Sharing & Permissions

Best practices

• Use folder sharing sparingly in SharePoint libraries (too many unique folders can make permissions messy).
• Prefer sharing to a group instead of individuals where possible.
• Default to View unless people truly need to edit.
• Review folder access regularly so old projects don’t stay open forever.

Best practices

• Default to view-only for broad sharing unless editing is truly required.
• Be careful where you post the link (it can be forwarded).
• Avoid organisation-wide links for sensitive or draft content.
• Review access periodically and remove the link when it’s no longer needed.

Best practices

• Use anonymous links only for intentionally public or low-risk content.
• Always set an expiry date when the option exists.
• Avoid anonymous links for anything containing personal, financial, or confidential data.
• Prefer “Specific people” for external partners so access is tied to identities.

Best practices

• Do a regular “shared by me” cleanup (monthly/quarterly) to remove old access.
• Remove old sharing links rather than assuming people won’t use them.
• Prefer sharing from SharePoint for team files so ownership is clear.
• Use the least privilege model: view by default, edit only when needed.

Best practices

• Use “Add shortcut to My files” for active project folders so they’re easy to find.
• If you lose access, request it again rather than saving local copies.
• Confirm you’re using the right account (work vs personal) if the list looks empty.
• For long-term team work, ask for the file to be stored in SharePoint, not one person’s OneDrive.

Best practices

• Treat broad links as time-bound, not permanent.
• Remove old links first, then re-share using the correct audience.
• Keep a single “source of truth” location to avoid re-sharing multiple copies.
• Use group permissions for ongoing access instead of link sprawl.

Best practices

• Share links from the right location (Team/SharePoint for team files; OneDrive for personal drafts).
• Avoid uploading multiple “copies” of the same file into different chats.
• If the file becomes team-critical, move it into the Team/SharePoint library.
• Use view links for reviews and edit links only when collaboration is required.

Best practices

• Use channel files for team work so permissions are consistent.
• Keep “final” docs in the Team library, not scattered across chats.
• Avoid sharing sensitive channel files outside the Team without checking access first.
• If you need controlled audiences, use SharePoint library permissions (keep it deliberate).

Best practices

• Always send a link, not an attachment (attachments create version chaos).
• Use “Specific people” for sensitive documents.
• Set expectations in the email: “Please edit using the link only.”
• Use version history if you need to recover earlier drafts.

Best practices

• Let the upload finish before sending the link (otherwise people hit errors).
• Use “Specific people” for external sharing and consider setting an expiry date.
• For very large media files, consider a dedicated library with clear ownership and retention.
• Avoid downloading and re-uploading large files repeatedly (it creates duplicates and conflicts).

Best practices

• Set an expiry date for short-lived access.
• Grant the minimum permission level needed (usually view).
• Remove access immediately when the task is done.
• Keep a record of temporary access for sensitive documents.

Best practices

• Use groups for ongoing access to reduce permission drift.
• Choose view by default and only grant edit to groups that truly co-author.
• Keep group names clear so people understand what access they’re getting.
• For team content, store files in SharePoint and manage access at library level where possible.

Best practices

• Check for multiple active links on the same file and remove the unnecessary ones.
• Prefer groups over individuals to reduce permission drift.
• Use least privilege: view by default, edit only when required.
• Audit high-risk libraries regularly (monthly or quarterly).

Best practices

• Protect the document structure before you start sharing widely.
• Keep a controlled “authoritative” version in SharePoint with version history enabled.
• Test restrictions with someone who has the same access as your audience.
• If you need strong controls, consider sensitivity labels or governed publishing locations.

Best practices

• Include context (why you need it and by when) so owners can decide quickly.
• Request view access first unless you truly need edit.
• If access should be permanent for a role/team, ask for group-based access instead.
• Avoid asking multiple people separately (it creates inconsistent permissions).

Best practices

• Grant the minimum permission needed (view before edit).
• If many people keep requesting, fix the root cause (permissions model or file location).
• Prefer group membership for ongoing access rather than granting individuals repeatedly.
• For sensitive content, verify the requester’s role/need before approving.

Best practices

• Use comments and @mentions for approvals to keep the feedback traceable.
• Don’t accept changes through emailed copies — keep approvals on the shared file.
• Use a consistent status approach (Draft / In Review / Approved / Published).
• Store approved content in a governed library with clear owners.

Best practices

• Design permissions at the library/site level first; go granular only when required.
• Use standard groups/roles (Owners, Members, Visitors) consistently.
• Avoid long lists of individuals on files — it becomes impossible to govern.
• Document exceptions (why unique permissions exist) so they don’t become “mystery access”.

Best practices

• Break inheritance only when there’s a clear business need (sensitive or restricted content).
• Prefer a separate restricted library over many uniquely-permissioned files.
• Keep a record of exceptions so you can audit and clean them up later.
• Test access with a non-owner account to confirm it works as expected.

Best practices

• Team work belongs in SharePoint/Teams so ownership doesn’t sit with one person.
• Use OneDrive for personal drafts and work-in-progress.
• Move files into SharePoint once they become a team dependency.
• Keep naming and folder/metadata conventions consistent so people can find things.