Share a Document or Folder in SharePoint

You can now share your documents in SharePoint with outside resources such as research partners, colleagues, vendors, clients, or customers. Options to collaborate with guests include on a document or on a site.

Summary

SharePoint allows you to share documents and folders with individuals or groups, giving them view or edit permissions as needed. Sharing through SharePoint ensures secure access and proper version control for collaborative work.

Prerequisites

• Active UTHSC NetID and password
• Duo two-factor authentication
• Access to the SharePoint site or document library

Instructions

Share a Document or Folder

1. Open the SharePoint site where the file or folder is stored.
2. Navigate to the document library.
3. Hover over the file or folder you want to share.
4. Click the Share icon.
5. Enter the name or email address of the person you want to share with.
6. Select the appropriate permission level:
   • Can view – recipient can only read the file
   • Can edit – recipient can modify the file
7. Add an optional message.
8. Click Send to share the item.

Share Using a Link

1. Click the Share icon for the file or folder.
2. Select Copy link.
3. Choose the link settings:
   • People you specify – recommended for security
   • People in UTHSC – anyone with a UTHSC account can access
4. Choose Can view or Can edit.
5. Click Apply.
6. Copy the link and share it through email or Teams.

Troubleshooting

• Recipient cannot access the file: Ensure you shared with the correct person and permission level.
• Share button missing: You may not have permission to share items in that library.
• Link not working: The link settings may restrict access; try “People you specify.”
• Cannot edit: Confirm the recipient was granted “Can edit” permissions.

Additional Notes

• Files shared in Teams channels are stored in the channel’s SharePoint folder.
• SharePoint maintains version history for all edited documents.
• Use “People you specify” for the most secure sharing option.
• For sensitive or protected data, review UTHSC storage guidelines.

Related Articles

• OneDrive and SharePoint: Storing Sensitive/Protected Data
• Understanding the Difference Between OneDrive, SharePoint, and Teams
• OneDrive: Version Control
• Filename Limits and Invalid Characters in OneDrive and SharePoint
• Microsoft 365: Installing and Managing Installations