Essential file sharing tips from the professionals | ExchangeDefender [ Skip to content ](#main) [ ![ExchangeDefender](/assets/images/xd_logo_blue.png) ](/) Email Security ![Platform Overview](/assets/images/m-xd-pro.png)### ExchangeDefender PRO Enterprise-grade email security made simple for every business. 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When file sharing via the cloud became the norm, it revolutionized how we collaborated, and how we got business done. File sharing enables numerous people to have access to the same file(s), and be able to read, view, modify, or print it. Storage included, file sharing allows you to share files with anyone, and is the most common way to share large files. The increase ease of collaboration has made it easy for us to forget that the information we share at work must be handled with great care due to its sensitive nature. To make sure you’ve got the essentials to share safely, we asked our file sharing professionals what they think is most important when it comes to sharing via the cloud with others. #### \#1 - Use a secure file sharing platform This tip is probably the most important. You’ll want to choose a secure file sharing service that is enterprise-grade had offers end-to-end encryption. This level of security will keep hackers away, and prevent them from stealing or viewing your data. ExchangeDefender’s \*\*[professional file sharing software](https://exchangedefender.com/web-file-server)\*\*allows users to upload, manage, and share files securely using 128bit encryption for data protection. It also offers security settings for users, and advanced security controls for administrators. #### \#2 - Set permissions on your files and folders It is crucial for administrators to control access to files and folders that include both important business information, and confidential client information. A good file sharing platform will allow you to apply restrictions or rules to files or groups of people. This will limit the information from being viewed or shared by the wrong individuals. Essentially, admins can control access by creating restrictions as to what a user can do, like the ability to view, download or delete files. ExchangeDefender **[Web File Server](https://exchangedefender.com/web-file-server)** enables you to password protect a library, set automatic expiration dates, and even receive email notifications when new files have been added by coworkers, or downloaded by your clients. #### \#3 - Always check the file activity Just like you check your bank account daily, or every few days - you’ll want to check the activity occurring inside of your file sharing software. Make it company policy to run an audit on your files weekly to see who has been accessing company resources. Reviewing your library frequently will allow to stay on top of the permissions you’ve set, and also determine whether certain files are no longer needed. A great file sharing system should give you detailed access to security and activity logs - this way you can instantly know who did what, and when. #### \#4 - Train employees on how to share No doubt you’ll want the actual software to be easy to use, and the ability to quickly adopt for the whole organization. The next step after is to train and educate your coworkers on the importance of file sharing sensitive information at work. There are many risks associated with mishandling confidential information that could cause the company, or your client a lot of damage. Be sure to create clear rules on appropriate ways to share information with external parties. A good way to get everyone on board, is once you’ve invested in a secure file sharing software of your choice, have a lunch and learn together and go through the main features and daily functions you’ll be using. #### \#5 - Keep it in the cloud At this point, everything that’s new is located in the cloud and its for good reason. The Cloud makes things easy, much easier. A quick implementation is crucial for the office, and a cloud solution is the way to go to make that happen. The right file sharing service will provide your workplace with the perfect setup that is easy to use, manage, and experience growth. --- #### ExchangerDefender Web File Sharing makes it easy for teams to share documents without having to rely on email, or old file servers. **[Try for 14 days free!](http://exchangedefender.com/web-file-server)** [ Previous post Law firms big target for hackers, but why? July 14, 2021 ](https://www-preview.exchangedefender.com/blog/2021/07/law-firms-big-target-for-hackers-but-why) [ Next post NEW: ExchangeDefender SPAM Manager Desktop App July 22, 2021 ](https://www-preview.exchangedefender.com/blog/2021/07/new-exchangedefender-spam-manager-desktop-app) Related Posts ------------- [ ![](https://storage.services.exchangedefender.network/exchangedefender-blog/blog/2025/09/New-in-ExchangeDefender-Policy-Import-Export.png) 4 Sep ](https://www-preview.exchangedefender.com/blog/2025/09/new-in-exchangedefender-policy-import-export)### [New in ExchangeDefender: Policy Import & Export](https://www-preview.exchangedefender.com/blog/2025/09/new-in-exchangedefender-policy-import-export) [Read more: New in ExchangeDefender: Policy Import & Export](https://www-preview.exchangedefender.com/blog/2025/09/new-in-exchangedefender-policy-import-export) [ 5 Feb ](https://www-preview.exchangedefender.com/blog/2025/02/exchangedefender-web-services-update)### [ExchangeDefender Web Services Update](https://www-preview.exchangedefender.com/blog/2025/02/exchangedefender-web-services-update) [Read more: ExchangeDefender Web Services Update](https://www-preview.exchangedefender.com/blog/2025/02/exchangedefender-web-services-update) [ 30 Jan ](https://www-preview.exchangedefender.com/blog/2025/01/exchangedefender-2025-web-service-expansion)### [ExchangeDefender 2025 Web Service Expansion](https://www-preview.exchangedefender.com/blog/2025/01/exchangedefender-2025-web-service-expansion) [Read more: ExchangeDefender 2025 Web Service Expansion](https://www-preview.exchangedefender.com/blog/2025/01/exchangedefender-2025-web-service-expansion) Search the blog Search Recent Posts ------------ - [ExchangeDefender New UI is Live](https://www-preview.exchangedefender.com/blog/2026/05/exchangedefender-new-ui-is-live) - [Announcing ExchangeDefender 10](https://www-preview.exchangedefender.com/blog/2026/04/announcing-exchangedefender-10) - [Merry Christmas](https://www-preview.exchangedefender.com/blog/2025/12/merry-christmas) - [Why IoT Devices Are a Hidden Security Risk for Your Business](https://www-preview.exchangedefender.com/blog/2025/11/why-iot-devices-are-a-hidden-security-risk-for-your-business) - [Top 5 IT Problems Small Businesses Face in 2025 — and How to Fix Them](https://www-preview.exchangedefender.com/blog/2025/10/top-5-it-problems-small-businesses-face-in-2025-and-how-to-fix-them) Categories ---------- - [Archiving](https://www-preview.exchangedefender.com/blog?category=archiving) (21) - [Business Continuity](https://www-preview.exchangedefender.com/blog?category=business-continuity) (13) - [Compliance](https://www-preview.exchangedefender.com/blog?category=compliance) (8) - [ExchangeDefender](https://www-preview.exchangedefender.com/blog?category=exchangedefender) (349) - [General](https://www-preview.exchangedefender.com/blog?category=uncategorized) (590) - [Hosted Services](https://www-preview.exchangedefender.com/blog?category=hosted-services) (86) - [Industry News](https://www-preview.exchangedefender.com/blog?category=industrynews) (29) - [Marketing](https://www-preview.exchangedefender.com/blog?category=marketing) (18) - [Phishing](https://www-preview.exchangedefender.com/blog?category=phishing) (5) - [PRO TIPS](https://www-preview.exchangedefender.com/blog?category=pro-tips) (44) - [Product Features](https://www-preview.exchangedefender.com/blog?category=product-features) (54) - [Security](https://www-preview.exchangedefender.com/blog?category=security) (65) - [Shockey Monkey](https://www-preview.exchangedefender.com/blog?category=shockey-monkey) (22) - [Spamfilter](https://www-preview.exchangedefender.com/blog?category=spamfilter) (5) - [Support](https://www-preview.exchangedefender.com/blog?category=support) (45) - [Webinars](https://www-preview.exchangedefender.com/blog?category=webinars) (44) Solutions --------- - [Stop Spam & Malware](/email-security) - [Hands-Free Email Backup](/livearchive-backup) - [Instant Email Recovery](/inbox) - [Send Private Emails](/corporate-email-encryption) - [Train Against Email Threats](/spearphishing) - [Share Files Safely](/web-file-server) Company ------- - [About ExchangeDefender](/about-us) - [Compliance & Legal](/our-compliance) - [Become a Partner](/partners) - [Support Portal Login](https://support.exchangedefender.com/) - [Microsoft 365 Email Management](/managed-email-operations) - [AI Advisory Service](/management-ai) ![ExchangeDefender](/assets/images/dark-xd-logo.png)USA: +1 (407) 465-6800 United Kingdom: 0800 8620149 Australia: +61 0390010641 Fax: +1 (954) 839-8737 [ ](https://www.facebook.com/ExchangeDefender) [ ](https://www.twitter.com/XD_Defender) [ ](https://www.linkedin.com/company/exchangdefender) [ ](/blog) © 2026 Own Web Now Corp - All rights reserved </> with ❤️ in Orlando [SLA](/sla) [TOS](/tos) [PRIVACY](/privacy-end-users) [AUP](/aup) We're Here to Help 👋 -------------------- Tired of AI 🤖 and hold music? 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