Audit intermediate Works with: Any AI

Outlook Attachment and Link Sharing Practice Audit

Table output Has example

• 📧 Outlook

Check how files are shared by email and what to do instead.

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Review how my team shares files by email. Examples with file types, sizes and recipients: [SHARING_EXAMPLES]. Our policy on sensitive data and external sharing: [POLICY]. Shared storage available: [SHARED_STORAGE].

Check for large attachments, sensitive files sent without protection, multiple versions in circulation, outside recipients, and files that should be links to a shared location with permissions. Estimate the effect on mailbox size with arithmetic: 40 emails with a 5 MB file to 6 people is 40 x 6 x 5 = 1,200 MB of copies, against one shared link. Keep recommendations proportionate to the sensitivity I described.

Return a table of the examples with Risk, Better method and Effort, and team rules: send links not copies; check link permissions before sending so access is not wider than intended; name versions clearly (for example project-name_v03_2026-03-14) with a named master owner. Questions before sending a link: who can open it, can they edit, does it expire, is it still needed in six months. Add a short message introducing the rules. Do not include real files or data in your reply.

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Invented example: a 5 MB file sent to 6 people in 40 emails = 40 x 6 x 5 = 1,200 MB of copies. Using one link instead: 5 MB stored once. Saves 1,195 MB and avoids six versions. Rules proposed: send links to a shared location for files over 2 MB and for any file with more than one recipient; name files with project, topic and version; check link permissions before sending. Effect: with 40 emails a month in this pattern, mailbox growth falls from 1,200 MB to 5 MB. Exception: a document that must be sent as a fixed copy, such as a signed contract.

• outlook