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Find the shared files that break the sharing rule

  • For Office and admin
  • You practice Setting limits and rules
  • Time about 5 minutes

About this exercise

Your team's file sharing report came in. The rule: 'Anyone with the link' is never allowed, and outside sharing is only allowed with named partners on the approved list. List only the files that need a change, numbered, as 'file - change to: ...', and nothing else. Plain text, under 70 words.

Common mistakes when you ask AI for this

  • Not giving the rule. The AI judges by how sensitive each file feels, so it skips the brand guidelines. Try: Say: "Anyone with the link is never allowed. Outside sharing only with approved partners."
  • Listing every file. The AI comments on all 7 files, including the fine ones. Try: Add: "List only files that need a change."
  • No fix. The AI flags the file without saying what the sharing should be. Try: Ask: "Format: file - change to: ..."
  • Trusting the AI to count words. AI is bad at counting. Ask for "under 70 words" and it often lands well over. Try: Ask for less than the limit and cap each line: "each line under 15 words, under 50 words total."
  • Letting markdown in. AI adds bold and headings by default, and in the team chat they show up as stray symbols. Try: Add: "Plain text only, no bold, no headings."

What a strong prompt includes

  • Gives the sharing rule
  • Lists only changes
  • Asks for the fix
  • Sets a word limit
  • Asks for plain text

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