How to share files safely online?

How to Share Files Safely Online?

Businesses may not have gone completely paperless, but most offices have digital files as their primary storage. This means that most people will also need to share files online, which opens up potential risks. Transferring files through unsecured networks can lead to compromising your sensitive data to hackers. So, how can you share files safely online? Our cybersecurity experts from Perth help with some easy tips.

Use Unique Passwords and Update them Regularly

Hackers love your vulnerabilities, and weak passwords are one of their favourites. You must ensure your passwords are unique and strong and should not reuse the same password across accounts.
We recommend that your password contain symbols, upper and lowercase, words that are unrelated to your personal information and should be a minimum of 8 characters.
Remember to update your passwords regularly to make it difficult for cybercriminals to gain access to your accounts. Updating your passwords every three months is ideal. Are you finding this difficult? You can use a password manager to create, store and manage all your account credentials.
Cybersecurity Training for Employees
Training your employees about cyber threats can make them alert against such dangers. They will be more aware while sharing data and working on networks. They will also be capable of taking action when they find something suspicious.

Avoid Sending Files using Email

Even though emails are useful means of file and information transferring, they can’t be included in the category of secured transferring. Emails don’t offer encryption or restriction options; this makes them vulnerable and an easy target for hackers.
When you send a file, the emails create four copies of it in the respective destinations outbox, sending mail server, receiver’s mail server and inbox. The more the number of file copies, the more the risk of hackers attaining it.
Ensure Your Network is Secure
How to share files safely online | Computing Australia
Using unsecured network connections will put your sensitive files under the vulnerability of being hacked by criminals. Always ensure all staff use secure connections to transfer files and data.

Hover on Links Prior to Opening

Hackers are evolving continuously, and their hacking methods are also getting difficult to distinguish. They create malicious sites and send the links attached in emails that resemble legitimate ones. So before clicking the links in email, it’s best to hover over them to view the URL. If the URL looks suspicious, it’s wise not to open it.

Be Alert while Remote Working and Following BYOD

Remote working and BYOD are growing trends in business now. Both of them have their benefits but also pose cybersecurity risks. When working from remote places, employees should avoid using public WiFi and use a VPN if it’s unavoidable. You can learn more about remote working risks from our blog on What are the risks of remote working.

Using personal devices for work puts the business data at the risk of being compromised during file transfers. It’s best to use corporate computers for transferring files and other confidential data. If it’s unavoidable, make sure the BYOD device have antivirus, firewall and uses secure connections.

Antivirus, Firewall and Secure File Sharing Solutions

  • Implement antivirus software in your system to recognise viruses and threats and protect from them. Ensure to keep your security software updated to make the software ahead of the evolving threats.
  • Install and enable firewalls to prevent malicious network traffic from entering your computer.
  • Also, use secure file sharing options like Dropbox, Google Drive etc., to control file transferring and protect it from cyber threats.

Enable 2FA

Enable two-factor authentication on Dropbox and other cloud file-sharing services. Enabling 2FA improves security by adding an extra layer of defence. To share a file, you will need access to a mobile device that is registered under your name. They will send an OTP or OTC to the phone.

These are some tips on how to share files safely online.  Protect your business network systems from the dangers of cyber threat. Contact our cybersecurity specialists or email at Our experts from Perth are 24/7 ready to resolve your cybersecurity problems and keep your business safe.

Computing Australia is a member of The Computing Australia Group of Companies.

Jargon Buster

Password Manager – Software to create, store and manage passwords in an encrypted form.
BYOD – Bring Your Own Device – a policy where staff can use their own devices at work with specific regulations to follow.
VPN – Virtual Private Network – an encrypted connection across a public network that provides online anonymity.
2FA – Two-factor authentication – is a security system that needs two distinct authentication factors to verify your identity to access an account or information.