How To Create A Shared Folder In Sharepoint

Creating a shared folder in Sharepoint can greatly enhance team collaboration and streamline workflows. Follow the steps below to learn how to create a shared folder in Sharepoint.

To create a shared folder in SharePoint, there are multiple methods depending on the version of SharePoint being used. In Windows Explorer, right-click the folder to be synchronized and click “Folder Synchronization” to start synchronizing. In the Launchbar, click “New” and select “Shared Folder” to create a new shared folder. For existing folders, SharePoint Workspace allows creating a shared folder within a folder that is already being synchronized.

To share the files or folders, select the item, click “Share,” and choose the desired sharing option such as “Specific people,” “Anyone,” or “People in <Your Organization> with the link.” Permissions can be set for editing, downloading, and password protection.

Folders can also be created in Classic SharePoint by selecting the “Files” tab and clicking on the “New Folder” icon. Folders can be nested inside each other, providing a structured and organized approach to managing shared folders.

By following these step-by-step instructions, you can create shared folders in Sharepoint and enhance collaboration within your team.

Methods for Creating a Shared Folder in Sharepoint

There are multiple methods for creating a shared folder in Sharepoint, depending on the version of Sharepoint being used. These methods include using Windows Explorer, the Launchbar, SharePoint Workspace, and Classic SharePoint. Each method offers its own set of advantages and can be chosen based on individual preferences and requirements.

1. Windows Explorer

In Windows Explorer, creating a shared folder is a simple process. Right-click on the folder that you want to synchronize and select “Folder Synchronization” from the options. This will initiate the synchronization process, allowing the folder to be shared with others seamlessly.

2. Launchbar

If you prefer a more streamlined approach, the Launchbar in Sharepoint is a convenient option. To create a new shared folder, click on the “New” button and select “Shared Folder” from the dropdown menu. This will prompt you to enter the necessary details and create a new shared folder instantly.

3. SharePoint Workspace

SharePoint Workspace offers the flexibility to create shared folders within folders that are already being synchronized. This method is ideal for organizing and managing shared content efficiently. Simply navigate to the desired folder and select the option to create a shared folder within it.

Once you have created the shared folder, you can proceed to share files and folders with others. Select the item you want to share, click on the “Share” button, and choose the appropriate sharing option. You can select “Specific people” to share with specific individuals, “Anyone” to allow anyone with the link to access the files, or “People in <Your Organization> with the link” to restrict access to members within your organization.

Furthermore, you have the ability to set permissions for editing, downloading, and even password protection. This ensures that you have full control over who can access and modify the shared files and folders.

Summary

Creating a shared folder in Sharepoint can be done using various methods, such as Windows Explorer, the Launchbar, SharePoint Workspace, and Classic SharePoint. Each method has its own set of steps and advantages, allowing users to choose the most suitable option for their needs. Once the shared folder is created, files and folders can be shared with others using different sharing options, and permissions can be set to control access and editing rights. With these methods and features, Sharepoint provides a seamless and efficient way to collaborate and share content within organizations.

Methods Advantages
Windows Explorer Simple and intuitive synchronization process
Launchbar Streamlined approach for creating new shared folders
SharePoint Workspace Allows for creating shared folders within existing synchronized folders

Sharing Options and Permissions in Sharepoint

When creating a shared folder in Sharepoint, it’s important to understand the sharing options and permissions available to ensure secure collaboration. Sharepoint offers various sharing options, allowing you to control who has access to the shared files and folders. Additionally, you have the ability to set permissions for different actions such as editing, downloading, and password protection.

To share files or folders in Sharepoint, simply select the item you want to share and click on the “Share” button. From there, you can choose the desired sharing option based on your requirements. Selecting “Specific people” will allow you to share the files with specific individuals by entering their email addresses. Choosing “Anyone” will allow anyone with the link to access the shared items, while “People in with the link” restricts access to only those within your organization.

Once you’ve determined the sharing option, you can proceed to set permissions for the shared files and folders. Sharepoint provides the flexibility to grant or restrict editing, downloading, and password protection. This ensures that only authorized individuals can make changes to the shared content or download it. The password protection feature adds an additional layer of security, requiring a password to access the shared files or folders.

Summary

  • Sharepoint offers various sharing options, including “Specific people,” “Anyone,” and “People in with the link.”
  • Permissions can be set for editing, downloading, and password protection.
  • When sharing files or folders, it’s crucial to consider the level of access and security needed.
Sharing Option Description
Specific people Share the files or folders with specific individuals by entering their email addresses.
Anyone Allow anyone with the link to access the shared items.
People in with the link Restrict access to only those within your organization.

Creating Folders in Classic SharePoint

If you are using Classic SharePoint, here’s how you can create folders to organize and structure your shared files.

To begin, navigate to the “Files” tab in your SharePoint site. Once there, locate the folder where you want to create a new folder.

Next, click on the “New Folder” icon, which is usually represented by a folder with a “+” sign. A pop-up window will appear, prompting you to enter a name for your new folder.

After naming your folder, click “Create” to finalize the creation of your new folder. You will then see the new folder appear within the existing folder structure.

One of the advantages of using Classic SharePoint is the ability to nest folders inside each other. To do this, simply repeat the above steps to create a new folder within an existing folder. This allows for further organization and structuring of your shared files.

By following these simple steps, you can effectively create and organize folders in Classic SharePoint, making it easier to manage and find your shared files.

Meet the Author

Abdul Rahim has been working in Information Technology for over two decades. Learn how Abdul got his start as a Tech Blogger , and why he decided to start this Software blog. If you want to send Abdul a quick message, then visit his contact page here.