You’re sharing files by guessing. That stops today.
Share files without the fear. The Traffic Light System for SharePoint.
Most people share files by picking an option and hoping for the best. This kit gives you a simple three-colour system — Green, Amber, Red — so you always know exactly who can see your file, why, and how to change it in under 60 seconds. No IT degree required.
⚡ Delivered instantly to your inbox. PDF + PPT + Excel included.The Traffic Light System — at a glance
GREEN — People in your org. Safe for internal sharing. Anyone in your organisation with the link can open it.
AMBER — Only people with existing access. No new access granted. Perfect for Teams channel links.
RED — People you choose. Specific people only — internal or external. The most controlled option.
4 permission levels explained in plain English
Revoke access in under 60 seconds — step by step
Your Sharing Standard template — fill in and share with your team
You’re not the problem. Nobody ever explained the sharing dialog.
SharePoint has three completely different link types — and Microsoft never explained the difference. So everyone guesses. And sometimes that guess puts files in front of people who should never see them.
You’ve accidentally shared something with “Anyone with the link” and had a small panic
You copy a link and paste it without actually knowing who can open it
Someone asked you to share a file and you just… guessed which option to pick
You’ve shared something and had no idea how to take it back
You see “People in [your org] with the link can edit” and have no idea what that means
You know sharing is risky but nobody has ever explained it in plain English
Three colours. One rule each. No more guessing.
The Traffic Light System maps directly to the three options in the SharePoint Link Settings dialog. Once you see it this way, the right answer is always obvious.
People in your organisation
Anyone in your organisation with the link can open it. The default for most internal sharing. Safe because it stays inside your tenant — but still check the permission level before you send.
Only people with existing access
No new access is granted. This link only works for people who already have permission. Perfect for Teams channel links and internal references. Nothing new is opened up.
People you choose
You name exactly who gets access — internal or external. The most controlled option. Use this whenever you’re sharing with someone outside your organisation, or when access must be tightly controlled.
After this kit, you’ll never guess which option to pick again.
The Traffic Light System gives you a mental model that maps directly to the SharePoint interface. You’ll see the dialog differently — and the right answer will be obvious every time.
Know instantly which sharing option to choose — every single time
Understand the three link types (Green / Amber / Red) and when each is appropriate
Read the Link Settings dialog with confidence — no more guessing
Set the right permission level (Can edit, Can review, Can view, Can’t download)
Set an expiry date so access automatically disappears when the job is done
Revoke access in under 60 seconds when you need to take it back
Build a Sharing Standard for your team so everyone shares the same way
9 sections. Everything about SharePoint sharing — finally explained.
From why sharing goes wrong through to your organisation’s Sharing Standard — every section builds on the last.
Why Sharing Goes Wrong
The three root causes — and why it’s not your fault. Diagnose the problem before you fix it.
The Traffic Light System
Green = safe. Amber = careful. Red = specific. The framework that maps to the real dialog.
GREEN — People in Your Org
Walkthrough of the real Link Settings dialog — what every option means and when to change it.
AMBER — Existing Access Only
The reshare link. No new access granted. Why there’s no “More settings” section — explained.
RED — People You Choose
Share with specific people inside or outside your org. All four permission levels covered.
The Four Permission Levels
Can edit / Can review / Can view / Can’t download — plain English with real screenshots.
The Share Dialog & Expiry Dates
Full walkthrough of the Share dialog — name field, message, Copy link, Settings gear, calendar picker.
How to Revoke Access
Step-by-step: Manage Access → find the link or person → click X. Under 60 seconds.
Your Sharing Standard
A one-page template to define your org’s sharing rules — fill in and share with your team.
Copilot Readiness Note
Copilot respects permissions. If a file is shared too broadly — with “Anyone with the link” — Copilot can surface it to people who should never see it. The Permissions Kit teaches you how to share correctly so Copilot works safely. Every file you share using the Traffic Light System is a file Copilot can use without putting information in front of the wrong people.
One download. The complete sharing toolkit.
Everything you need to understand SharePoint sharing, apply the Traffic Light System, and build a Sharing Standard your whole team can follow.
The Permissions Kit slide deck (22 slides, PDF) — the Traffic Light System in full
The Traffic Light System poster — print it, stick it up, share it with your team
The four permission levels explained in plain English with real screenshots
The Share dialog walkthrough — every field and button annotated
The expiry date guide — when and how to use it
Step-by-step: how to revoke access in under 60 seconds
Your Sharing Standard template — fill in and share with your team
The pre-send checklist — build the habit of checking before you paste
The Permissions Planning Workbook (Excel) — map and plan permissions across your SharePoint
⚡ Instant delivery · PDF + PPT + Excel · No subscription
Stop guessing. Start sharing with confidence.
The Traffic Light System is the thing Microsoft should have explained on day one. It didn’t. Now you have it.
Get the Permissions Kit — $29 →⚡ Instant delivery · PDF + PPT + Excel · One-time payment