Last updated: 10-10-2018

Even though files are stored in SharePoint, there might still be times when you want to explicitly share them with someone. That might just involve telling somebody who already has access to the files, that you have a new version that you would like them to look at. Or it might be sharing a file with somebody who is outside of the organisation. Below are step by step instructions for sharing files or folders from SharePoint to cover 3 different situations:

Anonymous sharing - this is where you can just get a link to a file or folder and send it to anyone, inside or outside of the organisation. Obviously this is the least secure method, in particular as that link will work for anyone that it might be forwarded on to. Your SharePoint administrator will have to have enabled anonymous sharing on your SharePoint site for this option to be available. If the option is greyed out them you'll have to contact that SharePoint Administrator to ask if you can have it enabled.

Sharing with Specified People - this is where you can get a link to a file or folder, but that link will only work for the people that you specify. This is particularly useful where you want to share the file with someone outside of the organisation, but you only want that person to have access. You can also see what it is like for the person who receives the e-mail and how they can access the shared file

Sharing with People in your Organisation - this is where you can get a link to share a file or folder with anyone who has an Office 365 login for your organisation. This makes it easy to share a file more widely within your organisation (i.e. beyond the group of people who already have access to your SharePoint site), but means that the link will not work for anyone outside of the organisation.

People with Existing Access - This creates 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. Essentially you are just providing them with a helpful link to find the document. The process for using this option is very similar to the those above, and so no step-by-step instructions are provided for it below. Once you've got the hang of the other methods you'll find this is basically the same.

 

Anonymous Sharing 

Select the file that you wanted to attach to an e-mail and send to someone.

Click on Share

 Select File - Share

First you need to select what kind of sharing link you want to create. To do this click the top selection box, as highlighted

Exactly what is displayed in this selection box will depend on the defaults that have been configured for your SharePoint site. Don't worry about exactly what is displayed, just click on the box so you can configure sharing as you require.

 Select type of link

To share a file anonymously select Anyone

If this link is greyed out, then anonymous sharing has been disabled for your tenancy or SharePoint site. You will need to contact your SharePoint administrator to ask for anonymous sharing to be enabled.

This creates a link that anyone can use to access the document or folder, even if they're not logged in to Office 365 or OneDrive. Use this to share with anyone, inside or outside your company. Remember this link can also be forwarded on to anyone and will work for them.

Select or clear the Allow editing check box depending on what type of access you want to allow.

When sharing with Anyone you can also select a date when you would like the link to expire, automatically revoking access.

If you are not allowing editing, you can also choose whether to Block Download of the fileToggle the setting on or off as required.

Depending on how your SharePoint site has been configured, the length of time you can select will vary. If the period available is not long enough then you will need to get in touch with your SharePoint administrator 

When your settings are complete click Apply.

 

 

 sharepoint share file anyone 03

As you are sharing the file anonymously you might just want to copy a link to the file that you can then distribute however you prefer.

Just click on Copy link to get a link that you can use.

If you prefer you can send the link directly from within SharePoint by typing in the e-mail addresses of the people you wish to share the file with. Add a message if you want and click send.

Finally, if you prefer you can click on the Outlook link to immediately open Outlook which will automatically have the link embedded into an e-mail.

 Send Link Anyone
If you clicked on Copy Link, then now just click Copy to get the link so you can paste it into other files, for example an e-mail.   Copy sharing link
 What Does it Look Like for the Recipient

 

As you are sharing the file anonymously, then anyone that gets the link will be able to access the file. If you chose to send the link to someone by e-mail, they will just get an e-mail with a link to open the document. Clicking on the link will open the document without any further verification of identity required. Remember that they could forward this link on to anyone, and that new person would also have access as it is an anonymous link. Link for file shared anonymously

 

Sharing with Specified People 

Select the file that you wanted to attach to an e-mail and send to someone.

Click on Share

 Select a file to Share
 

First you need to select what kind of sharing link you want to create. To do this click the top selection box, as highlighted

Exactly what is displayed in this selection box will depend on the defaults that have been configured for your SharePoint site. Don't worry about exactly what is displayed, just click on the box so you can configure sharing as you require.

 Choose Type of Sharing link
 

To share a file with only certain people select Specific People

This creates a link that will only work for the specific people you send it to. This link can be used to share documents with people both inside and outside of your organisation. If you are sharing outside of your organisation, the recipient will have to verify who they are before they can access the share, as shown below.

Select or clear the Allow editing check box depending on what type of access you want to allow.

In this example we will be sharing a file with a specific person who is outside of our organisation, and we will not be allowing them to edit the file.

Toggle the Block download switch on or off, depending on whether you want to stop the recipient being able to download the file or not.

When your settings are complete click Apply.

 sharepoint share file specific 03
 

In this example we will be sharing a file to a specific person outside of our organisation.

Type in the e-mail address for the person that you want to share the file with. If you are sharing with multiple people add the additional addresses.

If you want to send the file directly from SharePoint, you can type in a quick message and click Send.

If you would prefer to compose a longer e-mail, or you need a link for an e-mail you have already composed, click on either Outlook or Copy Link

 Enter recipients details and message, then send
 

Clicking Copy Link will produce a link that you can copy and paste into an e-mail. Remember this link will only work for the e-mail addresses you specified earlier

 copy specific link
What Does it Look Like for the Recipient

If you are sharing the file with specific people within your organisation, then as long as they are signed in to their school Office 365 account, they will be able to access the file via a link sent in an e-mail. However, when you share a file with specific people outside of your organisation they will have to provide some additional verification to prove they are the intended recipient before they can access the shared files. This shows you what that process is like. 

The recipient will get an e-mail informing them that a file has been shared with them. It will include the message that you wrote.

They need to click on Open to see the file.

 Open shared file

The recipient needs to enter their e-mail address to verify their identity.

They then need to click Next.

 verify e-mail

Next, the recipient will be e-mailed a code to the e-mail address that they entered. They will need to get this code and type it into box as requested.

Then they need to click Verify

 Enter verification code
The recipient will then get access to the document that you have shared with them The file will open 

 

 Sharing with People in your Organisation 

Select the file that you wanted to attach to an e-mail and send to someone.

Click on Share

Select file to share

First you need to select what kind of sharing link you want to create. To do this click the top selection box, as highlighted

Exactly what is displayed in this selection box will depend on the defaults that have been configured for your SharePoint site. Don't worry about exactly what is displayed, just click on the box so you can configure sharing as you require.

sharepoint share file internal 02

To share a file internally select People in <organisation name>

This creates a link that will only work for someone who is part of your organisation and has an associated login to Office 365. 

Select or clear the Allow editing check box depending on what type of access you want to allow.

Toggle the Block download switch on or off, depending on whether you want to stop the recipient being able to download the file or not.

When your settings are complete click Apply.

sharepoint share file internal 03

If you want to send a sharing invitation to certain people, type in their e-mail addresses. Add an optional message and then click Send

If you want to create a longer e-mail, and maybe send to all people on a company distribution list, click Outlook.

If you just want a link to use somewhere else click Copy Link

Share file internally
If you clicked on Copy Link, then now just click Copy to get the link so you can paste it into other files, for example an e-mail. Remember the link will only work for people who are internal too your organisation. Copy Link

 

What Does it Look Like for the Recipient

If you are sharing the file with people in your organisation, then as long as they are signed in to their school Office 365 account, they will be able to access the file via any link you might send to them. Also, as you have shared the file with anyone in your organisation, it will appear in the Shared > Shared with me folder in each persons OneDrive. So anyone in the organisation will be able to access the file whereever it is surfaced within Office 365 - e.g. if a person searches for it.


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