Business Internet Security

You’ve finished an important document, and now it’s time to share it with your team. What’s your first move? If you're like many people, you might download the file and email it as an attachment, or maybe you grab the link and send it off.

While those methods might seem convenient, they introduce several major security risks and productivity headaches. Today, we’re going to show you why sharing directly through Google Docs is the smartest, safest, and most professional way to collaborate.

The Big Security Problem: Phishing

The most compelling reason to ditch email attachments is security. Email attachments are a classic technique commonly exploited by phishers.

Cybercriminals frequently send emails that look legitimate, complete with your company’s logo, asking you to "Review the attached file." When you click on the attachment, you aren't opening a PDF; you're often downloading malicious software (like a virus or ransomware) onto your computer. These attacks work because people are conditioned to trust files that show up in their inbox.

By refusing to send or open email attachments for collaboration, you immediately close off one of the easiest ways for criminals to sneak malware onto your system.

The Productivity Problem: Version Control

If you use email attachments, you instantly create a messy problem called version control. When you send a file:

1. You have Version 1.
2. Your collaborator downloads it and creates Version 2.
3. They email Version 2 back to you, and another collaborator sends you Version 3.

Suddenly, you have three different files in your inbox and no idea which one is the final, accurate document.

Sharing directly in Google Docs solves this. The document lives in one place (the cloud), and every edit is tracked in real-time. You always know you are working on the latest version.

How to Share the Right Way

Sharing directly from a Google Doc is fast, easy, and gives you total control over who sees your work. Here’s the secure method:

1. Open the Doc: Make sure the document you want to share is open in your browser.
2. Click the Share Button: Look for the bright blue "Share" button in the top right corner.
3. Add Collaborators: Enter the email addresses of the people you want to work with.
4. Adjust Permissions: This is the critical step! Don't just hit send. Use the dropdown menu next to each name to set their permission level:
   1. Editor: They can make changes to the file.
   1. Commenter: They can only add comments (great for feedback).
   1. Viewer: They can only read the file (great for final review).
5. Select "Done": Your collaborators immediately get an email notification with a direct, secure link to the single, live version of the document.

By sharing access instead of sending attachments, you preserve your editing permissions, maintain perfect version control, and, most importantly, protect yourself and your company from phishing attacks. Make this small change today for big security gains!

October marks Cybersecurity Awareness Month, a global initiative that encourages individuals and organizations to take proactive steps to protect themselves online. In 2025, the theme is “Building a Cyber Strong America,” a call to action for everyone—from government agencies to private companies and everyday internet users—to strengthen our collective defenses against cyber threats. Cybersecurity isn’t […]
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