How to Share Files Securely with Clients Outside Your Business
Emailing sensitive documents back and forth is not a secure or traceable way to share files. Microsoft 365 includes a proper solution — with controlled access, expiring links and full visibility over who has what.
Set Up Secure File SharingYour Files Are More Exposed Than You Think
When you email a file to a client, you lose control of it immediately. You don't know if they forwarded it. You can't revoke access. If their email is compromised, your document is compromised with it. Microsoft 365 includes SharePoint external sharing — a controlled, auditable way to share files with people outside your business, with settings DM1 configures to match your security requirements.
Under the Privacy Act 1988, Perth businesses have an obligation to protect personal information. Sending client documents via uncontrolled email attachments is increasingly difficult to defend if a breach occurs. The right-to-sue provisions that came into effect in June 2025 have raised the stakes further.
LEGAL DISCLAIMER
The information on this page is general in nature and does not constitute legal advice. Privacy obligations vary depending on your industry, the type of information you handle and the size of your organisation. DM1 recommends consulting a qualified legal practitioner for advice specific to your circumstances.
What DM1 Configures for Secure External File Sharing
SharePoint external sharing is a capable and flexible system — but it needs to be configured correctly. Out of the box, the defaults are often either too restrictive or too permissive. DM1 sets it up properly from the start.
Guest Access Links
A recipient gets a link that gives them access to a specific file or folder. They don't need a Microsoft account. DM1 configures whether they need to verify their email address each time they access the link.
Expiring Share Links
Links can be set to expire after a defined number of days — typically 7, 14 or 30 days. Once expired, the link stops working automatically. No manual revocation required.
View-Only vs Edit Access
DM1 configures whether recipients can only view a document or can also edit it. View-only is appropriate for most external sharing scenarios — clients don't need to edit your files.
Block Download
For sensitive documents, DM1 can configure sharing links that allow a recipient to view a document in their browser but prevent them from downloading a local copy.
Revoke Access Instantly
If a client relationship ends or a share was sent in error, DM1 can revoke the link immediately from the SharePoint Admin Centre. No waiting for an email to be recalled.
Audit Logs
SharePoint logs every access event. DM1 can show you who opened a shared document, when they opened it, and from what location — providing a complete audit trail for sensitive files.
Sharing Policy Configuration
DM1 sets your organisation-wide SharePoint sharing policy to control what your staff are allowed to share externally — preventing oversharing while keeping legitimate file sharing simple.
Separate SharePoint Sites per Client
For businesses that share large volumes of documents with individual clients, DM1 can set up dedicated SharePoint sites per client with their own controlled access — a far more manageable approach than email.
File Sharing Problems DM1 Finds at New Client Onboarding
These are the file sharing situations DM1 encounters most often when taking over IT support for a Perth business:
Sensitive documents sent as email attachments
Client contracts, financial statements, ID documents and health records being emailed back and forth with no control over who receives them on the other end.
Paying for Dropbox when SharePoint is included
Dropbox Business at $18–$25/user/month is one of the most common unnecessary subscriptions DM1 finds. SharePoint, included in Microsoft 365, covers the same use case for most SMBs.
Staff sharing files via personal Google Drive or WeTransfer
Without a proper company-controlled file sharing system, staff find their own workarounds. These workarounds leave your business data outside your control entirely.
No way to revoke access after a client relationship ends
Email attachments can't be unread. Links sent via personal cloud storage accounts can't be centrally managed. DM1 moves clients to a system where access can be revoked in seconds.
Large files that won't send via email
SharePoint sharing links resolve the file size problem entirely — there's no attachment limit, and recipients get the file immediately without waiting for an email to deliver.
No audit trail for sensitive document sharing
Some industries — legal, financial, healthcare — need to demonstrate that client documents were shared securely and accessed only by the intended recipient. Email provides no such record.
How DM1 Sets Up Secure External File Sharing
DM1 configures SharePoint external sharing to match your business requirements — balancing security with practicality so your staff actually use it.
Review your current SharePoint sharing settings
DM1 checks your current M365 tenant sharing policies in the SharePoint Admin Centre. Most tenants are either set to 'Anyone' (too permissive) or 'Only people in your organisation' (too restrictive).
Understand your sharing requirements
DM1 discusses who you share files with, how often, what types of documents are involved, and what level of control you need. The configuration is built around your actual use case.
Configure organisation-wide sharing policy
DM1 sets your tenant-level sharing policy to allow external sharing with appropriate restrictions — typically requiring recipients to verify their email address and setting default link expiry.
Set up SharePoint sites for key sharing scenarios
For regular client file sharing, DM1 can create dedicated SharePoint document libraries or sites — organised by client, project or document type, with appropriate external access permissions.
Train your staff
DM1 shows your team how to create and send a sharing link, how to check who has access, and how to revoke access when needed. The process takes under five minutes once it's set up.
Migrate files from other platforms
If you're moving from Dropbox, Box or a shared drive, DM1 migrates your existing files into SharePoint as part of the transition — preserving folder structure and access permissions where possible.
What DM1 Found When New Clients Came On Board
These are real situations discovered during DM1 new client onboarding. Business names are not used.
Why Perth Businesses Use DM1 for Secure File Sharing
✓ Microsoft 365 Already Includes This
If your business is on any Microsoft 365 plan, SharePoint external sharing is included. DM1 configures it — no additional software cost required.
✓ We Replace Expensive Subscriptions
Dropbox, Box, WeTransfer Pro — DM1 regularly eliminates these for clients moving to properly configured SharePoint. The saving often exceeds DM1's monthly support fee.
✓ Security That Staff Will Actually Use
An overly restrictive system gets bypassed. DM1 configures external sharing to be secure without being so complicated that staff revert to emailing attachments.
✓ Full Audit Trail for Compliance
For healthcare, legal and financial services businesses, the ability to demonstrate who accessed what, and when, is increasingly important. SharePoint provides this natively.
✓ Privacy Act Obligations
Perth businesses handling personal information have obligations under the Privacy Act 1988. DM1 configures file sharing in a way that supports — not undermines — those obligations.
Replace Email Attachments with Controlled, Secure File Sharing
DM1 configures Microsoft 365 SharePoint external sharing for Perth businesses — properly set up, staff trained, and existing subscriptions eliminated. Usually completed within a single engagement.
Contact DM1(08) 6202 6012