Sharepoint/OneDrive - How to Share a file/folder

OneDrive & SharePoint are configured the same way by Microsoft and so sharing folders is largely similar. You may want to share a file or folder both internally & externally to bypass Outlook's 20MB file size limit for email attachments

SharePoint

To share a folder on SharePoint, hover your mouse over the folder and click the Share Icon:

The default setting for sharing limits so that only people within Story Homes can have access. 

If you want to share outside of the company, click the settings cog and then you will see a further menu to specify sharing options

It's recommended to use "People you choose" so that you can retain control of who has access. 

If you want the recipient to only view the files, you can click Apply.

If you want them to collaborate and update the files or add new files to a folder, choose the "Can edit" option.

Once you have chosen your options, click Apply.

In the top box, select the users that you'd like to share this with

If sharing internally, just hit Send. Microsoft will then autogenerate an email and then send a link to access to the recipient(s)

If sending externally (i.e. anyone without a storyhomes.co.uk email address) then you will need to select the Copy link option and then paste this into a pre-written email rather than allowing SharePoint to send this on your behalf.

If you ever need to revoke access to the resource, you can go back to the SharePoint and then click the 3 dots --> Manage Access

You can then go to Links and this will provide a list of generated sharing links. Removing this link via the Rubbish Bin icon will invalidate that link and whoever was using this would no longer have access. This is useful for when i.e. an external user no longer needs access to the resource you previously shared

OneDrive

The first step will be to save the File/Folder you wish to share to the Documents folder on your laptop. The documents folder is automatically synced to your OneDrive

Once this is done, right click the file or folder you want to share.

On the menu that pops up, go to OneDrive --> Share

Enter the details in the next screen for who you want to share the files with.

The default setting for sharing limits so that only people within Story Homes can have access. However this can be changed

For sharing externally we recommend choosing the 'People you choose' option. This is so that you can retain external access to only the people you select

If you want to share externally, click the link as highlighted below and change the option.

If you want the recipient to only view the files, you can click Apply.

If you want them to collaborate and update the files or add new files to a folder, choose the "Can edit" option.

Once you have chosen your option, click Apply.

If sharing internally, it is a good idea to include a message so that the recipients know what you have shared with them.

Click the Send button.

You will see a message confirming the email has been sent.

Alternatively you can click the copy link button and this will give you a link which you can paste into your own email.

NOTE - If sending to an external, you will need to select the Copy link option and paste it into a pre-written email rather than allowing OneDrive to email on your behalf