Sharing in SharePoint

Sharing works almost the same in SharePoint as in OneDrive. A user can share a folder or file in a SharePoint department site, from the web, or from the OneDrive Client.  

Instructions

INFO: If you want them to have access to all the folders and files in the dept SharePoint Site, then share the top-level folder.

From the Client

  1. Right-click on the file or folder, select the OneDrive Share from the menu that comes up.

  2. To change the sharing option from People in your organization with the link can view, click the > .

  3. Select desired sharing option.

    1. Anyone with the link, if available, allows anyone who has the link will have access.

      • This is the least secure, so use with care.

INFO: It is best practice to set a password and/or expiration date when possible when sharing using "Anyone with the link". The option to do so is at the bottom of the Share window when "Anyone with the link" is selected.

Share settings with "anyone with the link" selected and showing configuration options for password and expiration date at the bottom.

 

WARNING: It is a good idea to consider setting an expiration date when sharing with Anyone with the link.

 

INFO: External sharing (aka Anyone with the Link) is not on by default unless the folder was sharing externally before migration from Box. Even if it is not on, you can share to a specific external email.

  1. People in your organization with the link, allows anyone with maine.edu account with the link to access the file or folder.

  2. People with existing Access will provide a link that will provide whatever access the person already had.

    • This is handy if you know the person has some sort of access to the file, but you are not sure what they are and you want to help them quickly get to the file (Like when you are in a virtual meeting discussing a file and people in the meeting might have different levels of access.)

  3. Specific people allows you to list people by email to grant them access.

  4. Select the person by email and not just by name to ensure access is given to the correct person.

  5. Sharing with Specific People is the most secure way to share and it also allows sharing to external emails.

  6. If you want to grant rights to edit, which includes deletion rights (except for the top-level folder), then check the box for Allow editing.
INFO: Beginning end of July 2024, users will be able to set link expiration dates for for links for People in your organization and People you choose as well.
  1. Once settings are as desired, click Apply.
WARNING: When sharing a folder with users using a link, they will not be able to use search to find files in the folder in SharePoint unless they also have at least read permissions to the site. 
INFO: You can now do something similar to Box Uploader permissions in SharePoint, see "Request a File in SharePoint".

You can also refer to Microsoft's documentation on sharing in SharePoint

WARNING: Sometimes share invite emails ends up in SPAM folder in gmail, so it is recommended to let the people you are sharing with that they should look for the email and if they don't see it, to check their spam folder.

From the Browser

  1. From office.com, in OneDrive, click the curved arrow icon to the right of the file to share.
  • Then the process is the same as from the OneDrive client.

Environment

SharePoint Client

SharePoint Web

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