Sharing in SharePoint

 

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Sharing a SharePoint site

           1. Click Share site. in the top right-hand corner of the site.

 

           2. In the Share site pane, enter the names of people or groups to add them to the site,                 or enter “Everyone except external users” to share the site with everyone in your                       organizations.        

         

         3. Change the permission level (Read, Edit, or Full control) as needed.

     

Note: All users and groups added permissions are defaulted to Read permissions

         4. Enter an optional message to send to the person or clear the Send email checkbox if you don’t want to send an email.

     

 

        5. Select Share when completed.

 

Change how members can share

       1. Click the settings icon in the top right-hand corner of the site.

       2. Select Site permissions.

    

       3. Click Change how members can share.

      

       4. Select preferred site permissions settings and then click Save.

 

Sharing a file or folder in SharePoint

        1. From the document library select the file or folder you want to share, and then select Share .

    

       2. Select the drop down list to change the type of link.  The Link settings window opens, where you can change who can access the link, and whether people can edit the item you’re sharing. Next click Apply.

   

•         Anyone gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization.

•         People in <Your Organization> gives anyone in your organization who has the link access to the file, whether they receive it directly from you or forwarded from someone else.

•          People with existing access can be used by people who already have access to the document or folder. Use this if you just want to send a link to somebody who already has access. 

•          Specific people give access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link.

 

          3. Enter the names of the people you want to share with and a message.

          4. When you’re ready to send the link, Click Send.

      

Notes:

• •   The permissions granted by sharing link lasts only as long as the file/folder exists at original location of link.

• •     When allow editing is selected: After they sign in, people in your organization can edit, copy, or download the files.  When Allow editing isn’t selected, people in our organization can view, and may be able to copy or download the files.

• •     Site administrators can restrict sharing so that only owners can share files and sites.

• •     If site administrators have not restricted sharing to site owners, any person with Edit permissions to a file or folder can share that file or folder with others by selecting Share or Copy Link.  Users who don’t have edit permissions can use Copy link to get a link that will work for people who already have permissions to the file or folder.

 

 

 See who a file is shared with in SharePoint

           1. Select the file or folder.

      

          2. Click the Information icon  in the upper right to open the Details pane.

          3. Click Manage Access.

     

 

• The Links Giving Access section shows the links that have permissions to the file or folder.  Click the ellipsis (…) to see the users that the link has been shared with.

• The Direct Access section shows people and groups who have direct access to the file or folder. (This includes groups that have access to the site where the file or folder resides.)

         

 Note:

·        When viewing who has access to a file for folder, internal users will have their name and job title displayed.  External users will only have their email address displayed, with External User below the address.

 

 

Sharing from .com to .net

Sharing with .NET user can be tricky. Follow the instructions below for sharing with colleagues in the government tenant.

          1. Navigate to the document you would like to share.

 

           2. From the document library, select the file or folder you want to share, and then select Share  button.

    

         3. Select the dropdown list to change the type of link.  The Link settings window opens, where you can change who can access the link, and whether people can edit the item you’re sharing. Click People with existing access and the click Apply.

     

 

        4. Enter the names of the people you want to share with and a message.

         5. When you’re ready to send the link, Click Send.

    

 

Stopping Inheritance to share an individual document in SharePoint

SharePoint allows you to set up security once for a site collection and allow everything to inherit. In reality, you may not want everyone to have the same access. In order to create unique permissions for a site, library, list, or folder, you have to stop inheriting permissions from the parent.

    

              1. Browse to the preferred document library.

             2. Click settings  in the top right-hand corner.

             3. Click Library settings.

             4. Click Permissions for this document library.

       

             5. Click Stop Inheriting Permissions on the Permissions tab.

       

        6. Read the notification prompt and Click OK.

    

      7. Congratulations you have successfully stop inheriting permissions to share individual file or folders.