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

September 9, 2019 in Cultivate, 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.

How To Share SharePoint files in Office 365

July 6, 2018 in Cultivate, 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.