上次，我們整理了幾個不受歡迎的共用資料夾使用習慣 👉 https://softmap.com.hk/playpen-20260824/。這些習慣令同事感到困擾，但他們未必會直接向你表達意見。今次我們再為大家整理 3 個共用資料夾的禮儀：
💢 長開檔案不關閉
香港工作環境高壓而且工時長，大家都想工作效率高一些、下班早一些，所以有些同事會習慣長期打開一些在共用資料夾的檔案，方便自己工作。如果這些檔案是存放在File Server (檔案伺服器) 中，其他想更改的同事就只能打開Read-Only Mode (唯讀模式)，無法修改。所以為了方便其他同事使用檔案，修改完畢就立刻存檔並關閉檔案。
如果檔案是存放在 SharePoint、OneDrive、Google Shared Drive 等，理論上是可以長期開啟不關閉，都不會影響到其他同事同時編輯，但有時候檔案開啟得太久，會導致一些同步問題。曾經有同事打開一個放在 OneDrive 的檔案超過 72 小時，當他終於關閉檔案，就因為同步衝突，在這 72 小時內其他同事所作的修改有些能同步、有些不能同步。結果，所有同事都要多花一整天，重新檢查自己做的更改是否已經成功寫進檔案。
💢 共用檔案權限
現時在 SharePoint、OneDrive、Google Shared Drive 等雲端空間與人共用檔案十分容易，很多人在分享檔案連結時都會選擇 Anyone (任何人)。但這個選項卻隱藏很高的風險，容易導致資料外洩。
在與內部同事共享檔案時，我們可以選擇 People in [Your Org] (您組織中的人員) 或 People with existing access (具有現有存取權的人員)，這樣能令檔案只在公司內部流通。
在與外部人士共享檔案、一定要選擇Anyone (任何人) 時，我們可以為連結 set expiration date (設定到期日) ，盡量減低風險。
如果要和長期合作夥伴共用檔案，可與 IT 同事商討，與外部人士建立一個 MS Teams Group，共同享有一個儲存空間，無需不斷分享檔案連結。
💢 隨意移動、刪除資料夾及檔案
每個人的工作習慣都不同，為檔案分類的標準也不一樣，即使有些分類方法真的令你看不過眼、想馬上整理，都請你務必忍耐，先與同事溝通達成共識，然後再安排一個時間整理，減少對同事的影響。尤其要注意的是，有些同事可能已經為他常用的檔案設定了捷徑，或者根據檔案路徑設定了一些自動化工作。突然改變檔案位置，都會令他們的設定突然失效，感覺不被尊重。
Last time, we covered some unpopular shared folder habits that annoy colleagues silently 👉 https://softmap.com.hk/playpen-20260824/. Today, let’s look at 3 more essential rules of shared drive etiquette to keep your professional image intact:
💢 Leaving Files Open Indefinitely
Hong Kong’s fast-paced work life makes everyone crave efficiency. To save time, some leave shared files open all day. If these are on a traditional File Server, others get locked out in “Read-Only Mode.” Please save and close files immediately after editing.
Even on cloud spaces like SharePoint, OneDrive, or Google Shared Drive that support co-authoring, leaving a file open for days can trigger sync conflicts. We once saw a colleague keep a OneDrive file open for 72 hours. When they finally closed it, a major sync error mixed up everyone’s updates. The entire team had to spend another whole day manually verifying their work.
💢 Careless Sharing Permissions
Cloud sharing is effortless, but picking “Anyone” hides massive data leak risks. When sharing internally, choose “People in [Your Org]” or “People with existing access” to keep data safe inside the company. If you must use “Anyone” for external parties, always “set expiration date” to minimize risks. For long-term external vendors, ask IT to create an MS Teams Group so you can share a secure space instead of constantly sending links.
💢 Moving or Deleting Folders Unannounced
Everyone organizes files differently based on their unique workflows. Even if a colleague’s sorting method doesn’t align with your preferences, we encourage you to communicate and reach a consensus before rearranging things. Many set up personal shortcuts or automated pipelines based on specific file paths. Moving folders unexpectedly breaks their workflow and can feel discouraging to those who created them. Let’s protect each other’s working habits.
參考資料 Reference:
Threads, 個人經驗所談 Personal experience