Share a File or Folder

This is one of the main features of SharePoint, it’s in the name after all. You can share files or entire folders with other users inside and outside of your organization.

Share an Item

Select the item you want to share and click on the share icon in the row or from the ribbon.

This will open up the Send link menu and there are quite a few options available.

1. Select who should be able to access the item. Depending on which option you select, other sharing options will become available like allowing editing, opening in review mode, setting an access expiration date, setting a password or blocking downloads.
2. Enter the email address or groups you want to share the item with.
3. Add a message to the users regarding the item you are sharing with them. This is only relevant if you use the Send button.
4. Use either the Copy link, Outlook or Send buttons to Share the file.
   • Copy link will allow you to copy and paste a link that you can manually share with the relevant users.
   • Outlook will open a pre-populated email with the sharing link so you can send the invite from your own email address. You can edit this email before you send it.
   • Send will send an email to the user with the details of the shared item including any message from 3. This email will automatically send from your account and you won’t be able to edit it before it’s sent.

Note when sharing a folder the recipients will gain access to all files in the folder as well as all files in any subfolders. For this reason it might be more prudent to share individual files.

Remove Access to a Shared Item

You can see who has access to an item or revoke any access you have previously granted via a shared link.

Click on the three dots icon for the selected item and choose Manage access from the options.

This will open a window pane which lists all the links giving access to the item. Click on the three dots next to the link which you want to revoke.

Then click on the X next to the link to remove it.