Large attachments fill mailboxes and create copies that are hard to withdraw. A link from OneDrive, SharePoint, or another approved company service keeps one file in one place and lets the owner change access later.
What you need
Upload the final file to the approved folder, select Share, and choose who may open it. For business material, use Specific people rather than Anyone with the link. Decide whether recipients may edit or only view.
Allow editing only to collaborators.
Prefer view-only access.
Use a named account and an expiry date where possible.
Send it to the right people
Add an expiry date when the service allows it, and send the link through the normal business channel. If the document is sensitive, confirm the recipient separately. Do not put a password in the same message as the protected link.
Use the approved business storage location.
Select Specific people and choose view or edit.
Read every address before sending.
Remove the link or recipient when work ends.
What a good result looks like
- The file is in the correct folder and account.
- Only the intended people appear in access management.
- Edit access is truly required.
- Old public links have been removed.
View only: reduces accidental changes to a final document
After the deadline, open the sharing panel and remove access that is no longer needed. The link remains useful because the owner can see who has access instead of guessing where copies were forwarded.