Jan 18, 2023
427 View(s)

How to share documents with Microsoft SharePoint?

Microsoft SharePoint is the perfect tool for sharing files and folders with your colleagues. Let's explore together how to use the various sharing options in Microsoft SharePoint.

Sharing a File or Folder

In the document library of your SharePoint site, select your file or folder by clicking on the circle next to its icon.

Next, in the toolbar above the list, click on the "Share" button.

In the window that opens, you can choose how and with whom to share your file or folder.

In the "To: Name, group, or email" field, you can choose who to share your document with. Once you've made this choice, simply click "Send" to share your file via email.

Alternatively, you can choose to copy the link to your document, allowing anyone you send it to access your content by clicking on it.

To define who can edit the content of your sharing, click on the message at the top of each part of the sharing window. You can choose who is affected by this rule, whether they can edit or only view the content, and if downloading is allowed.

You can choose different settings for email sharing and link sharing.

Click "Apply" once you've selected your preferred settings.

Sharing a SharePoint Site

It's also possible to share the SharePoint site itself, so your collaborators can access your files without you having to share them each time.

To do this, click on the name of your SharePoint site at the top left of the page.

In the window that opens, click on "Invite others."

Microsoft SharePoint will provide you with a link that you can copy and send to your collaborators. By clicking on this link, they will then join your SharePoint site, allowing them to access all your library files and add or edit their own documents.

You now know everything about sharing documents and sites with Microsoft SharePoint. If you want to learn more about this application, don't hesitate to explore our other articles or dedicated training courses!

Explore all our SharePoint courses

📞 Contact us:

📧 Email: support@dileap.com

📅 Book a meeting

Learn More About SharePoint

Do I share with OneDrive, SharePoint, or TEAMS?

In this video, you will learn about the different sharing options available in Microsoft 365:
OneDrive, SharePoint, and Teams.
The video covers the key points of each tool and explains when to use them based on your specific needs.
OneDrive is best for one-off and short-term sharing with a small number of people.
Teams is ideal for collaborating on documents, exchanging information in real-time, and organizing meetings.
SharePoint is recommended for structuring and securing large volumes of documents, with the ability to manage access rights accurately.
By understanding your goals and the type of sharing you require, choosing the most suitable tool will become clearer.
This knowledge will help you optimize your sharing experience and achieve better results with Microsoft 365.

2:24
1696 views

Understanding the different types and roles of team sites in SharePoint

In this video, you will learn about the different types and roles of team sites in SharePoint.
The video covers the concept of team SharePoint sites, including public and private sites, and the importance of being cautious about sharing documents with external partners.
It also explains the three groups of users in a SharePoint site:
site owners, members, and site visitors.
The responsibility of site owners to assign appropriate access rights to internal and external users is highlighted.
This understanding of team sites in SharePoint will help you effectively manage and collaborate on projects within your organization.

3:05
1358 views

Granting access to the SharePoint site to someone outside the company

In this video, you will learn about granting access to the SharePoint site to someone outside the company.
The video covers the process of adding external members to your SharePoint site and the different permission levels you can assign to them.
This will help you effectively manage access and collaboration with external colleagues while ensuring security.

3:46
1571 views

Sharing a folder or document with someone outside the company

In this video, you will learn how to share folders or documents with people outside your company.
It is important to consider your company's strategy and permissions before sharing with external parties.
By default, document libraries inherit permissions from your SharePoint site, but you can change them for each folder or document.
It is recommended to define overall permissions for your site and share it entirely for better security.
Creating dedicated SharePoint sites for each work team or project is also advised.
To share a folder or document, you can use a username sharing link and specify whether the recipient can edit or download the document.
The recipient will receive an email with a link and an access code to authenticate.
They can share the document with others who already have access and may also download or delete it, depending on the permissions granted.
Keep in mind that recipients can transfer the email and access code to others.
Regularly check and manage permissions using the manage access panel.
This tutorial will help you effectively share files and folders with external parties while maintaining security.

3:44
1347 views

Checking the granted shares

In this video, you will learn about checking the granted shares in Microsoft 365. The video covers how to view and manage the permissions and access rights that have been granted to others for your documents or folders.
This will help you ensure that only the intended individuals have access to your shared content and maintain the security of your information.

2:27
1330 views

Restricting a document to read-only mode (Extract a document)

In this video, you will learn how to restrict a document to read-only mode by extracting it.
This feature is useful when you need to edit a document on your SharePoint site while ensuring that no one else can make changes, even if it is shared for co-editing.
To extract the file, select it and choose "check out." Once extracted, a red tick will appear next to the document's name, indicating that you have exclusive editing rights.
Your employees will see a gray icon next to the file, indicating that it has been extracted and who extracted it.
When your employees open the document, it will open in reading mode, preventing any changes.
They will receive a message informing them that the document has been extracted.
If you want to allow your employees to edit the document again, you can switch it to "check in" mode and add a comment to clarify the changes you have made.
These comments will be available in the document's version history.
If you don't want to keep the changes made or if you haven't made any changes and want to make the document available to other colleagues, you can cancel the checkout extraction.
This will ensure that none of the changes you may have made to the document will be added to the version history.
Restricting a document to read-only mode by extracting it provides you with control over who can make changes, ensuring the integrity of your document.

2:05
1388 views

Restoring an earlier version of your document

In this video, you will learn about restoring an earlier version of your document in Microsoft 365. The video covers how to access the version history of your document, view previous versions, delete specific versions, and restore a previous version.
This will help you retrieve information, verify changes made to the document, and manage the versions effectively.

1:50
1477 views

Recovering deleted items (Recycle bin and Second-stage recycle bin)

In this video, you will learn about recovering deleted items using the Recycle Bin and Second-stage Recycle Bin in SharePoint.
The video covers how to access the Recycle Bin on both SharePoint communication sites and SharePoint team sites, as well as the necessary permissions required.
It demonstrates how to restore a document from the Recycle Bin and explains that if the document was contained in a deleted folder, SharePoint will automatically recreate it.
The video also mentions the option to remove a document from the Recycle Bin, which sends it to the Second-stage Recycle Bin.
It emphasizes the importance of visiting the Second-stage Recycle Bin if a document cannot be found in the main Recycle Bin.
However, it warns that if a document is deleted from the Second-stage Recycle Bin, it will be permanently deleted and cannot be restored after 93 days.
This knowledge will help you effectively recover deleted items in SharePoint and avoid permanent deletion.

2:18
1767 views

Creating a permission group

In this video, you will learn about creating a permission group in Microsoft 365. The video covers how to easily assign the same level of permissions to multiple people on your website or team site.
It demonstrates how to navigate to the site settings, select site permissions, and create a new group.
You can name the group, add a description, choose an owner, and specify who can view and edit the membership.
The video also explains how to define membership request rules and choose a permission level for the group.
Creating a permission group will help you efficiently manage and collaborate with multiple users while ensuring the right level of access.

3:53
1221 views

Creating a personalized permission level

In this video, you will learn about creating a personalized permission level in SharePoint.
The video covers how to control who can edit your site and how to assign permissions to groups of users.
This will help you customize the permissions for different teams or departments in your organization.
By following the steps outlined in the video, you will be able to create a new permission level with specific actions and permissions tailored to your needs.
This personalized permission level can then be assigned to the relevant groups in SharePoint.

2:46
1408 views

Targeting content using a specific audience

In this video training on accessibility in your day-to-day life, you will learn about the design rules, best practices, and tools to improve the accessibility of your documents.
The video covers topics such as using accessible templates in Office 365, checking accessibility in Excel, Outlook, Word, and PowerPoint, and improving email accessibility.
By following these guidelines, you will be able to make your documents more readable for blind individuals, add accessible tables and lists, and make your Outlook signature accessible.
This training will help you improve the design of your documents in terms of accessibility and make your work environment more inclusive for all.

3:35
1318 views

Viva Connections in Microsoft Teams

In this video, you will learn about Viva Connections in Microsoft Teams.
The video covers the features and benefits of Viva Connections, including how it improves communication and access to company information.
It explains how to create a team site in Viva Connections, integrate it with Microsoft Teams, and add and share the app with your coworkers.
This will help you improve access to information within your business and enhance employee collaboration.

0:58
2026 views

View All Tutorials