Office 365 (SharePoint) - Sharing Sites and Document Libraries

The Office 365 sites and document libraries you store in SharePoint are private until you decide to share them. When you share files and folders, you can decide whether to let people edit or just view them.

Table of Contents



Sharing a site

From SharePoint, navigate to the site you would like to share with someone else, select it by clicking the Share button in the upper right corner of the screen.

In the Share window that comes up, type the name(s) or email address(es) of the person(s) you wish to share the site with. (You must use email addresses for people outside UWM; names will not work.) If you want, type a personal message that will be sent along with the invitation to the site. An email invitation will then be sent to the person(s) you shared the file with, and a copy of the invitation will arrive in your Inbox.

Once you are ready to share the site, along with the message, click Share.


Additionally, when the users receive their invitations, they select a button that takes them to a page where they sign into your SharePoint Online site by using a Microsoft account or a work or school account. If they do not have a Microsoft account, they will need to create one. For more information on creating a Microsoft account, please see our Knowledge Base article.

To share a document library, select the pre-established Site contents tab on the left side of the screen.

Next, click Contents at the bottom of the page, then scroll through the site's contents and find the document library you would like to share. 

Once you find the document library you would like to share, click the options button, and then select Settings.

After arriving at the specified document library's settings, click on Permissions for this document library.

Here, you may choose to invite people to become members, owners, or simply, visitors.
To invite people to become visitors of your site, select the name of the Visitors link. 
To invite people to become members of your site, select the name of the Members link. 
To invite people to become owners of your site, select the name of the Owners link.

Once you have selected your desired audience, you can choose New from the toolbar towards the top of the screen.

Then, follow the steps previously given in this document for Sharing a site. Again, it is important to note, if the recipient does not have a Microsoft account, he/she will need to create one. 
For more information on creating a Microsoft account, please see our Knowledge Base article.

Note: If you do not see the option for members, visitors, or owners select the Manage Parent tile in the upper left.



Then select one of the groups which appears, for this example we'll select Excel Services Viewers.  Note: It does not matter which group you select, so long as it is a SharePoint Group.



You will now be able to see the members, owners, and visitors groups, should one or two of those not display simply select More... at the bottom of the groups list.



Sharing a file or folder by inviting people 

From SharePoint, navigate to the file or folder you would like to share with someone else, select it by clicking the check mark to the left of the file or folder name, and then click the Share button in the toolbar.


In the Share window that comes up,
type the name(s) or email address(es) of the person(s) you wish to share the site with. (You must use email addresses for people outside UWM; names will not work.) If you want, type a personal message that will be sent along with the invitation to the site. An email invitation will then be sent to the person(s) you shared the file with, and a copy of the invitation will arrive in your Inbox.

Select a permission setting by selecting either
Can edit or Can view in the menu:

-
Can edit will allow those you share the file with to view and make changes.
-
Can view will allow those you share the file with to view only.


Additionally, you can require a person to sign-in to view or edit the file using their Office 365 credentials by checking the
Require sign-in check box. When sharing files with individuals outside UWM, if this option is enabled, they will need an Office 365 account, a personal Outlook.com account, or a Microsoft account associated with their non-Microsoft email address, in order to view the file. For more information on creating a Microsoft account, please see our Knowledge Base article. No sign-in required links are guest links that are ideal for external sharing. Please see the share a file or folder by using Get a link section in this article for more information regarding this sharing method.

If the
Send an email invitation check box is checked, the person with whom you are sharing the file will receive an email message regarding information on how to access it. 

Once you are ready to share the site, along with the message, click
Share.


Sharing a file or folder by using Get a link

You can share a link to a file or folder that others can also share by using Get a link. Get a link is available only for individual files and folders, but it's the easiest way to share files with everyone in your organization or to share with people externally.

From SharePoint, navigate to the file or folder you would like to share with someone else, select it by clicking the check mark to the left of the file or folder name, and then click the Get link button in the toolbar:


Click the drop-down list where it currently says Edit link, to set the file or folder's permissions. 

Links for internal sharing:

-Restricted link - Only specific people can open this link (set a custom list of individuals who can access the link)
-View link - University of Wisconsin Milwaukee account required (after they sign in, UWM Office 365 users can view, copy, or download the file or folder)
-Edit link - University of Wisconsin Milwaukee account required (after they sign in, UWM Office 365 users can edit, copy, or download the file or folder)

For this example, we will choose  View link - no sign-in required in order to get a link with read-only permissions that does not require an Office 365 account or Outlook.com account in order to view:

The next step is to click the Create button:

Click the SET EXPIRATION drop-down arrow in order to select an expiration date for your link: 
Never, 1 day, 30 days, 60 days, or Custom. (Note: Account required links don't expire and there's no option to set an expiration for them):



Click the URL in the box and it will be highlighted automatically. Copy the link into your clipboard. Links created by using Get a link are not discoverable by search, so only people who receive a link from someone else can use it.
Follow these steps to view and change shared files and folders permissions as needed. The UWM Information Security Office recommends that you review these permissions at least quarterly and remove individuals who no longer need access

From SharePoint, navigate to the file or folder for which you would like to view sharing permissions, select it by clicking the check mark to the left of the file or folder name, and then click the Share button in the toolbar:



Click Shared with in the Share window:



To make a file or folder private again, you can stop sharing it. To do this, click the STOP SHARING button below the list of people you're sharing with:


Click the Close button and close the Share window.


See Also:




Keywords:o365, office 365, sharing sites, sites, document libraries, sharing document libraries, cloud, file sharing, get a link, inviting people   Doc ID:71761
Owner:Help Desk K.Group:UW-Milwaukee Help Desk
Created:2017-03-15 15:04 CDTUpdated:2017-04-26 18:08 CDT
Sites:UW-Milwaukee Help Desk
Feedback:  0   0