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Avoid Sending Attachments. Share Links Instead: The Better Way to Work at KAUST

06 July, 2025

Need to send a file to your colleague, professor, student, or team? Before you attach it to an email, there's something better you should know.

Whether you're sharing class materials, research documents, administrative files, or meeting notes, sending a link instead of an attachment is safer, easier, and more flexible. It’s also the best way to protect KAUST information.

Why Links Are Better

  • People end up with different versions of the same file
  • You lose control over who can access or edit it
  • The file might get shared with someone it shouldn’t
  • You have no way to update it once it’s sent

When you share a link instead, you stay in control:

  • Everyone always sees the most up-to-date version
  • You can choose who can view or edit the file
  • You can remove access any time
  • You can avoid long email chains with outdated attachments

Choose the Right Sharing Option

When you click “Share” in OneDrive, SharePoint, or Google Drive, you’ll be asked how you want to share the file.

Sharing OptionWho Can Open the FileUse It When...
Anyone with the linkAnyone in the world❌ Use with caution. Only for public or non-sensitive content shared with the entire KAUST community or external audiences
Anyone at KAUSTAnyone with a KAUST email address⚠️ Be careful. Still too open for most files
Specific peopleOnly the people you choose✅ Best choice for secure sharing

Be careful with “Anyone with the link” access:

  • Anyone who receives or finds the link can open the file, even if they are not from KAUST
  • If you give edit access, anyone can change the content without tracking who made the changes
  • Only use this for open, non-sensitive content that you are comfortable being widely accessible

Best practice: Use “Specific people” whenever possible. It keeps your files safer and gives you control over who can view or edit your content.

Understand Access Levels

When you share a file, think about what kind of access people really need. Here's how the options compare:

Access LevelWhat It AllowsWhen to Use
View onlyRecipients can read or download the file but not make changesFor finalized content or official documentation
EditRecipients can change the file and save updatesFor team collaboration and shared working drafts
Review / CommentRecipients can suggest changes or leave comments without editing the originalFor feedback and review workflows

Check Before You Click: Stay Safe from Phishing

  • Hover over links before clicking. KAUST files should use domains like kaust.sharepoint.com or drive.google.com
  • Be cautious with unexpected sharing messages
  • If something looks suspicious, click the Report Phishing button in Outlook or Gmail
  • You can also report it by emailing askinfosec@kaust.edu.sa

Tips to Make Sharing Safer and Easier

  • Use “Specific people” whenever possible
  • Set expiration dates for temporary access
  • Use version history to undo changes
  • Review file permissions regularly
  • Avoid “Anyone at KAUST” for sensitive content
  • Always double-check links before clicking

Need Help?

The IT Service Desk is available Sunday to Thursday, from 8:00 AM to 5:00 PM

  • Visit us in Building 14
  • Call 910 (on-campus) or 012-808-0910
  • Chat with VITA, our virtual assistant, available 24/7 and accessible without VPN