Start with the work
A supplier needs a document, a project team edits material together or a colleague briefly needs to read a file. These situations do not automatically require the same sharing arrangement. Before sending a link, establish the purpose: who should see which information, may they make changes and how long will access be needed? A clear answer is more useful than granting broad access simply to avoid every possible follow-up question from the recipient.
Agree the location and ownership
SharePoint and OneDrive provide different working contexts for shared and personal files. Agree where authoritative project documents belong and who is responsible for each workspace. Otherwise, parallel copies accumulate in email messages, chats and folders. An understandable structure also makes handover easier when someone changes responsibilities or takes leave. Choosing the right location is therefore an organisational decision, rather than just a matter of individual preference. Make the agreed location easy for colleagues to find.
Match access to the task
Microsoft treats sharing and external collaboration as part of permissions planning. The options available depend on settings for the organisation and the particular workspace. For a limited audience, use appropriately restricted access and consider whether read-only permission is sufficient. For important handovers, check with the recipient that access works for the intended content. A link that has been sent is not yet evidence that collaboration is possible, or that the recipient has only the permissions you intended.
Clean up after the project
At the end of a project, review which external access is still needed. Remove unnecessary sharing and assign responsibility for the remaining documents. Record unusual exceptions clearly enough for a colleague providing cover to understand them. A short team exercise can help: share one file with a named recipient, check access and remove it again. Employees then learn the complete process and connect convenient collaboration with a deliberate decision about who can access the information at each stage.
Further reading: Microsoft Learn: Plan sharing and collaboration options.