The Hidden Danger in Your Inbox
Since the early days of the Internet, sharing files via email has been the default collaboration method for organizations worldwide. But here's the uncomfortable truth: every time you send an email attachment, you're giving away control of your sensitive data the moment it leaves your domain.
Once that attachment hits an external recipient's inbox, your oversight ends. They can forward it, download it, store it indefinitely, or share it with unauthorized parties—all without your knowledge or consent.
Why Microsoft 365 Links Are a Game-Changer for Data Security
Microsoft 365 represents a fundamental shift in how modern organizations should approach file sharing. Instead of sending actual files, M365 uses secure links that point back to content stored safely within your tenant environment.
This approach delivers two critical advantages:
Enhanced Security Through Persistent Control
➙ Content never actually leaves your M365 tenant
➙ Data owners maintain continuous oversight and compliance
➙ Access can be revoked instantly if needed
➙ Complete audit trails track who accessed what, when, and what changes were made
Improved Productivity and Accessibility
➙ Users can access shared content from any device, anywhere
➙ Real-time collaboration without version control issues
➙ Seamless integration across OneDrive, Teams, SharePoint, and Outlook workflows
Advanced Link Security Features That Protect Your Data
M365 links aren't just more secure than attachments—they're also more powerful. Data owners can implement granular policy controls including:
➊ Named Link Restrictions: Limit access to specific, authorized users only
➋ Granular Edit Permissions: Control who can view, edit, or comment
➌ Authentication Requirements: Ensure only verified users gain access
➍ Time-Based Controls: Set expiration dates for temporary access
➎ Password Protection: Add an extra security layer
➏ Instant Revocation: Remove access immediately when circumstances change
The Problem: Users Still Default to Risky Attachments
Despite M365's advanced sharing capabilities, many organizations struggle with a persistent challenge: users stick to old habbits.
Knowledge workers continue defaulting to email attachments because:
☑ It's familiar and feels "easier"
☑ They're unaware of security risks
☑ Link sharing workflows feel complex or unfamiliar
☑ Legacy habits die hard
Microsoft accommodates this behavior by still supporting file attachments in Outlook, even though it perpetuates unnecessary security risks in the modern digital workplace.
Introducing eSHARE's Secure Collaboration Gateway: The Best of Both Worlds
eSHARE's Secure Collaboration Gateway (SCG) solves this dilemma by bridging familiar email workflows with M365's advanced security capabilities. As part of eSHARE's Trusted Collaboration suite, SCG acts as an intelligent overlay to Outlook that transforms risky sharing practices without disrupting user workflows.
How SCG Transforms Email Collaboration:
① Automatic Attachment-to-Link Conversion SCG seamlessly converts file attachments into secure links connected to content within your M365 tenant—completely transparent to users.
② Intelligent Access Restrictions Links are automatically restricted to named recipients only, ensuring content can't be accidentally shared beyond intended audiences.
③ Policy-Driven Security Enforcement SCG enforces email security policies based on sophisticated risk inputs including:
➙ Document classification levels
➙ Data Loss Prevention (DLP) signals
➙ Attribute-based access control requirements
④ Trusted Share Integration All shared links connect to 'trusted shares' within your M365 environment, providing authorized users secure access to sensitive content.
⑤ Real-Time User Communication When policies are enforced, SCG provides immediate feedback to users, including override options for legitimate business needs.
Real-World Impact: Security Meets Productivity
Organizations implementing eSHARE's Trusted Collaboration solution report significant improvements in both security posture and user satisfaction. By maintaining familiar email workflows while leveraging M365's advanced governance capabilities, teams can:
➙ Reduce data exposure risk by eliminating uncontrolled file attachments
➙ Improve compliance with comprehensive audit trails and access controls
➙ Enhance productivity through seamless, secure collaboration
➙ Minimize user friction by preserving familiar Outlook workflows
Making the Transition: From Risk to Resilience
The shift from attachment-based to link-based collaboration represents more than a technical upgrade—it's a fundamental improvement in how organizations protect and share their most valuable asset: information.
eSHARE's Secure Collaboration Gateway recognizes that successful digital transformation requires meeting users where they are, not forcing them to abandon familiar workflows. By intelligently bridging traditional email habits with modern security requirements, organizations can achieve both enhanced protection and improved productivity.
Ready to Eliminate Email Attachment Risks?
Don't let outdated sharing practices expose your organization to unnecessary data risks. eSHARE's Trusted Collaboration suite, featuring Secure Collaboration Gateway, provides the security controls your organization needs while preserving the email workflows your users prefer.
Transform your M365 email collaboration today. Contact eSHARE to learn how Secure Collaboration Gateway can protect your sensitive data without disrupting productivity.
