Share SharePoint files or folders in Office 365

Share SharePoint files or folders in Office 365

The files you store on a SharePoint site are usually available to everyone with permissions to the site, but you may want to share specific files or folders with people who don't otherwise have access to the site. When you share files and folders, you can decide whether to let people edit or just view them. You can stop sharing at any time.

(Want to share the entire site?)

Share a file or folder

Here's how you share files or folders in SharePoint:

  1. Select the file or folder you want to share, and then select Share.

    Screenshot of sharing dialog box showing a sharing link for people inside the organization.

  2. (Optional) Click the drop down list to change the type of link. The Details pane opens, where you can change who can access the link and whether people can edit the item you’re sharing.

    Options for Who would you like this link to work for (options vary based on admin settings):

    • Anyone gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization.

    • People in <Your Organization> gives everyone in your organization access to the link, whether they receive it directly from you or forwarded from someone else.

    • Specific people gives access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link.

    By default, Allow editing is turned on. If you want people to only view your files, uncheck the check box.

    When you're done, click Apply.

  3. Enter the names of the people you want to share with and a message, if you want.

  4. When you’re ready to send the link, click Send.

Get a link to a file or folder that you can copy

Another way to share is to get a link to a file or folder that you can copy and paste in a text message or on a website. People you share these links with can also forward your link to others.

  1. In SharePoint, click Copy link. The link is automatically copied to your clipboard.

    Screenshot of the copy link dialog box

  2. (Optional) Click the drop down list to change the type of link. The Details pane opens, where you can change who can access the link and whether people can edit the item you’re sharing.

    Options for Who would you like this link to work for (options vary based on admin settings):

    • Anyone gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization.

    • People in <Your Organization> gives everyone in your organization access to the link, whether they receive it directly from you or forwarded from someone else.

    • Specific people gives access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link.

    By default, Allow editing is turned on. If you want people to only view your files, uncheck the check box.

    When you're done, click Apply.

  3. Paste the link (Ctrl+V) to wherever you want, such as a text message or on a website.

Notes: 

  • The permission granted by a sharing link lasts only as long as the link exists. For example, when a link is disabled, access is revoked (though people may still have access to the file via other means).

  • When Allow editing is selected: After they sign in, people in your organization can edit, copy, or download the files. When Allow editing isn’t selected, people in your organization can view, and may be able to copy or download the files.

  • You may be able to share files with external users (people not on your network) by inviting them as “Guests,” or by creating and posting guest links. These links are available by default in Office 365, but administrators can disable external sharing for your sites. For details, see Share sites or documents with people outside your organization.

  • Site administrators can restrict sharing so that only owners can share files and sites. For information about an admin can enable sharing links, see Video: Share a site without access request.

  • If site administrators have not restricted sharing, any user with Edit permissions to a file or folder can share that file or folder with others by clicking Share or Copy link. Users who don't have edit permissions can use Copy link to get a link that will work for users who already have permissions to the file or folder.

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