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How to share files in SharePoint

In this article, we are going to learn how we can share SharePoint files and folders externally as well as internally using SharePoint web interface.

How to share SharePoint files with internal users

  • Go to your SharePoint site and open the document library where the file is located.
  • Click on the file or folder you want to share.
  • In the toolbar, click the Share button. You will see a window with sharing options.
  • Enter the email addresses of the individuals or groups you want to share with.
  • Choose between view-only or edit permissions.
  • Decide if you want to allow editing, or can view only, or can view but block download access.
  • Click Send to share the file or folder. The recipients will receive an email with the link.

How to share SharePoint files with external users

Sharing files with external users in SharePoint requires some setup at the tenant and site level to ensure that sharing is allowed. Here’s a step-by-step guide:

Step 1: Check External Sharing Settings

Tenant Level:

· Go to the SharePoint Admin Center from Microsoft 365 Admin Center.

· Click on Policies and then Sharing.

· Ensure that external sharing is set to "Anyone," "New and existing guests," or "Existing guests" depending on your organization's needs.

· Save the settings.

Site Level:

· In the SharePoint Admin Center, navigate to the site collection you want to share from.

· Go to Active Sites >> Select the Site and then Click on Sharing.

· You can also click on the site then go to Settings tab and change the External file sharing option.

· Ensure sharing is allowed and matches the tenant settings.

Step 2: Share Files or Folders

Using SharePoint Web Interface:

  • Navigate to the document library containing the file(s) you wish to share.
  • Click on the file or folder that you want to share.
  • In the toolbar, click on Share.
  • Enter the external user's email address.
  • Configure Access Settings:
  • Permission Level: Choose between Can edit, Can View and Can’t download.
  • Expiration and Other Settings:
    • Click on Settings icon.
    • Here, you can set the Expiry Date (after this date, this particular file sharing will be disabled) and Password (You need to send password to the use separately).
  • Click Send. The external user will receive an email invitation to access the shared content.

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