Smart Sharing Practices in OneDrive & SharePoint

The following list of Microsoft and external support articles provide best practices for sharing OneDrive and SharePoint documents. 

1. Use “People you specify” instead of “Anyone with the link”

• How shareable links work in OneDrive and SharePoint – Explains the differences between link types and why “Specific people” is more secure. 
• External or guest sharing in OneDrive, SharePoint, and Lists – Details how to securely share with external users using “Specific people.” 

2. Set expiration dates and disable editing unless needed

• How to set an Expiration Date on sharing links in SharePoint and OneDrive – Step-by-step guide for setting expiration dates on shared links.
• Controlling the expiration of OneDrive links – Admin-level controls for link expiration policies. 

3. Review shared files regularly and remove outdated access

• Initiate site access reviews for Data access governance reports – For SharePoint admins to delegate access reviews to site owners. 

4. Never share sensitive data without proper controls

• Help prevent sharing sensitive items via SharePoint and OneDrive with external users – How to use Microsoft Purview DLP policies to block sharing of sensitive data.