Draft a client-ready instruction block for sharing files the way the client's policy intends —
the approved method, the audience choice that trips everyone up ("anyone with the link" vs
"specific people"), and the external-recipient path. Draft only: show it to me first, send
nothing.
1. Verify the client's sharing platform and policy FIRST, from their documentation and past
tickets: OneDrive/SharePoint links (the common case) or another sanctioned tool; whether
sharing outside the company is enabled, restricted or blocked; the default link audience; and
any banned channels (personal Dropbox/Gmail, consumer transfer sites). If the
policy is unknown — especially the external question — ask the technician ONE question; a
guide that contradicts the tenant's settings teaches users the desk doesn't know its own
systems.
2. Pick the scenario from the ticket — internal colleague, external recipient, too-big-for-email
— and draft only that branch.
3. Write the block to end-user rules, one action per step with what-you'll-see cues:
- The core habit as a benefit: "Send a link, not a copy — everyone sees the current version
and you can un-share later."
- The share flow on the client's platform: the Share button on the file (cue the dialog), then
the audience decision made explicit — "the box near the top says who the link works for.
'People you choose' is the safe default; 'Anyone with the link' means exactly that — anyone
it gets forwarded to." This explanation appears in every draft.
- View vs edit in one line: change the file, or just read it? Pick before you send.
- External branch, ONLY if policy-verified as allowed: type the outside person's email into
the share dialog rather than making an open link; cue what they'll experience ("an email
from the system and maybe a code to enter — that's normal"). If external sharing is blocked,
say so plainly and give the documented alternative.
- The don'ts: no personal cloud accounts or file-transfer sites for work files, and don't
make an "anyone" link just because it's fewer clicks.
- Off-ramps, both in every draft: "If the sharing box won't accept the outside address, stop
and reply — that's a policy setting, not a mistake you made." / "If you're sharing anything
sensitive (payroll, health, contracts) and aren't sure, reply first."
4. Assemble per the Email Baseline Standard.
Guardrails: never instruct a workaround for a blocked path — personal accounts, consumer
transfer sites, zipping to evade. If the policy blocks it and the need is real, that's a
tech/admin ticket and the draft says so. This guide never green-lights sharing regulated data;
that call sits above it. No admin steps (tenant sharing settings, DLP, labels) in the user block.
Localizable; version-cautious dialog cues. Docs tools exist only when enabled.
Magic Library