What You Must Know About Sharing Share Point Files or Folders In Office 365

September 9, 2019 in how to

Files and folders shared on a SharePoint site are readily available for everyone who has permissions to the site. At times, you may need to share specific files and folders with people who are not given access to the site. While sharing the files and folders, you can decide whether they can just view them or edit them. Here are how you can share files and folders in SharePoint and some other useful information related to it.

What You Must Know About Sharing Share Point Files or Folders In Office 365

Sharing a file or folder

Use these steps to share files or folders in SharePoint.

  • Select the file or folder to share and click on Share.
  • If you wish to change the type of link, click on the drop-down list. This will open the Details pane and here you can change who will access the link and if people can edit the item you wish to share. You can decide for whom this link will work. The different options to do this depend on admin settings.

Anyone

This option lets you provide access to anyone receiving the link whether they get it directly from you or being forwarded by others. This can include people outside your organization too.

People in your organization

This kind of access provides access to every member of your organization irrespective of how they receive the link.

Specific people

This option can let only the specified people access the file or folder. If people forward the share invitation with others, only those who already have access to the given item can use the link.

  • Allow editing is turned on by default. If you want to give only viewing permission to people, you must uncheck the box. Click on Apply when you have finished.
  • Enter the names of people you wish to share with and include a message if you want.
  • When the link is ready to send, click on Send.

Get a link to a file or folder which can be copied

There is an alternative way of sharing files or folders. In this way, you can copy and paste in a text message or on a website. Those who share these links can also forward the links to others. Here are the steps to do this.

  • Click on Copy link on SharePoint. This copies the link directly to the clipboard.
  • Click on the drop-down list to alter the type of link. When the Details pane opens, you can choose who will access or change the link and if people can also edit the file or folder you are sharing with them.

Anyone

This option lets you provide access to anyone receiving the link whether they get it directly from you or being forwarded by others. This can include people outside your organization too.

People in your organization

This kind of access provides access to every member of your organization irrespective of how they receive the link.

Specific people

This option can let only the specified people access the file or folder. If people forward the share invitation with others, only those who already have access to the given item can use the link.

Allow editing is turned on by default. If you want to give only viewing permission to people, you must uncheck the box. Click on Apply when you have finished.

Permission Strategy Planning Made Simple

July 31, 2019 in how to

The objective of an effective permission strategy is to enhance the performance and manageability of the site. It must facilitate complying with the data governance policies of the organization and also bring down the cost of maintaining the site. Here we discuss why to strategize the permissions and how to approach this task. 

Permission Strategy Planning Made Simple

Why must you strategize permissions?

Most websites are created rather hurriedly in order to solve a specific problem or to supply a specific set of information to those who need it. Though this is good, the site structure you initially had eventually becomes the default structure when the site grows and it is needed to meet other kinds of needs. This growth can give way to chaos in setting permissions since every member of the organization can have the full control over the sub-sites. In other situations, every member might need a set of new permissions to be able to sue a new site.

Sound permission strategies can help identify these problems before they crop up. A good permission strategy can help control these following three crucial areas.

  1. Performance and manageability

Permission settings that you choose can impact the site over a long-term deciding how much effort you must spare to manage your sites and how fast your site can respond to user commands. 

  1. Data governance

Thoroughly planned permissions strategy helps ensure compliance with the organization’s unique data governance policies and also comply with the crucially important financial and accounting disclosures and retention legislation like Sarbanes-Oxley.

  1. Cost of maintenance

Strategies that takes advantage of built-in efficiency tools, such as security groups, permission levels, and permissions inheritance will enhance ease of use for your site users, and minimize the requests for individual access that permissions managers have to respond to during the life of the site.

The best rule for a great permission management strategy

Always follow the rule of least privilege that requires you to give the lowest permission level that a user will crucially need to perform the assigned tasks.

How to coordinate with security groups

  • While giving access to people, add them under categories like members, visitors, and owners which are part of the standard security groups.
  • It is important that the majority of the members must fall under the Members or Visitors groups.
  • Hose in Member group can add or remove documents or items. However, they cannot alter the site structure, appearance, and settings.
  • Those in the Visitors group will have only read-only access to the site. While they can view the pages and items, open documents and items, they cannot edit, add or remove items, documents, and pages.
  • Have only limited members in the Owners group
  • Ensure that only those who you trust are in the Owners group with permissions to change the settings, structure, and appearance of the site.

How to work with the permissions inheritance

  • Make the best use of permission inheritance to create a clean and easy to view hierarchy.
  • If some lists in the site feature fine-grained permissions, managing permissions can be very difficult. If there are sub-sites with unique permissions and others with inherited permissions, again the admin will have difficulty with managing the permissions.
  • If you choose to break the permission inheritance in order to facilitate fine-grained permissions elaborately, users can suffer slower performance while accessing the site content.
  • If the permissions and inherited permissions hierarchy are clear, it will be very easy to manage and explain permissions.

Ten Things You Can Do with SharePoint, Right Now

July 18, 2019 in how to

Many businesses depend on SharePoint to develop websites. For instance, it is possible to create a site from SharePoint Homepage in Office 365. Also, you can benefit from a SharePoint team site when you develop an Office 365 group in Outlook Online or Office 365. While being on SharePoint server, you can either create a team or many other kinds of sites.

Ten Things You Can Do with SharePoint, Right Now

While used on any one of the common web browsers, these sites can as well be used as a secure place to store, organize, distribute and access information from multiple devices. Here are ten things you can do with SharePoint right now that makes this platform all the more interesting.

  1. You can upload your files directly on to your SharePoint document library in order to access them anytime from anywhere. Doing this is as simple as dragging files from a location in your computer into your document library. While using Microsoft edge, you can upload files or folders. In SharePoint online, you can use the ‘upload’ command.
  2. You can open a document in the document library. When you click to open the document, you wish to work on, it will open in Office Online.
  3. You can choose to work with others on the same document at the same time. You need to go to the document library and click to open the document you wish to work on. On the top right of the document, you will find the number of people working on it.
  4. Sharing documents is easier on SharePoint. To do this, you just have to select the documents you wish to share and click the ellipses. It will open the menu on which you must click on ‘Share’.
  5. You can also share sites on SharePoint. This is possible only when you have sharing permissions from the site owner. To share sites, click SharePoint or sites, choose the sites you wish to share and then click on ‘Share’.
  6. Creating a team site. While using Office 365, it is easy to create a team site from the SharePoint Homepage. This feature will help create an Office 365 group. When you create an Office 365 group in Outlook People, you will get a team in SharePoint Online automatically. Once you have site owner permissions on SharePoint server 2016 or 2013, you just have to click on ‘Sites’ and then click ‘+ new site’ or just ‘+ new’.
  7. You can add a list or library to your team site in SharePoint Online. To do this, you need to click on ‘+ New’ from within a site and then choose ‘List’ or ‘Library’ from the list.
  8. Retaining the previous version of the document while editing and making changes in it is now possible with SharePoint. Just right-click on the document link in a library and then click on ‘Version History’. Sometimes, you will have to scroll the menu to choose the version you want. For SharePoint server versions, just click on the ellipses found next to the file and then on the ellipses in the dialog for landing on the menu. Alternatively, you can also select the document and click on ‘Version History’ on the ‘Files’ tab.
  9. Searching for something is easier with SharePoint. You just have to type a search keyword into the ‘Search’ box and click on the ‘Search’ icon.
  10. It is easy to share information with your entire office group. In Office 365, SharePoint Online, or SharePoint Server 2016, you just have to click on the app launcher and then click on the Yammer or Newsfeed tile. After that, you can just type in your message and click ‘Post’.

Why Experts Deem React Native As The Future Of Hybrid App Development

January 14, 2019 in how to

Most mobile app developers look for a great app performance, quick development cycle, and faster deployment. With two operating systems found dominating the scene today, mobile app developers need to compromise either with faster development cycle or a better user experience when they rely on a given development environment. The good news here is hybrid app frameworks have evolved greatly today to bridge the gap found in between an app’s performance and the ease of development. Here are some good reasons why React Native is considered the future of hybrid app development.

Why Experts Deem React Native As The Future Of Hybrid App Development

Covers iOS and Android

Facebook developed React Native initially to support iOS. However, in course of its evolution, it has also come to offer its support for Android OS. Now it is capable of offering its UI for both these platforms. While attempting to use React Native to build its own Ads Manager app, Facebook created both iOS and Android versions with the help of the same development team. Since React Native is an open source platform, the development community can come up with ideas to make it compatible with other platforms like Windows and tvOS.

Reusable components make it possible to render natively

React Native’s reusable building blocks can directly compile to native. Those components that you might use for iOS or Android have their equivalents in React Native too. Hence it is possible to get a consistent feel and look. This component based structure facilitates building agile apps based on a web-style approach to app development process. The app can be faster and have great looks and functionalities of native mobile apps.

You won’t have to rewrite while trying to apply React Native’s UI components to an existing app’s code

If you wish to augment an existing app of yours without overhauling it, it is possible to incorporate React Native components into your app’s code easily. If you have a hybrid app developed on Ionic and Cordova, you can easily use the Cordova based codes with the help of a plugin.

A highly popular framework among developers

If you are trained to use JavaScript, you can quickly pick up React Native. React Native makes it possible for any front-end web developer to become a mobile app developer instantly. Some robust aspects like Flexbox CSS styling, debugging, support deploying or inline styling, are found included in React Native library. React Native is fast evolving and Facebook has plans to invest continuously for its growth.

React Native App Development is highly efficient

React Native brings in speed and agility into hybrid developing environment while assuring native results.

Several added advantages of React Native

Third party plugins make it possible that you will not have to depend on WebView for some functionalities. For instance, while adding Google Maps to your app, React Native makes it possible to link this plugin with a native module. Hence it is possible for you to link the map with some functions of the device like compass, rotate and zoom. This also means you will use lesser memory and hope to load faster. If your app can support older operating systems, this means your app will run smoothly.

The Process of Becoming A React Native Developer

January 11, 2019 in how to

If you have decided to become a React Native Developer, you are in line with those successful professionals who are investing in a giant wave to boost up their career prospects. Here is a guide that will make your React Native Developer dream come true easily in a systematic way.

The Process of Becoming A React Native Developer

Learn JavaScript

React Native is built to rest on React Framework. Hence before plunging into the learning of React Native, you must first gain familiarity with React. Know that it is rather not that easy to learn React without the knowledge of JavaScript. Hence your first step to learning to develop on React Native is to learn JavaScript.

Learn the fundamentals of ES2015+ (ES6+)

After mastering the fundamentals of JavaScript, you must start learning the latest version of the ECMAScript standard. Though you might not have to use ES^+ in React Native, it is an innovative and easy way to go for JavaScript. While building react Native apps, this can support you in a great way. ES6+ (ESNext) is found packed with a number of features and syntactic elements that will make your coding experience a lot more handy and easier.

Learn React

After gaining familiarity with JavaScript and ES6+ ecosystem, you can move on to learning React. In the first place, learn React Js that features the same interface like React Native. It is advisable to learn it from one or two tutorials so that you can get hold of the fundamentals from different angles.

Get started with React Native

Once you know the fundamentals of working with react, now you must get started with React Native. You have access to a large number of online sources both free of cost or on paid modes to learn react Native. Do some research and find the right ones that will get you through acquiring a good working knowledge on React Native.

Start Building React Native Apps

On your journey to becoming a successful react Native developer, you will come across a number of challenges. The transition period from learning the codes to the actual building on React Native can be tough as well as exciting. You must find the right resources to learn developing on react Native.

State management and React Native

In any serious kind of app, state management is a very important aspect. If you are familiar with mobile app development, you will know that every component of an app has its own state. While building small apps, state management is not that difficult when you can manage the states with the help of props. On the other hand, a real-time mobile app will make it necessary for your state to be fully accessible throughout the entire app. Redux and MobX are two popular state management libraries for react Native.

After learning to develop a simple app on React Native, you must prepare yourself for some complex app scenarios. When your apps will develop and become more complex, you must choose a reliable architecture that gives room for scalability and will help maintain any issues in future. Redux will help you at this stage.

Step By Step Guide To Prototyping A Mobile App Using Adobe XD

September 17, 2018 in Art, Design, how to

Designers connected with UX generally use multiple tools for the different tasks connected to prototyping. Often switching between these tools can impact on the pace of your working. Adobe HD gives you a single tool to facilitate a connected workflow. Hence you can bank on this invaluable tool to design and prototype your experience within minutes. Follow these steps once you have installed Adobe XD on your computer. To start with, click on ‘Start a new design’ with an iPhone artboard template.

Step By Step Guide To Prototyping A Mobile App Using Adobe HD

Create a second artboard

Create a second Artboard with the Artboard tool (A).

On the property inspector, you will find on the right side, you can change the Artboard Background color to black.

Download tutorial assets

Go to Finder and drag the iPhone-status-bar.svg’ to the top of Artboard 1. Copy paste it onto Artboard 2. This will display the status bar on both the artboards. Click on cmd+L to lock the status bars on both the artboards so that the properties cannot be modified. You can use the same shortcut anytime or click on the ‘lock’ icon to unlock them.

Draw a rectangle

Use the Rectangle tool (R) to draw a rectangle without any borders. On the property inspector panel, you will find on the right, set the dimensions to 375 x 230.

Reorder objects

Click on the ‘eye’ icon for turning the border or fill on and off. To be able to change the colors using hexadecimal values, click on the color icon and select the second tab from the list. Change the drop-down to ‘RGB Sliders’.

Create a header

Use the text tool (T) to create a header for the team page. Draw a grey color square for the team member’s photo to sit.

Add another rectangle

You will have to create a white rectangle without borders to include the team member’s name on the header and job description as the sub-header. For the time being, you can use the placeholder text and customize it as per your taste.

Add an arrow icon

Including an arrow icon can help to show that the box is a tappable area. To do this, go to the finder and drag ‘path.svg’ onto the XD canvas. Reposition it to x: 330, y: 279.

Place the headshot

Go to Finder and drag a headshot into place on the grey square.

Create the list

The Repeat Grid feature can help you create the list of team members. Copy paste the top item, move the copied version down and adjust the margin. Repeat the process for new items. For changing the margins, you must work on one by one manually. If you want an item to repeat, click on ‘Repeat Grid’ on the property inspector.

Edit the text fields

To edit the text fields, first, drag all the headshots onto the grid and then edit the text fields displaying the member’s name and job description.

Create artboards for all team members

Once the details page is ready, you can duplicate it for all the other team members.

Test the prototype

The changes made to the design will show up immediately in the preview.

How To Create And Edit A Wiki

August 2, 2018 in how to

While using SharePoint Online or SharePoint Server 2016, here is how you can create and edit a wiki. You may understand wiki as a site featuring simple pages that are linked together. The main objective of a wiki is to facilitate sharing ideas quickly among the group members. Many organizations use the wiki for a variety of purposes due to its versatility and resourcefulness. An Enterprise wiki lets you share huge volumes of information, which comes in handy for firms dealing with big data. On the other hand, a team site can help gather and share ideas pertaining to a particular project. Here we learn how to create and edit wiki on SharePoint Online and SharePoint Server 2016.

How To Create And Edit A Wiki

How to create a Wiki page library

In a team site, you can create every new page in the site pages library. If this can suffice your requirements, you will not need to create a wiki page library. If you wish to manage your wiki independently, you will have to create a wiki page library with the following steps.

  • Click on Settings and then click on Add an App.
  • In the search field, type in Wiki and click on the search icon.
  • Alternatively, you can also visit the wiki page library by scrolling through.
  • Type in a new name for the new wiki pages library.
  • Click on Create.
  • For adding users, click on the Share button for SharePoint 2016 found on the upper right of the page.
  • Enter the names or email addresses or ‘Everyone’ in the share wiki dialogue box. If you have group aliases, you can also add them. As you keep entering the names, the server verifies if the user accounts or the aliases exist.
  • Click on ‘Share’ to save.

How to create an Enterprise wiki site

If you feel an Enterprise wiki is the right solution for your organization, you can choose to create a full-fledged Enterprise wiki as its own site collection.

You will find the Enterprise wiki on the publishing tab in the template collection. Until the publishing features are not enabled, you will not be able to see the publishing tab. Here is how you can create an Enterprise wiki site as a subsite.

  • Go to the site where you wish to create an Enterprise wiki. Click on Settings and then click Site contents.
  • Go to the site contents page. Click on New+ and then on the subsite. Alternatively, you can also click on a new subsite.
  • Type in a name and URL name for the site on the new SharePoint site page.
  • Go to the template selection section and click on publishing and then select Enterprise wiki.
  • For setting unique permission, click on Use unique permissions.
  • Click on Create.

By going to the Setup groups for this site, you can leave the default, add or change the groups.

Later when you wish to configure the site permissions and other types of settings for the Enterprise wiki site, you can click on Share.

How To Add A Link To The Menu On Your SharePoint Site

July 25, 2018 in how to

Site owners and those who have edit permissions on a SharePoint site can customize the navigation for the site in several ways to enable the users to access the sites and pages quickly. Here we discuss how to add a link to the menu on a team site.

How To Add A Link To The Menu On Your SharePoint Site

Background information

If the owner has customized your site, the left-hand menu or the top menu may not be there. In SharePoint team site, you can customize the left-hand menu only unless you are working in classic mode. Editing or making changes to the navigation of the site requires the owner or edit permissions. In SharePoint server 2010, you will be able to customize the top link bar for navigating the site.

Also, for those organizations that have set up targeted release options in Office 365, this will mean that you will not be able to see some features or they might look different from how they are described in help articles.

Now we discuss how to add a link to the menu on a team site.

How to add a link to the left-hand menu on a team site

  • On the left-hand menu, click ‘Edit’
  • Hover over the menu to the location where you wish to add the link and click + and the down arrow.

Choose any one of the following link options on the ‘Add a link dialogue box:

URL

Choose this option to add the link to any item located inside or outside your company. Enter the address and a name to display.

Conversations

This is meant to add a link to the group conversations on Office 365 connected to the team site. Enter a display name for the link and the address is added automatically. This cannot be edited.

Calendar

Use this option to add a link to the Office 365 group calendar connected with the team site. Just add a display name for the link to add the address automatically, which cannot be edited.

Notebook

Use this particular option for adding a link to the OneNote notebook connected to the team site. Enter a display name for the link to add the address automatically, which cannot be edited.

Planner

  • This link is used to add a link to the Microsoft Planner instance connected to the team site. You just have to enter a name to display for the link to add the address automatically which cannot be edited.
  • Once you are done with the above steps, click OK.
  • If you wish to add a page to the menu from the Site Pages list, select Pages from the left-hand menu and choose the page you wish to add. Then click …
  • Then click add to navigation
  • Once you are done with adding the link to the menu, click ‘Save’ or click ‘Cancel’ to discard the changes made.

Important note:

SharePoint is programmed to add recent items automatically. Therefore, it is not possible to add links to the recent menu.

How To Migrate To SharePoint 2016 Smoothly

July 20, 2018 in how to

The 2016 version of SharePoint features an extensive suite of improvements to the user experience, implementation process, and post-deployment support. Nevertheless, migrating to it is trickier and a bit challenging. Here we learn how to make the migration a smooth and painless process.

How To Migrate To SharePoint 2016 Smoothly

When migrating to SharePoint 2016 makes sense for you

If you have SharePoint 2010 or an earlier version and if you feel your current solution is not supporting your business processes adequately, you can think of migrating to SharePoint 2016. Similarly, the said migration makes sense when you are on SharePoint 2013 and would like to enhance the user experience or promote sales.

It is important to note that Microsoft does not support SharePoint 2010 or the earlier versions. Hence no patches and updates are released when needed. Also, these versions are obsolete in terms of their user experience and developmental capabilities. You can immensely benefit from the latest collaboration features like Community Sites and Community Portals, revamped Newsfeeds and MySites, enhanced apps and mobile views besides several others.

Also, some of the other advantages of SharePoint 2016 for businesses include durable links, cloud hybrid search capabilities, and mobile apps. Over and above, the all new data loss prevention feature on SharePoint 2016 allows the administrators to monitor locate and protect the sensitive data across the entire site collections.

The challenges of migrating to SharePoint 2016

  • Direct migration from SharePoint 2010 to SharePoint 2016 is not possible. You must use a third-party solution to do this or follow the two-step process of first migrating from SharePoint 2010 to 2013 and then migrating from SharePoint 2013 to 2016.
  • The highly customized solutions could be at risk. Most companies do not use completely out-of-the-box solution. Nevertheless, the risk is almost 100% when attempting to migrate from SharePoint 2010 or for the solutions that will need custom branding.
  • Custom mobile SharePoint views adopters can come across the same problem as they will require additional tuning and adjustments to ensure their smooth performance after migration.
  • In some cases, the migration can prove to be time consuming and expensive.

Steps to a smooth migration process

Though migrating to SharePoint 2016 is a highly technical process, a few steps taken well in advance to prepare for a smooth transition can make the job easier and more effective. It is essential for the developers to carry out the technical tasks in the right way within a short time.

Make an assessment of the present solution

Assess the various features of the present solution including the extent of customization and the complexity of performance, branding, existing gaps, and user buy-in.

Develop a suitable migration architecture

While migrating to SharePoint 2016, it is essential to sustain the present and upgraded solutions at the same time. Hence you will need a separate farm to carry out the migration so that the user’s activities are not interrupted.

Examine the present content databases

In order to ascertain the future of migration and bring out the critical defects, you must first examine the present content database. Damaged or unmanaged content bases must be set right before the start of the migration process.

Develop a systematic migration strategy

Each of the consecutive steps of the migration process must be based on the findings of the earlier stages. During and after the migration process, make sure that you have outlined all the activities to accomplish.

Easy Steps To Set Up Your Computer To Sync OneDrive for Business files in Office 365

July 15, 2018 in how to

In several environments, OneDrive for business is used to sync the work files to the computer. This process enables working with the files directly in your file system and accesses them offline as and when needed. The moment you are online, all those changes made to the files by you or others will automatically sync.

Easy Steps To Set Up Your Computer To Sync OneDrive for Business files in Office 365

In this article, we discuss how to sync files with the help of the OneDrive sync client. If you do not subscribe to an Office 365 business plan or 21Vianet, you may have to sync files from any on-premise instance of the SharePoint Server or OneDrive for Business by using the earlier version of OneDrive for Business sync client. Here we are discussing only on how to sync OneDrive for Business to your computer.

Steps to sync OneDrive for Business files in Office 365

  • Using your work or school account, sign in to Office 365
  • Click on the app launcher icon in Office 365 and then select OneDrive.
  • Click on the Sync button.
  • You will see the browser asking for permission to open Microsoft OneDrive, click on ‘Allow’ or ‘Yes’.
  • What you will see next will depend on if you have the latest version of OneDrive already, if you have already signed in to OneDrive using your work or school account and if you are using a classic OneDrive.
  • If you see the Getting ready to sync dialog box appear and nothing else happening, click on ‘Get the latest version of OneDrive’.
  • After the download is over, you will be prompted to sign in.
  • Once you see the Setup OneDrive dialogue box, sign in using your work or school account.
  • If you have the latest version of OneDrive already and if you have already signed in, OneDrive will automatically open and you will be moved to the next step.
  • When OneDrive opens and when you see the ‘Sync your OneDrive files to this PC’ dialogue box, select the folders you wish to sync or select all files and folders and then click on OK.
  • Now Sync is fully set up. It is time to close the Getting ready to sync dialogue box if you find it still open in the web browser.
  • You can access your OneDrive for Business files in File Explorer or Finder as OneDrive – CompanyName. 

How to sync a site library to your PC

  • Use your work or school account to sign in to your firm’s SharePoint site.
  • Open the library which you want to sync
  • Click on the Sync button
  • Click on Sync Now to launch the sync app wizard. The wizard is configured to automatically fill in the name and web address of the library.
  • To start syncing, select Sync Now
  • To open the synced library in the file explorer, click ‘Show my files’. You will find the folder listed under Favorites in the SharePoint folder.

How To Share SharePoint files in Office 365

July 6, 2018 in how to

Generally, everyone having permissions to the site can access the files stored on a SharePoint site. However, if you want to share particular files or folders with some users who otherwise do not have access to the site, here is how you can do it. Also, you can also define wither the users given access to the specific files can edit or just view them. If you decide to stop sharing, you can do it anytime you want.

How To Share SharePoint files in Office 365

Share a folder or file in SharePoint

To share a folder or file in SharePoint, first select the file or folder you wish to share. And then select share. You will find a sharing dialogue box listing out the links to people inside the organization.

To change the type of link, click on the drop-down list. This will open the Details panel. Here you can modify who can access the link and if people can edit the items you are sharing.

Opting who can use this link (options can differ depending on admin settings)

Anyone receiving the link directly from you or forwarded from someone else can give access to any other user. This can also include people outside your organization. 

Chosen people give access to only the users you specify. Though other people might already enjoy access. When people forward the sharing invite, those who already have access to the item can use the link.

Turn on the edit by default. When you want people only to view your files, you must uncheck the box.

Once you followed all these steps, click Apply.

Enter the list of people you wish to share the file with and provide a message if you want. When the link is ready to send, click ‘send’.

Getting a link to the file or folder which you can copy

An alternative way to share files or folders is to get a link to the file or folder you can copy. Paste this link on a website or text message. Users with whom you share this link can forward it to others too.

Click Copy Link in SharePoint to copy the link to your clipboard.

To change the type of link, click on the drop-down list. This will open the Details panel. Here you can modify who can access the link and if people can edit the items you are sharing.

Anyone receiving the link directly from you or forwarded from someone else can give access to any other user. This can also include people outside your organization. 

Chosen people give access to only the users you specify. Though other people might already enjoy access. When people forward the sharing invite, those who already have access to the item can use the link.

Turn on the edit by default. When you want people only to view your files, you must uncheck the box.

Once you followed all these steps, click Apply.

You can paste the (Ctrl+V) anywhere you want including a text message or on a website.

How to Create A Document Library in SharePoint

July 2, 2018 in how to

By creating a document library in SharePoint Online or SharePoint Server 2016, 2013, 2010, or 2007, you can store files securely for you and your co-workers to access from multiple devices during any time. By default, SharePoint team sites feature a document library. Nevertheless, you can also add additional documents and other libraries as required.

How to Create A Document Library in SharePoint

To create or delete a library, you need permission to create and manage lists. You can modify the appearance and navigation of your SharePoint site. If you do not see an option like command, button or link, you can contact the administrator.  

Creating a library in SharePoint Server 2016 and 2013

  1. Click on the settings button on the title bar and then click on site contents.
  2. Click on ‘Add an app’.
  3. Choose the library type you want from options document, form, picture, etc.
  4. List the apps on the Site Contents Page.
  5. If the one you wish to see does not list, type a keyword into the search box and click on search (magnifying glass icon).
  6. Type a title into the Name field.
  7. By clicking on Advanced Options, you can also enter a Description. Based on the type of library, you can add features like versioning.
  8. After inputting the name, description and optional versioning, click on ‘Create’.

Creating a library in SharePoint Server 2010

  1. Go to the site where you wish to create the library.
  2. Click on ‘Site Actions’. Click on ‘View all site content’ and then click on ‘Create’
  3. Under Libraries, click to choose the type of library you want from options (Document Library or Picture Library)
  4. Type a name for the library in the name box. Henceforth this name will appear at the top of the Library page. It will also appear in the navigational components that will help you locate and open the library.
  5. Create picture library dialogue. Click more options.
  6. If you type in a description in the box, it will appear on top of the library page under the library name. You can also opt to enable receiving content via email. Once you add the email id of the library to the description, people can find it out easily. 
  7. Check if ‘Yes’ is selected in the Navigation section to add a link to the library on the Quick Launch.
  8. Some libraries allow integrating incoming email. In these versions, people can add files to the library by attaching them to email messages. To activate this option, check the ‘Yes’ option and then type the first part of the address that people can use for the library.

Creating a library in SharePoint Server 2007

  1. Go to All Site Content and click ‘Create’.
  2. Go to Libraries and choose the type of library you want either document library or picture library. Giving a name to the library is a must. This name will be seen on the top of the library page and will become part of the library page. If you type in a description in the box, it will appear on top of the library page below the library name. To enable receiving content by email, you can add the email address of the library to the description. Check if ‘Yes’ is selected in the navigation section to add a link to the library on the Quick Launch.
  3. Click on ‘Create’.
  4. If you find an Incoming email section, you can choose to enable people to add files to the library by sending them as attachments to emails.
  5. Based on the type of library you are creating, you will find a document template section. This section lists out the compatible programs available to create new files. Go to document template section and click the type of default file you want to use as a template for files created in the library.
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