How To Share A Document On Sharepoint?

Sharing documents is a crucial part of many workflows, and Sharepoint is a powerful tool for managing and sharing documents. However, for those who are unfamiliar with the platform, understanding how to share a document on Sharepoint can be daunting. In this article, we’ll provide an easy-to-follow guide on how to share a document on Sharepoint so you can get started quickly and efficiently.

How to Share a Document on Sharepoint?

SharePoint is a popular content management platform for businesses that makes it easy for teams to collaborate and share information. With SharePoint, you can easily upload, share and manage documents from a central location. In this article, we’ll explain the step-by-step process of sharing a document on SharePoint.

Step 1: Creating a Document Library

The first step in sharing a document on SharePoint is to create a document library. A document library is a special type of folder that is used to store and organize documents. To create a document library, simply click on the “Library” tab at the top of the SharePoint page and select “Create a Library.” Once the library is created, you can upload documents to it using the “Add” button.

It’s important to note that in order to share a document, you must first upload it to a document library. You can’t share a document directly from your computer. Once the document is uploaded, you can then share it with other users.

Step 2: Setting Permissions

The next step in sharing a document on SharePoint is to set permissions. Permissions determine who has access to the document and what kind of access they have. To set permissions, click on the “Library” tab and select “Manage Permissions.” Here, you can add users to the library and assign them permissions such as “Read,” “Write,” and “Manage.”

It’s important to note that setting permissions is a critical step in sharing a document on SharePoint. Without the proper permissions, users may not be able to view or edit the document.

Step 3: Sharing the Document

Once you have created a document library and set permissions, the next step is to share the document. To do this, click on the “Share” button next to the document. This will open a window where you can enter the names of the people or groups you want to share the document with. You can also add a message if you wish.

Once you have shared the document, users will be able to access it by clicking on the “Shared with Me” tab. From here, they can view, edit, and manage the document.

Step 4: Tracking Changes

Once you have shared the document, it’s important to track any changes that are made to it. To do this, click on the “Library” tab and select “Version History.” Here, you can view all the changes that have been made to the document, as well as who made them.

Tracking changes is a critical step in sharing documents on SharePoint. It helps ensure that everyone is on the same page and that no important changes are lost.

Step 5: Managing Access

The last step in sharing a document on SharePoint is to manage access. This involves managing the permissions that have been set for the document. To do this, click on the “Library” tab and select “Manage Access.” Here, you can view and change the permissions for the document, as well as remove users who no longer need access.

Managing access is a critical step in sharing a document on SharePoint. It ensures that only authorized users have access to the document and that the document is secure.

Step 6: Syncing to Other Devices

Once you have shared the document, you may want to sync it to other devices. This is a great way to ensure that everyone has access to the latest version of the document. To do this, click on the “Library” tab and select “Sync.” Here, you can select the devices you want to sync the document to.

Syncing documents to other devices is an important step in sharing documents on SharePoint. It ensures that everyone has the latest version of the document and that no changes are lost.

Step 7: Sharing a Link

The final step in sharing a document on SharePoint is to share a link. To do this, click on the “Share” button next to the document and select “Get a Link.” This will generate a link that you can copy and share with others. When someone clicks on the link, they will be taken to the document on SharePoint.

Sharing a link is a great way to make sure that everyone has access to the document. It also ensures that no one can make changes to the document without your permission.

Step 8: Viewing the Document

Once you have shared the document, users will be able to view it by clicking on the “Shared with Me” tab. Here, they can view the document and make changes, depending on the permissions that have been set.

Viewing the document is an important step in sharing documents on SharePoint. It ensures that everyone has access to the latest version of the document.

Step 9: Editing the Document

If users have the proper permissions, they will be able to edit the document. To do this, click on the “Edit” button next to the document. This will open the document in the appropriate application (such as Word or Excel). From here, users can make changes to the document.

Editing the document is an important step in sharing documents on SharePoint. It ensures that everyone is on the same page and that no important changes are lost.

Step 10: Saving the Document

Once users have finished making changes to the document, they must save it. To do this, click on the “Save” button in the application. This will save the document to the document library and make the changes available to other users.

Saving the document is an important step in sharing documents on SharePoint. It ensures that everyone has access to the latest version of the document.

Related Faq

What is Sharepoint?

Sharepoint is a web-based collaboration platform developed by Microsoft. It is used to store, manage, and share documents and other files within an organization or between multiple organizations. Sharepoint also includes features such as workflow automation, task management, and content management.

Sharepoint is commonly used by businesses, organizations, and educational institutions to facilitate collaboration and communication among members.

How Do I Share a Document on Sharepoint?

Sharing a document on Sharepoint is a relatively simple process. First, you need to log in to your Sharepoint account and navigate to the document library where you want to upload your document. Once you have located the library, click the “Upload” button in the top-right corner of the library.

On the “Upload Document” page, select the document you want to share, and enter a title and description for the document. Once you are done, click the “Share” button at the bottom of the page. You will then be presented with a list of users who have access to the document. You can use this list to add or remove users from the document.

How Do I Edit a Document on Sharepoint?

Editing a document on Sharepoint is relatively easy. First, you need to log in to your Sharepoint account and navigate to the document library where the document is located. Once you have located the library, click on the document to open it.

On the “Edit Document” page, you will be presented with a set of editing tools. These include tools such as text formatting, image editing, and more. You can use these tools to make changes to the document, and when you are finished, click the “Save” button at the top-right of the page. The changes will then be saved to the document and shared with the users you have given access to the document.

How Do I Share a Document With a Specific Person on Sharepoint?

Sharing a document with a specific person on Sharepoint is a straightforward process. First, you need to log in to your Sharepoint account and navigate to the document library where the document is located. Once you have located the library, click on the document to open it.

On the “Share Document” page, you will be presented with a list of users who have access to the document. To share the document with a specific person, click on the “Share” button in the top-right corner of the page. On the “Share With” page, enter the users name or email address, and then click the “Share” button. The user will then be added to the list of users who have access to the document.

How Do I View a Shared Document on Sharepoint?

Viewing a shared document on Sharepoint is a simple process. First, you need to log in to your Sharepoint account and navigate to the document library where the document is located. Once you have located the library, click on the document to open it.

On the “View Document” page, you will be presented with the document in its original format. You can view the document as you normally would in any other program, such as Microsoft Word. You can also click the “Share” button at the top-right of the page to view the list of users who have access to the document.

How Do I Delete a Document on Sharepoint?

Deleting a document on Sharepoint is a simple process. First, you need to log in to your Sharepoint account and navigate to the document library where the document is located. Once you have located the library, click on the document to open it.

On the “View Document” page, you will be presented with the document in its original format. To delete the document, click the “Delete” button at the top-right of the page. You will then be presented with a confirmation dialog box. Click the “Delete” button to confirm the deletion. The document will then be permanently deleted from the Sharepoint library.

Sharing a document on SharePoint can be a simple and effective way to collaborate with colleagues or store important documents. From creating a new document to uploading a file from your computer, the steps are straightforward and easy to follow. With its many features and capabilities, SharePoint is an ideal solution for creating and storing documents for work, school, or personal use. Now that you know how to share a document on SharePoint, you can easily collaborate with others and access your files whenever you need them.

Happy Sharing!