Sharing large files with external users can be a smooth and secure process using OneDrive or SharePoint. At Vantage Apparel, we prioritize security and customer data privacy, utilizing sensitivity labels in MS365 to ensure data protection. Here’s a step-by-step guide on how to share large files securely:
Step 1: Upload Files to OneDrive or SharePoint
OneDrive:
1. **Sign in to OneDrive**: Open your OneDrive account by signing in with your MS365 credentials.
2. **Upload Files**: Click the "Upload" button and select the files you want to share. You can also drag and drop files into the OneDrive window.
SharePoint:
1. **Access Your SharePoint Site**: Go to the SharePoint site where you want to upload the files.
2. **Navigate to the Document Library**: Select the document library where the files will be stored.
3. **Upload Files**: Click the "Upload" button and choose the files from your computer.
Step 2: Apply Sensitivity Labels
1. **Select the File**: Click on the file you just uploaded to highlight it.
2. **Open Information Pane**: Click on the information icon (i) in the upper right corner to open the file details pane.
3. **Apply Sensitivity Label**: In the details pane, find the “Sensitivity” section. Click on it and choose the appropriate sensitivity label for the file. Sensitivity labels classify and protect data according to its sensitivity, ensuring compliance with data privacy standards.
Step 3: Share the File
OneDrive:
1. **Select the File**: Right-click on the file and select “Share.”
2. **Set Permissions**: In the sharing window, choose the level of access you want to provide. Options include:
- **Anyone with the link**: Allows anyone who has the link to access the file.
- **People in your organization**: Restricts access to users within Vantage Apparel.
- **Specific people**: Allows you to specify individual external users.
3. **Add External Users**: Enter the email addresses of the external users you want to share the file with.
4. **Set Expiration and Password (Optional)**: For added security, set an expiration date for the link and/or a password.
5. **Send the Link**: Click “Send” to share the file.
SharePoint:
1. **Select the File**: Right-click on the file and select “Share.”
2. **Set Permissions**: In the sharing window, choose the appropriate sharing settings. Similar to OneDrive, you can choose “Anyone with the link,” “People in your organization,” or “Specific people.”
3. **Add External Users**: Enter the email addresses of the external users.
4. **Set Expiration and Password (Optional)**: Enhance security by setting an expiration date for the link and/or a password.
5. **Send the Link**: Click “Send” to share the file.
Step 4: Monitor and Manage Shared Files
1. **Track Access**: Use OneDrive or SharePoint's tracking features to monitor who has accessed the shared files.
2. **Revoke Access**: If necessary, revoke access to the files by going to the sharing settings and removing permissions for specific users.
Security and Data Privacy Considerations
- **Sensitivity Labels**: Ensure that all files containing customer data or sensitive information are properly labeled with the appropriate sensitivity labels.
- **Secure Links**: Use expiration dates and passwords for shared links to enhance security.
- **Regular Audits**: Periodically review shared files and permissions to ensure compliance with security policies.
- **Training and Awareness**: Educate employees about the importance of data privacy and the correct usage of sensitivity labels.
By following these steps, you can securely share large files with external users using OneDrive or SharePoint while maintaining high standards of security and customer data privacy. If you have any questions or need further assistance, please contact the IT department.