Share files without the fear. The Traffic Light System for SharePoint.
Most people share files by guessing and hoping for the best. This handbook gives you a simple three-colour system — Green, Amber, Red — so you always know exactly who can see your file, why, and how to change it in under 60 seconds.
Delivered instantly. One-time purchase. Use it forever.
Does this sound like you?
You've accidentally shared something with 'Anyone with the link' and had a small panic
You copy a link and paste it without actually knowing who can open it
Someone asked you to share a file and you just… guessed which option to pick
You've shared something and had no idea how to take it back
You see 'People in [your org] with the link can edit' and have no idea what that means
You know sharing is risky but nobody has ever explained it in plain English
The Promise
Know instantly which sharing option to choose — every single time
Understand the three link types (Green / Amber / Red) and when each one is appropriate
Read the Link Settings dialog with confidence — no more guessing
Set the right permission level (Can edit, Can review, Can view, Can't download)
Set an expiry date so access automatically disappears when the job is done
Revoke access in under 60 seconds when you need to take it back
Build a Sharing Standard for your team so everyone shares the same way
What's Inside
The three reasons people share incorrectly — and why it's not your fault. Understanding the root cause is the first step to fixing it permanently.
Green = safe. Amber = careful. Red = specific. A simple three-colour framework that maps directly to the three options in the Link Settings dialog. Once you see it this way, you'll never guess again.
The safest option for internal sharing. Walkthrough of the real Link Settings dialog: what the filled radio button means, why 'Can edit' is the default and when to change it, and how to set an expiry date.
The reshare link. No new access is granted — this is perfect for Teams channel links. Explains why there is no 'More settings' section and when this is the right choice.
The most powerful option. Share with specific people inside or outside your organisation by name, group, or email. Covers all four permission levels with plain-English explanations of each.
Can edit (make any changes), Can review (suggest changes only), Can view (read-only, can download), Can't download (read-only, no download). Real screenshots of the dropdown with a colour-coded guide to choosing the right one.
A full walkthrough of the Share dialog — the name field, the message field, the Copy link button, and the Settings gear. Plus: when to set an expiry date and how to use the calendar picker.
Step-by-step: open Manage Access, find the link or person, click the X. Takes under 60 seconds. Includes the pre-send checklist to build the habit of checking before you paste.
A one-page template to define your organisation's sharing rules — which link type for which situation, default permission levels, and when expiry dates are required.
Everything Included
Delivered instantly. One-time purchase. Use it forever.
Copilot Readiness Note
Copilot respects permissions. If a file is shared too broadly — with 'Anyone with the link' — Copilot can surface it to people who should never see it. The Sharing Handbook teaches you how to share correctly so Copilot works safely. Every file you share using the Traffic Light System is a file Copilot can use without creating a security risk.
FAQ
Yes. All screenshots are from SharePoint Online — the version used in Microsoft 365. The Link Settings dialog shown in the handbook is exactly what you will see in your organisation.
If your IT team has locked down external sharing (the RED option), you may not see all three options. The handbook explains this and covers what to do when options are greyed out.
Yes — this is written entirely for end users. No admin access required. Everything in the handbook is available to anyone with Member access to a SharePoint site.
It means the link only works for people who already have access to the file or site. No new access is granted. It's the safest link to copy and paste in a Teams channel — because only people who should see it can open it.
A PDF slide deck — 22 slides, visual, and designed to be used as a reference guide you return to again and again. Print the Traffic Light poster and stick it on your wall.
The licence is for individual use. If you'd like to use it for team training, get in touch for a team licence.
What's Next on the Path?
You've got the quick wins. Now master the whole thing. The Essentials System is the complete 7-module end-user guide — navigation, libraries, views, lists, metadata, and decision trees. No videos. No jargon. 35 slides.
See The SharePoint Essentials System