Share files with the right people

Work through the steps.

1. 01

   Check the document and destination

   Review the file for hidden sheets, comments or sensitive details that the recipient does not need. Use the intended work account and confirm the file's location before choosing Share.

   For ongoing team work, use the agreed shared workspace so ownership does not depend on one person's temporary copy. Check with the team owner if you are unsure where the master document belongs.

2. 02

   Choose recipients and access

   Open the link settings and choose the narrowest audience your task needs. Where available, use Specific people for named recipients rather than an unrestricted link.

   Choose view access if editing is unnecessary. Recheck email addresses, the audience and permissions before sending. Do not bypass a blocked sharing option by moving the file to a personal account.

3. 03

   Review access when work ends

   Use Manage access to inspect existing links and direct permissions. A person may also have access through a group, team or parent location, so removing one link may not remove every route.

   Ask the owner or IT to resolve access you cannot change safely. Agree when an external collaboration should be reviewed, and remove access that is no longer authorised through the approved process.