organization, such as Microsoft OneDrive, SharePoint or Google Drive with a work account. These platforms are encrypted and fall under your organization's security policy. You can set exactly who has access and revoke that access again later.

Can I use WeTransfer or Dropbox for work files?

Generally not. Consumer cloud services do not fall under your organization's security policy. Your IT department has no control over this data, and in the event of a data breach, the organization is liable. Always use the tools your employer has approved for sharing work files.

How do I share files securely with people outside my organization?

Use the guest user feature in Microsoft 365 or Google Workspace. You can invite outside people to specific files with limited permissions. Set a password and an expiration date for the sharing link. Give only the minimum access needed and revoke it when it's no longer required.

How do I prevent multiple versions of a document from floating around?

Work in the cloud instead of emailing local copies. Share a link to the document in OneDrive or Google Drive so everyone works in the same file. Cloud storage keeps version history automatically, so you can always go back to earlier versions if needed.

Looking for an email address? See our plans.