Share SharePoint files or folders

The files you store on a SharePoint site are usually available to everyone with
permissions to the site, but you may want to share specific files or folders with
people who don't otherwise have access to the site. When you share files and
folders, you can decide whether to let people edit or just view them. You can see
who a SharePoint file is shared with, and stop sharing SharePoint files or folders, or
change permissions, at any time.

Notes:

 To share OneDrive files and folders, check out Share OneDrive files and
folders.
 You can also share the entire site.
 Your sharing experience may look slightly different than the steps and
screenshots below, but the information will still help you share files and
folders.
 File or folder sharing from modern experience breaks the inheritance
at the list/library level.

Share with specific people

Choose this option if you want to send an email invitation to people or groups and
keep track of who you invited. This also lets you remove permission for specific
individuals or groups later if you need to.

1. On your SharePoint site, go to the library where you want to share files.
2. Pick the file or folder you want to share by selecting its circle icon.

Note: Sharing multiple items at the same time is not available. Instead,
you can add the things you'd like to share to a folder and then share the
folder.

a. If you're using List view, select the circle on the left side of the item.
b. If you're using Tiles view, select the circle in the top right corner of
the item.
3. Select Share at the top of the page.

Notes:

 If the selected file or folder is shared with someone already,

there is a Shared with list at the bottom. Each image is either
the profile photo of an individual or the initials of a group that
the file has been shared with. If you want to edit the access
 level for an individual or group, select a photo or group initials
to open Manage Access.
 If the selected file or folder isn't currently shared with
someone, there won't be a Shared with list.

4. Under Send Link, select Anyone with the link can edit to open the link
settings.

Note: Depending on settings set by your administrator, you may have

different default settings. For example, this button could say People in
<Your Organization> can edit.
5. Select an option for who you want to give access to with the link:

Note: If a sharing option has been greyed out, your organization's admins
may have restricted it. For example, they may choose to remove
the Anyone option to prevent anonymous access by people outside your
organization.

a. Anyone gives access to anyone who receives this link, whether

they receive it directly from you or forwarded from someone else.
This may include people outside of your organization.
b. People in <Your Organization> with the link gives anyone in
your organization who has the link access to the file, whether they
receive it directly from you or forwarded from someone else.
c. People with existing access can be used by people who already
have access to the document or folder. It doesn't change any
permissions and it doesn't share the link. Use this if you just want
to send a link to somebody who already has access.
 d. Specific people gives access only to the people you specify,
although other people may already have access. This may include
people outside of your organization. If people forward the sharing
invitation, only people who already have access to the item will be
able to use the link.
6. Under Other settings, you can set any of the following options:

 Allow editing lets people who are signed in with a Microsoft

Account edit the files or folders they have access to. If you're
sharing a folder, people with Edit permissions can copy, move,
edit, rename, share, and delete anything in the folder they
have access to. Unchecking this box means that people can
view, copy, or download your items without signing in. They
can also forward the link to other people. However, they
cannot make changes to the version on your SharePoint.
Some links have limited options and are only on anonymous
links.

Notes:

 Allow editing is turned on by default.

 You can also set editing permissions on the previous
screen. Under Send link, next to the Name, group or
email field, select the pencil icon to change the editing
permissions for the people or groups you have entered.
 Block download prevents people from downloading the file or
folders they have access to. Unchecking this box means that
people can download the files onto their devices.

Note: This option might not available for the file type you
select. This option is only available if you don't allow editing.

 Set expiration date lets you set a date for the link to
expire. After the date you set, the link won't work and you will
need to create a new link for users requiring access to your file
or folder.

Note: Set expiration date is only available if it is an anyone

link.

 Set password lets you set a password to access the file.

When a user opens the link, they will be prompted to enter a
password before they can access the file. You'll need to
provide this password separately to anyone you want to share
the file with.

Note: Set password is only available if it is an anyone link.

 Open in review mode only limits people to leaving comments

and making suggestions on the file.
 Notes:

 Only Word documents have this permission option.

 If someone already has editing permissions for the
document, selecting Open in review mode only will not
prevent them from making edits. For them, the
document will open in edit mode.

7. Once you have set all your link settings and permissions, select Apply.
8. In the Name, group or email field, start typing the email addresses or
contact names of people you want to share with. When you begin to enter
info in the box, you can also choose a contact from the list that appears.

Tip: To quickly share with specific people, you can type in their name or
email and then use the pencil icon to the right of the Name, group or
email field to select Can edit or Can view. Then follow the same steps
below to share with the specific people you listed. For Word documents,
you can use the Can review option to let someone add comments and
suggestions but prevent them from making edits.

9. Include a message below the Name, group or email field, if you want.

Note: If you want to compose your message in Outlook, select

the Outlook button and the link will be inserted into a draft email and
everyone you entered to share with will be in the To / Recipient list.

10. Select Send.

Note: Please respect copyright and be careful what you share online. Copying or
sharing unauthorized materials violates the Microsoft Services Agreement.

Share by using "Copy link"

Choose this option to share items with lots of people you might not even know
personally. For example, you can use these links to post to Facebook, Twitter, or
LinkedIn, or share in an email or message. Anyone who gets the link can view or edit
the item, depending on the permission you set. Users with the link cannot upload
new items. Keep in mind that the link can also be forwarded and sign-in is not
required.

1. On your SharePoint site, go to the library where you want to share files.
2. Pick the file or folder you want to share by selecting its circle icon.

Note: Sharing multiple items at the same time is not available. Instead,
you can add the things you'd like to share to a folder and then share the
folder.

a. If you're using List view, select the circle on the left side of the item.
b. If you're using Tiles view, select the circle in the top right corner of
the item.
3. Select Share at the top of the page.

Notes:

 If the selected file or folder is shared with someone already,

there is a Shared with list at the bottom. Each image is either
the profile photo of an individual or the initials of a group that
the file has been shared with. If you want to edit the access
level for an individual or group, select a photo or group initials
to open Manage Access.
 If the selected file or folder isn't currently shared with
someone, there won't be a Shared with list.
 If you create a link that only works for your organization and
send it to an Microsoft 365 group, that group will be redeemed
on the link. If an external user, then gets added to that group, it
will give them access to the item.

4. Under Copy Link, select Anyone with the link can edit to open the link
settings.

Note: Depending on settings set by your administrator, you may have

different default settings. For example, this button could say People in
<Your Organization> can edit.
5. To change the link permissions, select an option for who you want to give
access to with the link:

Note: If a sharing option has been greyed out, your organization's admins
may have restricted them. For example, they may choose to remove
the Anyone option to prevent usable links being forwarded to others
outside your organization.

 Anyone gives access to anyone who receives this link,

whether they receive it directly from you or forwarded from
someone else. This may include people outside of your
organization.
 People in <Your Organization> with the link gives anyone in
your organization who has the link access to the file, whether
they receive it directly from you or forwarded from someone
else.
 People with existing access can be used by people who
already have access to the document or folder. It does not
 change any permissions and it doesn't share the link. Use this
if you just want to send a link to somebody who already has
access.
 Specific people gives access only to the people you specify,
although other people may already have access. If people
forward the sharing invitation, only people who already have
access to the item will be able to use the link.

Note: To track access and ensure security, you can only share
with someone who is in your organization or has a Microsoft
Account.

6. Under Other settings, you can set any of the following options:

 Allow editing lets people who are signed in with a Microsoft

Account edit the files or folders they have access to. If you're
sharing a folder, people with Edit permissions can copy, move,
edit, rename, share, and delete anything in the folder they
have access to. Unchecking this box means that people can
view, copy, or download your items without signing in. They
can also forward the link to other people. However, they
cannot make changes to the version on your
SharePoint. Some links have limited options and are only on
anonymous links.

Notes:

 Allow editing is turned on by default.

 You can also set editing permissions on the previous
screen by selecting the pencil icon to the right of the
names you're sharing the file with.
 Block download prevents people from downloading the file or
folders they have access to. Unchecking this box means that
people can download the files onto their devices.

Note: This option might not available for the file type you
select. This option is only available if you don't allow editing.

 Set expiration date lets you set a date for the link to
expire. After the date you set, the link won't work anymore and
you will need to create a new link for users requiring access to
your file or folder. Set expiration date is only on anonymous
links.

Note: Set expiration date is only available if it is an anyone

link.

 Set password lets you set a password to access the file.

When a user clicks the link, they will be prompted to enter a
password before they can access the file. You'll need to
 provide this password separately to anyone you want to share
the file with. Set password date is only on anonymous links.

Note: Set password date is only available if it is an anyone

link.

 Open in review mode only limits people to leaving comments

and making suggestions on the file.

Notes:

 Only Word documents have this permission option.

 If someone already has editing permissions for the
document, selecting Open in review mode only will not
prevent them from making edits. For them, the
document will open in edit mode.

7. Once you have set all your link settings and permissions, select Apply.
8. Under Copy link, select Copy.
9. Paste the link and send it in an email, message, or post.

10. How do I Create a link to a document in SharePoint online?

Go to the document library where you want to add a link. In the top left menu,
select New, and then select Link. In the Create link to dialog, enter the link.
For example, if you want to add a link to a file that is located in another library,
first navigate to that library.
11. How do I share a document to everyone in SharePoint?
In the Share dialog box on the Invite People tab, type names or email
addresses of people you want to share the document or folder with. Select a
permission setting. If you want, type a message to be included with an email
that's sent to all invitees. The email includes a link to the shared document.
12. How do I share a document in SharePoint without sending an email?
Share using link: When sharing a file, select the "Link" option instead of the
"Email" option. This will generate a link that you can copy and send to your
audience via other means of communication such as instant messaging,
intranet, social media, etc.