One thing I’ve been thinking about a lot lately is how the Copy Link and Share functions in SharePoint really impact what content shows up when you use Copilot. Oversharing or misusing these options can make a big difference in what Copilot pulls back.
But before we get into Copilot, let’s take a step back and look at how these two sharing methods actually work. Once you understand the difference, you’ll be better placed to protect your files—and at the end, I’ll share a resource that goes deeper into preparing your SharePoint environment for AI-powered collaboration
The Difference at a Glance
Both Share and Copy Link create a link to your file, but they work very differently:
- Share: Controlled, secure, and customisable. You choose who gets access, what they can do, and for how long.
- Copy Link: Fast and convenient, but it uses your organisation’s default settings unless you specifically change them.
The Share Button: Secure and Intentional
The Share button is your control centre for permissions. With it, you can:
- Choose who gets access (specific people, groups, or external partners).
- Decide if they can view, comment, or edit.
- Block downloads for sensitive files.
- Set an expiry date for the link.
- Send a formal email invitation, creating a clear audit trail.
Use Share when you need certainty and control—especially for sensitive files, external partners, or critical projects.
Copy Link: Quick but Can Be Controlled
The Copy Link option is still fast and convenient—perfect for embedding a link into Teams or an email. But its behavior depends on your tenant’s default settings:
- You can set or modify defaults — such as who can access the link, expiration settings, and even download restrictions via admin settings or site configuration.
- You can also apply governance controls like IRM, sensitivity labels, and policy-driven default selections to Copy Link behavior.
- Nonetheless, the Copy Link action doesn’t prompt these settings at share time—so you must trust your organisation’s configuration.
“In some cases, depending on your organisation’s settings, you may still be able to adjust link type and permissions directly after generating the link — but unlike the Share button, this isn’t the default workflow.”
When to Use Each
Use Share when:
- Sending files outside your organisation.
- Sharing sensitive information (finance, HR, IP, etc.).
- Running an important team project where permissions matter.
- You want an audit trail of who has access.
Use Copy Link when:
- Sharing non-sensitive drafts or files internally.
- You know your default settings are restrictive enough.
- Highlighting a file already stored in a Teams channel.
Best Practices for Secure Sharing
- Store in the right place
- OneDrive = personal drafts.
- SharePoint = team documents.
- Follow least privilege
- Give the lowest level of access needed.
- Review permissions regularly.
- Be specific
- Avoid “Anyone with the link.” Stick to named people.
- Set expiry dates for external links
- Automatically remove access when collaboration ends.
- Share in context
- Use Teams channels to keep files and discussions together.
Why This Matters with Copilot
Copilot only sees what you see. If you’ve overshared in the past, Copilot may surface content that you didn’t intend to be so widely visible. That’s why using the right sharing option—and building strong habits—is more important than ever.
To help with this, I’ve put together an exclusive resource: The Copilot Security Quick Start Guide. Subscribe to our newsletter and you will instantly receive the download.
