Using Microsoft OneDrive for Secure Legal File Sharing

Step 1: Upload Legal Documents to OneDrive

1. Open OneDrive from Office 365.
2. Click Upload > Files or Upload > Folder to store case files.
3. Organize files into case-specific folders, using structured naming:
   • 2025_Johnson_v_Smith_Court_Filings
   • M&A_Contracts_ClientName
4. Click Save to complete the upload.

📂 Best Practice: Use SharePoint for firm-wide collaboration and OneDrive for individual attorney files.

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Step 2: Share Documents Securely

1. Select a document or folder.
2. Click Share and enter the recipient’s email address.
3. Click Settings (⚙️) and choose permissions:
   • Can View: Allows recipients to read but not edit.
   • Can Edit: Enables document collaboration.
   • Set Expiration Date: Limits access to temporary file sharing.
4. Click Send.

🔐 Security Tip: Use “Specific People” sharing to prevent unauthorized access.

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Step 3: Restrict Access & Prevent Unauthorized Downloads

1. Click Share > Link Settings.
2. Toggle “Block Download” to prevent local file storage.
3. Enable password protection for additional security.
4. Click Apply.

⚖️ Compliance Tip: Blocking downloads ensures confidential documents remain cloud-based.

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Step 4: Track Document Activity & Revoke Access

1. Open OneDrive and navigate to the Shared Files section.
2. Click on a file and select Manage Access.
3. View activity logs to track who accessed or modified the document.
4. Click Stop Sharing to revoke access if needed.

📜 Audit Tip: Use OneDrive’s activity logs to maintain compliance with data security policies.

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Step 5: Sync OneDrive with Your Desktop for Easy Access

1. Click Sync to integrate OneDrive with File Explorer.
2. Ensure Files On-Demand is enabled to save space while keeping secure cloud access.
3. Use the OneDrive mobile app to access case files remotely.

📂 Efficiency Tip: Syncing allows offline access and seamless document retrieval across devices.