SharePoint: Share Files and Documents
There are three methods of sharing depending on the membership setting of the site:
By modifying the settings on the link, you will maintain the correct permissions. Generally speaking…
Select Only people with existing access when sharing from a Community site, Hub, or Team SharePoint site where the permissions are universally set.
Select People you choose when sharing from OneDrive or a private SharePoint site not connected to the Community intranet.
Share Community Site/Hub Files and Folders
All items on Community Sites and Hubs are set with permissions to share with Thrive Team Members. Anyone with an internal Thrive email has the default access.
Please share these items only using the PATH to the document. This process ensures that permissions are not broken.
A warning message may appear that recipients may not have access. This is Microsoft's way of being helpful and is only a warning. If the individual is a member of Thrive, they WILL have access.
Share From Private Team Sites
DO NOT use this method for Community Sites or Hubs.
It is important to confirm whether the intended recipient has been granted access through group SharePoint Membership. This determines the share method. To determine if a team member can access the content you are sharing, please see SharePoint: Find a Community Central/Hub or SharePoint Team Site Owner.
If you wish to share with a Team Member who is NOT a member of a Team Site, contact a site owner to have them added as appropriate.
When sharing with a Team or an individual who already has access:
Navigate to the correct site and library.
Select the file or folder to share.
Click the ellipses and choose Copy link.
If you wish, confirm that only people with existing access can use the link. The setting is Only people with existing access. Do not select the People you choose here…instead, ask a Team owner to add the member as appropriate to preserve the link permissions.
Paste the link into your invitation email or Teams chat.
Share From OneDrive
Choose this option if you want to send email invitations to people or groups and keep track of who you invite to files in your personal OneDrive. This option allows you to remove permission for specific individuals or groups later, which is useful when sharing specific files in collaboration.
This process ensures the intended person has the correct level of access to the folder and its contents.
TIP: If there are files in your personal OneDrive that are accessed frequently by other team members, it is best practice to move these files to a shared All Staff SharePoint site or Team SharePoint site so access is not revoked with a shift in your employment.
When sharing from your personal OneDrive, select Specific people and then choose the level of interaction allowed.
Open the OneDrive website and sign in with your Microsoft account.
Navigate to the correct Document Library.
Select the file or folder to share.
Select Share at the top of the page or after the file/folder name.
Add a name, group, or email for the person you wish to share with.
The best practice is to provide a message and then select the Copy link Cog or the Pencil icon in the upper right of the dialogue box to grant the file the correct permissions.
Select People you choose, then select the desired permission level for the Team Member. Select the level of permission you are granting. Select and choose More settings for fine-tuning permissions.
Select Send.
The setting: Anyone with the link gives access to anyone who receives this link, whether they receive it directly from you or as a forward from someone else. This may include people outside of your organization and is not best practice.
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Amendment and Revision History
We are committed to continuously reviewing and updating our policies and procedures. The Company, therefore, reserves the right to amend, alter, or terminate this policy/procedure at any time and for any reason, subject to applicable law. When material changes are made, Thrive will post the changes on our internal website and provide Team Members with subsequent notice consistent with local laws or regulations.