Link Settings:
- People in <Organization> with the link:
- When sharing a link internally, if you select "People in your organization", anyone with an email address that matches your organization, @vc3.com for example, they will be able to use your link. This is helpful for documents that need to be shared with large groups or for documents that can be accessed for all users in your organization.
- People with existing access:
- This link is very important for SharePoint. This should be your default option. By selecting this option, you are simply sending a link to someone that already has access to the document without changing permissions on it.
- Specific people:
- This link is used to update access to the document for specific people. By using this option, you are saying you would like to give access to the people you name.
Other Settings:
Based on the link settings you choose, you will have other additional settings you can select.
- Allow Editing:
- By checking this option, the link you send will give the recipients Edit permissions to the document
- If you would like them to be able to edit, but approve their changes before they get added to the document, select the option for “Open in review mode only”
- By checking this option, the link you send will give the recipients Edit permissions to the document
- Read Only:
- Uncheck Allow Editing to make the document read only. This will only allow the recipient to view the document with the link provided.
- To go a step further, you can also block them from downloading the document by selecting Block Download.
- Uncheck Allow Editing to make the document read only. This will only allow the recipient to view the document with the link provided.
Send link via Outlook or Copy Link to clipboard
Navigate to the document you wish to invite someone to collaborate on. You can share before opening a document or after it has been opened. There are multiple options for each method, all options open the same dialog.
- Without Opening the Document:
- Select the Share icon next to the ellipses menu (square with an arrow).
- Select the ellipses on the document and then select Share.
- Select the file by checking the checkmark circle next to it, and select Share from the top menu.
- After the Document is Open:
- Select Share in the top right underneath your Account information.
- Select File > Share > Share with People.
Best Practice
When sharing document within your organization, send a link as opposed to an attachment. This will ensure the recipient will receive the latest version of the document.
When sharing with users that already have access, ensure you select “People with Existing Access” so as to not update permissions on the document.
Send via Outlook:
Update your link settings to your specifications, then if required, add the person(s) you would like to send to and send. This will send them an email with a link to the document.
Copy to Clipboard:
Update your link settings to your specifications, then if required, add the person(s) you would like to send to and paste the link to send via another method like direct message.