Overview
SharePoint allows employees to share files and folders with colleagues so they can access information and collaborate. Sharing options determine who can open the content and whether recipients can view or edit it.
This article explains how to share a file or folder, review sharing settings, manage access, and troubleshoot common sharing problems.
Key Information
- You must have appropriate permissions to share files or folders.
- Sharing options depend on the SharePoint site's configuration and your permissions.
- You can share individual files or entire folders.
- Recipients must have the appropriate access permissions to open shared content.
- Sharing a link does not automatically guarantee that everyone who receives it can access the content.
- Share content only with the people who need access, and select the appropriate permissions for the task.
📝 Note: Sharing options may vary by SharePoint site. Northwood Technical College settings may limit which people or groups you can share with and which link types are available.
Prerequisites
Before you begin, ensure you have:
- An active Northwood Technical College account.
- Access to the SharePoint site containing the file or folder.
- Permission to share the content.
- The name of the person or group who needs access, if sharing with specific people.
Instructions
Share a File or Folder
- Go to MyCampus.
- Search for and click SharePoint.
- If prompted, sign in using your Northwood Technical College account.
- Open the SharePoint site containing the file or folder.
- Navigate to the appropriate document library or folder.
- Locate the file or folder you want to share.
- Select the item and click Share. If the option is not immediately visible, open the item's More options menu (three dots).
- Review the sharing settings.
- Select the appropriate link or recipient option available to you.
- Enter the names or email addresses of the intended recipients, if prompted.
- Review the available permissions and select the appropriate access level.
- Click Send or the available confirmation option to complete sharing.
Copy a Sharing Link
Use this option when you need to send a SharePoint link through email, Microsoft Teams, or another communication method.
- Open the SharePoint site and locate the file or folder.
- Select the item and click Share.
- Review the available link settings.
- Select the appropriate link type and permissions.
- Click Copy link.
- Paste the link into your email, Teams message, or other communication.
- Send the link to the intended recipients.
📝 Note: Copying a link does not necessarily grant access to the recipient. The recipient must meet the access requirements established by the selected link settings and SharePoint permissions.
Review or Manage Access
Use this process when you need to check who has access to a file or folder or change existing sharing permissions.
- Open the SharePoint site and locate the file or folder.
- Select the item and open Manage access, if available. You may need to open the More options menu first.
- Review the people, groups, or links that have access.
- If available, select the relevant person or sharing link to review its permissions.
- Make any necessary changes using the available options.
- Confirm and save your changes, if prompted.
Access management options depend on your permissions and the sharing configuration for the site.
⭐ Best Practice: Share files and folders only with the people who need access. Review the selected recipients and permissions before sending a sharing invitation or distributing a link.
Frequently Asked Questions
What is the difference between sharing a file and sharing a folder?
Sharing a file grants access to that specific file. Sharing a folder can provide access to multiple files within that folder, depending on the permissions and folder contents. Review the selected item carefully before sharing.
Does sending someone a link mean they can access the file?
Not necessarily. The link settings and the recipient's permissions determine whether they can open the content. If a recipient cannot access the file, review the sharing settings and confirm that they have been granted the necessary access.
Can I share a SharePoint file with someone outside Northwood Technical College?
External sharing depends on the site's configuration and Northwood Technical College policies. If external sharing is unavailable, do not attempt to bypass the restriction. Contact the SharePoint site owner or IT Service Desk for guidance.
Can I change or remove someone's access?
You may be able to review or modify access through Manage access, depending on your permissions. If you cannot make the required change, contact the SharePoint site owner.
Troubleshooting
The Share option is unavailable
Try the following:
- Verify that you have selected the correct file or folder.
- Open the More options menu to check whether Share is available there.
- Confirm that you have permission to share the content.
- Contact the SharePoint site owner if the option is unavailable.
The recipient cannot open the shared file or folder
Try the following:
- Verify that you shared the correct item.
- Confirm that you entered the recipient's correct email address.
- Review the sharing link settings and permissions.
- If necessary, use Manage access to verify that the recipient has access.
- Send an updated link if the previous link is no longer valid.
I cannot change or remove someone's access
Try the following:
- Open Manage access for the file or folder.
- Review the available access-management options.
- Confirm that you have sufficient permissions to make changes.
- Contact the SharePoint site owner if you cannot make the necessary updates.
I cannot share content with someone outside the College
Try the following:
- Review the sharing options available for the item.
- Confirm whether external sharing is permitted for the site.
- Contact the SharePoint site owner or IT Service Desk if external sharing is required for legitimate college business.
Need Additional Assistance
If you're unable to share a file or folder or manage access after following the steps and troubleshooting guidance above, submit a Service Desk ticket.
Include the SharePoint site name, the file or folder involved, the intended recipient (if applicable), the issue you're experiencing, and any error messages or screenshots, if available, so the Service Desk can assist you as quickly as possible.