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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 clicking on the dropdown menu and selecting from the following:


Anyone - Gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization. 

People in UWM - Gives access to everyone in UWM to the link, whether they receive it directly from you or forwarded from someone else.

Specific people - Gives access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who have access to the item will be able to use the link.



By default, Allow editing is turned on. If you want people to only view your files, uncheck the check box. 
When you're done, click Apply

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


Sharing a file or folder by using Copy link

You can share a link to a file or folder that others can also share by using the Copy link button. Copy 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 Copy link button in the toolbar:



Click the drop-down list below the link, to set the file or folder's permissions. 



Select from the following options for permissions:

Anyone - Gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization.

People with existing access -  Returns a link that can be used by people who already have access to the document or folder. It does not change the permissions on the item. Use this if you just want to send a link to somebody who already has access.

People in UWM - Creates a link that only people in UWM who are logged into Office 365 can use to access the document or folder.

Specific people - Creates a link that only the people that you specify can use to access the folder or document. If you click this option, enter the names or email addresses of the people to whom you want to give access to the folder or document.



Click Apply when you select your permission settings.

Click the URL in the box and it will be highlighted automatically. Copy the link into your clipboard. Links created by using Copy 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 Details pane button in the top right of the toolbar:



Click Manage access in the details pane, this will bring up a list of people / groups the file is being shared with:



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



Click the X 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:2017-09-07 16:25 CDT
Sites:UW-Milwaukee Help Desk
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