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How to Share Files in SharePoint

In today’s collaborative business environment, sharing files efficiently and securely is crucial for maintaining productivity. Microsoft SharePoint has emerged as a powerful platform for document management and team collaboration, but many users find its sharing features overwhelming at first glance. 

Whether you’re new to SharePoint or looking to optimise your file-sharing practices, this helpful guide will walk you through everything you need to know about sharing files in SharePoint.

Contents

Understanding SharePoint Sharing Basics

Before discussing the specific steps for sharing a file or folder, it’s essential to understand the different sharing options and permission levels available in SharePoint. This knowledge will help you make informed decisions about how to share your documents securely and effectively.

Different Types of Sharing Options

SharePoint offers several ways to share files and folders, each suited to different scenarios:

 

Internal Sharing Within the Organisation: When sharing files with people in your organisation, you can maintain tight control over your content while enabling seamless collaboration. Internal sharing is the most secure option, as it restricts user access within your company domain.

 

External Sharing with Specific People: Sometimes, you need to share documents with clients, vendors, or partners outside your organisation. SharePoint allows you to share files with specific external users who will need to sign in with their Microsoft account or use a verification code to access the content.

 

Anyone with the Sharing Link: For situations requiring broader access, you can create links that allow anyone who receives them to access your files. While this option offers the most flexibility, it should be used cautiously and only for non-sensitive information.

Permission Levels Explained

Understanding permission levels is crucial for maintaining security while sharing files:

 

View Permissions: This basic level allows users to read documents and download copies but prevents them from making changes to the original files. It’s ideal for sharing reference materials or final versions of documents.

 

Edit Permissions: Users with edit permissions can modify files, delete content, and upload new versions. This level is appropriate for collaborative work where team members need to contribute to documents actively and share the same permissions.

 

Full Control Permissions: This highest level of access allows users to manage permissions for others and make structural changes to libraries and sites. It should be reserved for SharePoint site owners and administrators.

Step-by-Step Guide to Share Files

Now that we understand the basics, let’s walk through the practical steps of sharing files in SharePoint. If you still require help afterwards, contact our team for dedicated SharePoint training.

Sharing Individual Files

  1. Locate Your File and Access Sharing Options
    Navigate to the document library where your file is stored. Hover over the file name, and you’ll see the share icon appear. Click on this icon to begin the sharing process.
  2. Choose Your Sharing Method
     When the sharing pane opens, you’ll have several options:
    • Enter email addresses to invite people
    • Copy link to share the file
    • Choose whether recipients can edit or only view the file
  3. Set Appropriate Permissions
     Before sharing, carefully consider what level of access to grant:
    • For internal collaborators, you might choose “People in your organisation with the link.”
    • For external partners, select “Specific people” for more controlled access
    • Adjust the “Allow editing” toggle based on whether you want recipients to modify the file

Folder Sharing

Sharing entire folders follows a similar process but requires additional considerations:

 

  1. Select the Folder
     Click the circle to the left of the folder name to select it, then click the share icon in the top navigation bar.
  2. Configure Folder Permissions
     When sharing folders, remember that:
    • All items within the folder inherit the sharing settings by default
    • You can choose whether new items added to the folder automatically inherit these permissions
    • Recipients will have access to any new files added to the folder
  3. Manage Access Levels
     Consider setting up different permission levels for different users:
    • Team members might need edit access
    • External stakeholders might only need view access
    • Some users might need access to specific files but not the entire folder

Document Library Sharing

For broader collaboration, you might want to share an entire document library:

 

  1. Access Library Settings
     Navigate to the library settings through the gear icon in the top right corner.
  2. Configure Library Permissions
    • Click “Permission Settings” to manage access at the library level
    • Consider creating groups for different access levels
    • Use the “Grant Permissions” feature to add new users or groups
  3. Set Up Guidelines Establish clear guidelines for:
    • File naming conventions
    • Folder structures
    • Version control practices
    • Document check-out procedures

Advanced Sharing Features

SharePoint offers several advanced features that enhance your file-sharing experience and provide additional security measures. Understanding these features will help you maintain better control over your shared content and ensure it remains accessible only to the intended audience.

Link Settings and Customisation

When generating sharing links in SharePoint, you have several options to enhance security and control:

Link Expiration Dates

Set an expiration date for your sharing links to ensure that access remains temporary. This is particularly useful when sharing sensitive documents with external parties or for time-limited projects. Simply select ‘Set expiration date’ when creating your link and choose an appropriate timeframe.

Access Restrictions

Customise who can access your files through shared links:
  • Restrict access to specific people
  • Allow access only to people within your organisation
  • Enable access for anyone with the link
  • Set editing or view-only permissions

Password Protection

For additional security, consider enabling password protection for sensitive files. This adds an extra layer of verification before users can access your shared content.

Managing Existing Access

Regular review and management of file access are crucial for maintaining security:
  • Use the ‘Manage Access’ panel to view all people with existing access
  • Modify permission levels as needed
  • Remove access when it’s no longer required
  • Track and audit sharing activities
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Best Practices for SharePoint File Sharing

Implementing proper file-sharing practices in SharePoint not only enhances security but also improves collaboration and efficiency within your organisation.

Security Considerations

 

Regular Permission Audits

Conduct periodic reviews of file and folder permissions to ensure:

  • Access is limited to appropriate users
  • Inherited permissions are correctly configured
  • External sharing complies with your organisation’s policies
  • Unused or outdated sharing links are removed

 

External Sharing Policies

Develop clear guidelines for sharing with external users:

  • Define which types of content can be shared externally
  • Establish protocols for external user verification
  • Set standards for link expiration and access levels
  • Document procedures for revoking external access

 

Version Control

Implement robust version control practices:

  • Enable version history for important documents
  • Set clear guidelines for version naming
  • Establish procedures for reviewing and approving changes
  • Maintain backup copies of critical files

SharePoint File Sharing with Myrtec’s Support

At Myrtec, we understand that implementing effective SharePoint file-sharing practices can be challenging. Our team of experts is here to help you optimise your SharePoint environment and ensure it aligns with your business objectives.

How We Can Help

 

SharePoint Setup and Configuration

We’ll help you configure SharePoint to match your specific business requirements, ensuring proper permission structures and security settings.

Training and Support

Our managed IT services include comprehensive training for your team, ensuring they understand best practices for file sharing and collaboration.

Security Optimisation

Our cyber security experts can help you implement robust security measures while maintaining efficient file-sharing capabilities.

Ongoing Support

We provide continuous support to address any SharePoint-related issues and help you adapt to changing business needs.

Key Takeaways

  • SharePoint offers three primary sharing options: internal organizational sharing, external sharing with specific people, and anyone-with-link sharing.
  • Permission levels in SharePoint are structured in three tiers: View (read-only access), Edit (modification rights), and Full Control (administrative privileges).
  • The platform provides advanced security features including link expiration dates, password protection, and customisable access restrictions.
  • Best practices for SharePoint file sharing include conducting regular permission audits, implementing clear external sharing policies, and maintaining robust version control procedures to ensure both security and productivity.

Are You Ready to Level Up?

 

Remember that SharePoint’s capabilities extend far beyond basic file sharing. It’s a powerful platform that can transform how your organisation manages and shares information. Whether you’re just starting with SharePoint or looking to optimise your setup, Myrtec is here to help.

 

Ready to enhance your SharePoint experience? Contact Myrtec today to learn how we can help you implement effective file-sharing practices and maximise your SharePoint investment. Our team of experts is ready to guide you through the process and ensure your SharePoint environment meets your business needs while maintaining robust security measures.

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