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

From the Client

Share to specific people so they can view

1. Right-click on the file or folder and select Share 

   • If sharing from File Explorer or Finder utilizing the OneDrive client, be sure to click the Share for OneDrive (has a cloud icon) and not the Share for creating a file share using your operating system.

2. In the Add a name, group or email field enter the email addresses for the people you want to share with

   • Names work as well, but email addresses ar e unique, so are best to ensure you don't share with the wrong person accidentally

3. Click Copy Link, then send that link to the people via chat or email.

   • Using the Send  button sends an email that the item was shared with them, but it often gets marked as SPAM by Gmail and other email providers, so it is better to send the link to them yourself.

To change the sharing option from People you choose can view

1. Right-click on the file or folder and select Share 

2. Click the cog icon next to the Copy link button

3. Select who you want to share with:

   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.

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

3. 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.)

4. People you choose allows you to list people by email to grant them access.

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

   • People you choose is the most secure way to share and it also allows sharing to external emails.

4. 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.

5. Once settings are as desired, click Apply.

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

6. Click Copy Link, then send that link to the people via chat or email.

   • Using the Send  button sends an email that the item was shared with them, but it often gets marked as SPAM by Gmail and other email providers, so it is better to send the link to them yourself.

Environment

OneDrive Client

OneDrive Online

SharePoint