There are multiple methods for sharing files and folders: sharing a link and granting access. If a link is shared, then that link will be copied to your computer's clipboard and can be pasted where desired. If access is granted, an email including a link can be sent to those you are granting access.
It's recommended to use the share a link option, if your use case includes situations where a link needs to be referenced, such as: in notes, in a shared resource, in a posting, or in a message.
Sharing a Link
- Click the circle to the left of the folder or file you wish to share, then click: Copy link.
- Click the three dots in the top bar, if Copy link is not visible by default.
- Choose the type of link you wish to share, set optional More settings, then click: Apply.
- People in University of Kansas
- This is the default link type, that anyone at KU can use to view the file or folder.
- Only people with existing access
- This is the recommended link setting and when sharing with a member of the site.
- See article: Microsoft SharePoint - Site Access for information detailing how to share a site.
- for information on adding members and users to a SharePoint site.
- People you choose
- Share with specific people inside or outside of our organization.
- A Link copied window will appear. The link is now copied to your clipboard and can be pasted into the location of your choice by right-clicking and choosing Paste. Close the window by clicking: X in the top-right.
- If you wish to adjust any settings of the link, click: Settings to return to step 2 above.
- If you wish to view the links created for a file or folder, click the circle to the left of the folder or file you wish to share, then click: Manage access.
- Click the three dots in the top bar in order to see Manage access, if it is not visible by default.
- Click: Links in the Manage Access window. A list of links for the file or folder will appear. The settings of the link can be adjusted by clicking the cog icon to the right of the link, and the link can be deleted and rendered invalid by clicking the trashcan icon. When finished, click the X in the top-right of the window.
Granting Access
- Click the circle to the left of the folder or file you wish to share, then click: Manage access.
- Click the three dots in the top bar in order to see Manage access, if it is not visible by default.
- Click the Grant Access icon in the top-right of the Manage Access window.
- Enter the individual, group, or email you wish to share the folder or files, click the pencil icon to toggle between granting rights to can edit, can view, [can view] can't download, add an optional message, check the Notify people box to notify those receiving access, then click: Grant access.
- A window notifying access has been granted will appear, click the X in the top-right to close it.
- If you wish to view the individuals and/or groups that have access to a file or folder, click the circle to the left of the file or folder, then click: Manage access.
- Click the three dots in the top bar in order to see Manage access, if it is not visible by default.
- Click: People or Groups within the Manage Access window, then view those who have access listed under identified as owners.
- The individual or group's access is listed below Ways this person has access, and includes both links, which is covered in the "Sharing Links" section above, and their level of Direct Access.
- These steps detail modifying direct access. For information about managing links, go to the "Sharing Links" section above.
- To make changes to an individual or group's access, click: Direct Access, then make a selection from among: Can edit, Can view, Can't download, or No direct access, then click: Apply.
- Selecting No direct access will remove the individual or group's access, but not via any links. If link access should be revoked, reference step 5 of the "Sharing Link" section above.
- Once all changes have been made, click: the X in the top-right of the Manage Access window.
