Share customer documents with clearer access controls

Sharing a document is more than choosing a convenient way to send it. You need to know who should receive it, what they should be able to do and how long that access is needed. A short review before sharing can catch mistakes that a reassuring file name does not reveal.

Prepare the right material

Open the intended document and check that it is the current version. Review comments, tracked changes and attachments for information that does not belong in the customer's copy. If only a small extract is needed, consider sharing that rather than an entire working folder.

Keep each customer's material clearly separated. A folder that contains several projects can expose more than the single file you had in mind. Do not use a real customer's documents as a casual example for another recipient.

Match the permission to the task

Ask whether the person needs to read, comment or edit. Use the narrowest access that supports the agreed work. Microsoft's sharing guidance distinguishes named recipients from broader link access and explains separate permission levels; the relevant settings depend on the tool and organisational policy.

Check the setting actually selected rather than relying on a familiar button. A link copied from an earlier task may not have the scope you intend now. Where available and appropriate, set an expiry or review date for temporary access.

Verify the recipient independently

Confirm the address against your established customer record, especially when a new address or external collaborator is introduced. Autocomplete can select a plausible-looking person from an unrelated conversation.

Before sending, review the file, recipient and permission together. For a sensitive transfer, follow your organisation's approved process and seek help when the required control is unclear. A restriction on editing does not guarantee that a recipient cannot copy or record the contents.

Close access deliberately

When the assignment ends or responsibilities change, review who still needs the material. Remove unnecessary access through the sharing system and check any continuing obligations with the responsible person. Revoking a link does not recall copies already downloaded.

Keep an appropriate record of what was shared and why, without duplicating the sensitive content in a general task board. Clear sharing is an ongoing access decision, not a one-time assumption that the correct people will somehow find the correct file.

Sources: Microsoft Support: Share files and folders in Microsoft OneDrive.