How To Share Files From Sharepoint?
Sharing files with colleagues, team members, and other external stakeholders is essential to collaborating with each other. SharePoint is a great platform to store and share documents, but if you’re not familiar with it, it can be tricky to learn how to use it effectively. This article will provide you with a step-by-step guide on how to share files from SharePoint, so you can get started collaborating quickly and efficiently.
- Navigate to the Sharepoint site you’d like to share a file from.
- Locate the file you’d like to share and click it.
- Click on the “Share” button located in the top right corner of the file.
- Type in the email address of the person you’d like to share the file with.
- Choose the level of access you’d like to give the person you’re sharing the file with.
- Click “Send” to share the file.
How to Share Files From Sharepoint?
SharePoint is an online document storage and collaboration platform from Microsoft. It allows users to share, store and collaborate on documents, spreadsheets and other files in real time. With SharePoint, users can easily share files with other users and groups, and control who has access to the files. Here’s how you can share files from SharePoint.
Step 1: Log in to SharePoint
The first step in sharing files from SharePoint is to log in to the SharePoint site. You can log in using your existing Microsoft account or create a new one. Once you’ve logged in, you’ll be able to view the files and documents in the SharePoint library.
Step 2: Select the File to Share
Once you’re logged in to SharePoint, you can select the file or document that you want to share. To select the file, simply click on it in the library. You can also use the search bar to find specific files or documents. Once you’ve selected the file, click the Share button.
Step 3: Set Permissions
When you click the Share button, a new window will open with a list of options. Here, you can choose who you want to share the file with, and you can also set the level of access that they have. For example, you can give someone “view only” access, or you can give them full editing privileges. You can also set expiration dates for the file, and you can even set a password for the file.
Step 4: Customize the Link
Once you’ve set the permissions for the file, you can customize the link that you share with others. You can add a message to the link, and you can also choose whether or not the link should expire. You can also choose whether or not to require a password for the link.
Step 5: Send the Link
Once you’ve customized the link, you can now send the link to the people you want to share the file with. You can send the link via email, or you can copy and paste the link into a chat window. You can also post the link on social media or other websites.
Step 6: Track Activity
Once you’ve sent the link, you can track activity around the link. SharePoint will track who has clicked on the link, when they clicked it, and how often they’ve accessed the file. This will help you better understand who is using the file, and how often they’re using it.
Step 7: Manage Permissions
Once you’ve sent the link, you can also manage the permissions for the file. You can change the level of access for each person who has access to the file, and you can also add or remove people from the list of people who have access to the file.
Step 8: Update the File
If you need to update the file or make changes to it, you can do so from the SharePoint library. You can make changes to the file, and then share the updated version with the same link. This will ensure that everyone who has the link will have access to the most up-to-date version of the file.
Step 9: Delete the File
If you no longer need to share the file, you can delete it from the SharePoint library. This will ensure that no one else can access the file. You can also delete the link itself, which will prevent anyone who has the link from being able to access the file.
Step 10: Archive the File
Finally, you can archive the file in the SharePoint library. This will allow you to keep a copy of the file, but it won’t be visible to anyone who has the link. This is a great way to store files that you no longer need to share, but that you might need to access in the future.
Frequently Asked Questions
What is SharePoint?
SharePoint is a cloud-based web platform from Microsoft that provides businesses and organizations with a secure way to store, share and manage information. It is a powerful collaboration tool that combines intranet, extranet and content management features. SharePoint can be used to store, organize and share documents, images, videos and other files. It also provides access to a wide range of tools, such as workflow automation, business intelligence, enterprise search and enterprise content management.
How do I share files from SharePoint?
Sharing files from SharePoint is easy. You can invite users to view and edit documents, share folders, and publish documents to the web. You can also share documents with external users by setting up external access and setting up individual user permissions. You can also share documents via email or by using the SharePoint mobile app. To share a file, select it in the SharePoint library, click on the “Share” button, and add the user or users to the permissions.
What are the advantages of using SharePoint?
SharePoint offers a wide range of advantages for businesses and organizations. It provides a secure, cloud-based platform for storing, sharing and managing information. It also offers a wide range of tools for collaboration, such as workflow automation, business intelligence, enterprise search and enterprise content management. It is also easy to use and can be used on multiple devices.
Are there any security risks associated with SharePoint?
Yes, there are security risks associated with SharePoint. It is important to ensure that users have the appropriate permissions to access and edit documents, and that all documents are stored securely. It is also important to ensure that all users have up-to-date security software and that all data is backed up regularly.
Can SharePoint be used to store large files?
Yes, SharePoint can be used to store large files. SharePoint offers a number of options for storing files, including file sharing, document libraries, and third-party storage solutions. SharePoint has a 2GB file size limit for files stored in document libraries and a 10GB file size limit for files stored in file sharing. You can also use third-party storage solutions, such as OneDrive for Business and Google Drive, to store larger files.
Sharing files from SharePoint is a great way to collaborate and make sure everyone in the team has access to the same information. It is a secure platform for file sharing and allows for the efficient management of large amounts of data. With the tools and features of SharePoint, users have the ability to easily share and access their files from any device, including mobile devices. With its secure and reliable features, SharePoint is the ideal platform for file sharing and collaboration.
