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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
Share to specific people so they can view
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Right-click on the file or folder and select Share
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In the Add a name, group or email field enter the email addresses for the people you want to share with
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Click Copy Link, then send that link to the people via chat or email.
To change the sharing option from People you choose can view
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Right-click on the file or folder and select Share
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Click the cog icon next to the Copy link button
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Select who you want to share with:
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Anyone with the link, if available, allows anyone who has the link will have access.
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.
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.
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People in your organization with the link, allows anyone with maine.edu account with the link to access the file or folder.
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People with existing Access will provide a link that will provide whatever access the person already had.
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People you choose allows you to list people by email to grant them access.
- Select the level of permissions to give them
- 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.
- 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.
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.
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Click Copy Link, then send that link to the people via chat or email.
Environment
OneDrive Client
OneDrive Online
SharePoint