October 21, 2026
Property management companies share documents with people outside their organization every day. These outside stakeholders could be property owners, contractors, accountants, lawyers, board members, or vendors.
The easiest option is often attaching a document to an email, but for sensitive or frequently updated information, there’s a better approach.
With a properly configured Microsoft 365 environment, property management companies can use SharePoint and OneDrive to share files securely, control who has access, and remove that access when it’s no longer needed.
Here are five practices to follow.
1. Share a Link Instead of an Attachment
When you attach a document to an email, you’re creating another copy of that file.
Once it’s sent, you have very little control over what happens to it.
The recipient can save it, forward it, or continue using it long after you’ve updated the original.
Sharing a Microsoft 365 link gives you more control.
Depending on your settings, you can:
- Specify who can access the file
- Allow viewing without editing
- Set an expiration date
- Remove access later
- Keep everyone working from the same document
This is especially useful when documents change over time.
Instead of repeatedly emailing Contract-FINAL-v3-UPDATED.pdf, everyone can access the appropriate current file.
2. Avoid “Anyone with the Link” for Sensitive Files
Microsoft 365 can allow different types of sharing links.
One important distinction is whether the recipient must verify their identity.
For general, non-sensitive information, an open sharing link may sometimes be appropriate.
For confidential business information, use a more restrictive option that limits access to specific people whenever possible.
That helps prevent someone from simply forwarding the link to another person.
Property management companies should be especially careful when sharing documents containing:
- Tenant information
- Financial information
- Contracts
- Employee information
- Banking details
- Confidential owner information
The more sensitive the information, the tighter the access should be.
3. Give People Only the Access They Need
Not everyone needs editing rights.
If you’re sending a contractor a building document they simply need to reference, view-only access may be enough.
If an accountant needs to collaborate on a spreadsheet, editing rights may make sense.
Use the principle of least privilege: Give someone the minimum access they need to complete the task.
The same principle applies to how much information you share. A contractor working on one building probably doesn’t need access to your entire property document library. Share the specific file or appropriate folder instead.
4. Review External Access Regularly
Here’s a scenario that’s easy to overlook.
You share a folder with a contractor.
The project finishes six months later.
Two years pass.
Does that contractor still have access?
External sharing permissions can accumulate over time if nobody reviews them.
Property management companies should periodically review:
- External users
- Shared folders
- Guest accounts
- Old contractors
- Former property owners or board members
- Links that are no longer required
For highly sensitive information, reviews may need to happen more frequently. When someone no longer needs access, remove it.
5. Create a Standard File-Sharing Process
Employees shouldn’t have to invent their own method every time they need to send a document.
Create a simple company standard.
For example:
- Determine whether the information is sensitive.
- Store the company file in the appropriate SharePoint location.
- Share it only with the required recipient.
- Choose view or edit permissions.
- Add an expiration date where appropriate.
- Remove access when the business relationship or project ends.
A consistent process makes secure behaviour easier for employees to follow.
What About OneDrive?
OneDrive can also securely share files, but remember the distinction from our SharePoint vs. OneDrive article:
OneDrive = My files
SharePoint = Our files
If you’re temporarily collaborating on a document you’re personally working on, OneDrive may be appropriate.
If the document belongs to the company, department, or property and needs to remain available long-term, SharePoint is usually the better home.
A Property Management Example
Imagine a property manager needs to send building documentation to a contractor working on a renovation.
Instead of emailing several attachments, the manager shares the appropriate folder from SharePoint.
The contractor receives access only to the files required for the project and has view-only permissions where editing isn’t necessary.
When the renovation is complete, the contractor’s access is removed.
The property management company retains its original documents, avoids creating unnecessary copies, and maintains better control over who can access the information.
Secure Sharing Starts with Good Microsoft 365 Configuration
SharePoint and OneDrive provide powerful sharing capabilities, but those capabilities need to be configured properly.
Organizations should establish rules around external sharing, permissions, guest access, and sensitive information rather than simply accepting default settings.
At Techwel, we help businesses throughout the Edmonton Metro Area manage Microsoft 365, SharePoint, OneDrive, and security settings so employees can collaborate without unnecessarily exposing company information.
Don’t ask, “How can I send this file?”
Ask:
“Who needs access to this file, what do they need to do with it, and when should that access end?”
Those three questions lead to much better file-sharing decisions.
Book a Discovery Call with us: https://www.techwelcomputers.com/discoverycall/
