Share SharePoint Files or Folders

This article provides instructions on how to share files or folders from a SharePoint site with others, both inside and outside the Vanderbilt University organization. Sharing allows team members to collaborate seamlessly while ensuring secure access to resources.

• Vanderbilt University Community

  • Faculty and Staff

  • Graduate and Professional Students

• VUIT Internal Knowledge  

• Have access to a SharePoint site.

• Have proper permissions to share files or folders.

• Have knowledge of who needs access to the files or folders (internal or external users).

SharePoint makes it easy to share files and folders with others for collaboration. Whether you're sharing a single document or an entire folder, you can control who can view, edit, or share the content.

There are several methods for sharing content in SharePoint, and this guide will walk you through the different options available for both internal and external sharing.

Step 1: Navigate to the File or Folder You Want to Share

1. Log in to SharePoint:

   • Open SharePoint and sign in with your Microsoft 365 account.

2. Access the Document Library:

   • Go to the SharePoint site where the file or folder is stored.

   • Open the Document Library that contains the file or folder you wish to share.

3. Select the File or Folder:

   • Hover over the file or folder you want to share, then click the three-dot menu or right-click to bring up the context menu.

Step 2: Share the File or Folder

1. Click 'Share':
   • In the context menu, select Share to open the sharing options.

Step 3: Choose Your Sharing Settings

1. Select Who to Share With:

   • You can choose from several sharing options depending on the permissions you want to assign:

     • Anyone with the link: Allows anyone with the link to access the file or folder. You can further restrict this by setting view or edit permissions.

     • People in Vanderbilt: Limits access to people within the Vanderbilt University organization.

     • Specific People: Allows only specific individuals (internal or external) to access the content.

2. Set Permissions:

   • Under Permissions, you can choose whether recipients can edit or view the file or folder:

     • Allow Editing: Grants users permission to edit the file.

     • Uncheck 'Allow Editing': Limits users to view-only access.

3. Add Expiration Date or Password (Optional):

   • For added security, you can set an expiration date for the link or add a password to protect it.

4. Enter Names or Emails:

   • In the Enter a name or email address field, type the names or emails of the people you want to share the file or folder with.

5. Add a Message (Optional):

   • You can add a personal message for the recipient, explaining what the file or folder is and any specific instructions.

Step 4: Send the Sharing Link

1. Click 'Send':

   • Once you’ve configured the sharing settings, click Send to share the file or folder. The recipients will receive an email with the link and instructions for accessing the content.

Step 5: Manage Access After Sharing

1. View or Update Sharing Settings:

   • After sharing the file or folder, you can always view and update who has access by going to the file or folder, clicking the three-dot menu, and selecting Manage access.

2. Stop Sharing:

   • If you no longer want someone to have access, you can stop sharing by removing their access from the Manage access panel.

• Use 'Specific People' for External Sharing: To maintain tighter security, choose to share files or folders with specific people when dealing with external partners, limiting access to only those intended recipients.

• Use Expiration Dates for Temporary Access: Set an expiration date for links that are shared externally to automatically remove access after a set period.

• Regularly Review Shared Items: Periodically review who has access to files and folders and update sharing settings if needed.

• Shared files are updated in real-time. Any edits or changes made by someone with editing permissions will reflect immediately.

• Recipients of your shared files or folders do not need a SharePoint account if you use the Anyone with the link option.

Microsoft - Share SharePoint files or folders