How to download and upload files securely

Whether you’re sharing files with coworkers and clients at the office, or sending something personal to a friend, it’s important to keep safety in mind when uploading and downloading files to your device. Despite the advanced security features embedded in Microsoft products, not following the proper procedures can still leave your devices open to malware and viruses. This quick guide will show you how to use some of Microsoft’s most popular tools to upload, download, and share files securely, all while keeping your devices safe.

How to upload and download files securely in Teams

The dynamic messaging tool is much more than just a forum for chat. Learn how to safely manage and share files in Microsoft Teams.

To securely upload files in Teams, follow these steps:

1. Navigate to the Team or Chat where you want to upload the file.
2. Select Files at the top of the screen.
3. Select Upload.
4. Choose the file(s) you want to upload from your device.
5. Select Open. You can upload multiple files at once.

Now that your file is uploaded, you can share it with specific team members or your entire team. You can also add a description or comment on the file to provide more context or information.

To securely download files in Teams, follow these steps:

1. Navigate to the Team or Chat where the file you want to download is located.
2. Select Files at the top of the screen.
3. Find the file you want to download and select it.
4. Select Download.
5. Decide where you want to save the file on your computer and select Save.

Credit: Image created with AI

How to upload and download files securely in Outlook

Outlook is a powerful, industry-leading email tool. It can also serve as a tool for secure file sharing and distribution.

To securely upload files in Outlook, follow these steps:

1. Open a new email draft or an existing email.
2. Select the Attach File icon, which looks like a paperclip and is located at the top of the email composition window.
3. Choose the file you want to share from your computer or OneDrive.
4. After choosing the file, select Insert to attach the file to the email.
5. Additionally, you have the option to drag and drop files directly from your desktop or folders into an email draft.
6. Select Send.

To securely download files in Outlook, follow these steps:

1. Open the email that contains the file you want to download.
2. Find the attached file within the body of the email.
3. Select the file attachment to open a preview of the file.
4. In the file preview, select the Download icon, which looks like an arrow pointing down.
5. Decide where you want to save the file on your computer and select Save.
6. You can also drag and drop files from an email directly to your preferred location on your device.

Tips for securely uploading and downloading files

It never hurts to take a few extra safety precautions. Try the following security tips to ensure that you’re securely uploading and downloading files:

• Only accept files from trusted sources and never open email attachments from unknown senders. Spam email addresses may contain malware or viruses that can infect your computer and compromise your personal data, so if it looks questionable do not open it.
• When using a public Wi-Fi network, which may be less secure, connect to a Virtual Private Network (VPN) to encrypt your internet connection and safeguard your data during uploads and downloads.
• Don’t download files from websites that don’t have a secure connection. Ensure the website's URL begins with 'https://', where the 's' signifies a secure, encrypted connection, indicating that the site is more trustworthy.
• To enhance your device's defense against digital threats, consider installing antivirus software, which offers an additional layer of protection. In the case that you accidentally download malware or a virus, this can help you tackle the issue and protect your data.

If you use Windows 11, you are already protected by built-in Windows security and Microsoft Edge security features, which provide exceptional antivirus protection. Learn about more ways to stay safe on your Windows devices in the Windows Learning Center. For safe web browsing tips, visit the Microsoft Edge Learning Center.