This article covers how students, faculty, and staff can share documents on a SharePoint Online site.

SharePoint Online is a web-based collaboration tool powered by Microsoft. SharePoint Online enables users to build websites, automate workflows, and communicate, while allowing administrators to control access to information.

SharePoint Online combines Newsfeed, OneDrive, and Sites, and is offered as part of the Office 365 suite. With these three main hubs, SharePoint Online provides websites, document and file management, social networks, enterprise search, and business intelligence that can facilitate collaboration among team members.

Permission Access Levels

  • Specific People (People you specify can edit): this is the default option when sharing. Only people you specify will be able to access the file/folder by clicking the link.
  • People in the University of Connecticut with the link: anyone with a email can access the file/folder by clicking the link.
  • People with existing access: only people who already have access to the file/folder can access it by clicking the link.

By default, site members will have access to all files, folders, and documents in the document library.

Sharing a File or Folder

  1. From your team site home page, click Documents from the sidebar on the left side of the screen
  2. Click the file(s) or folder(s) that will be shared
  3. On the top bar, click Share
  4. If you would like to change the access level from the dafault, click People you specify can edit and choose the new access level
  5. Type the names or email addresses of the users to share with
  6. If desired, type a message to accompany the email sent to the people
  7. Click Send

Alternate Sharing Methods

  • If you choose the access setting People in University of Connecticut with the link, then you can click the Copy Link button to copy the link to create a sharable link that is copied to your clipboard. You can then send this link to others using email, messaging apps, or any other communication method.
  • If you would prefer to share the file/folder with a personalized Outlook email instead of a default Microsoft one, instead of clicking Send in step 7, click the Outlook button instead. This will create an email in OWA containing the link to the file/folder. This email can now be personalized as desired.