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