How To Share A SharePoint Site

Sharing a SharePoint site allows for efficient collaboration among team members, and this easy-to-follow guide will walk you through the process step by step.

To share a SharePoint site with internal and external users, you need to follow certain steps. First, you need to enable external sharing in both the tenant level and site level. In the SharePoint admin center, go to Policies -> Sharing and set “Anyone in the Content can be shared with” in the tenant level. Then, go to Sites -> Active sites -> Select the site -> Sharing and set “Anyone” in the External sharing for the site level.

Once external sharing is enabled, you can share the site by adding members and selecting “Share site only” in the Site permissions. You can also choose to share with specific people by selecting the file or folder you want to share, clicking on Share, and selecting the option “Specific people” under Send Link. You can then add the email addresses or contact names of the people you want to share with and include a message if desired.

Another option is to share by using “Copy link,” which allows you to share the link with lots of people. Select the file or folder you want to share, click on Share, and select “Copy link.” You can then choose the link permissions, such as allowing anyone with the link to edit or restricting access to specific people. You can also set other options like allowing editing, blocking download, setting an expiration date, or setting a password to access the file.

Note that the sharing options may be restricted based on the settings set by your administrator. It’s also important to consider security and privacy when sharing SharePoint sites, especially when dealing with confidential information. By storing sensitive information in sites with external sharing turned off and creating separate sites for external sharing, you can manage security risk effectively.

Enabling External Sharing in SharePoint

Before you can start sharing your SharePoint site, you need to enable external sharing at both the tenant level and site level. This can be done through the SharePoint admin center, where you can configure sharing policies and permissions to allow sharing with both internal and external users.

To enable external sharing at the tenant level, navigate to the SharePoint admin center and go to Policies -> Sharing. Here, you can set the option “Anyone in the Content can be shared with” to allow external sharing within your organization. This ensures that anyone within your organization can access and collaborate on the shared content.

Next, you’ll need to enable external sharing for the specific site you want to share. In the SharePoint admin center, go to Sites -> Active sites and select the desired site. Under the Sharing section, choose the option “Anyone” for external sharing. This allows external users, such as partners or clients, to access and collaborate on the site.

Summary:

  1. To enable external sharing in SharePoint, access the SharePoint admin center and go to Policies -> Sharing.
  2. Set the option “Anyone in the Content can be shared with” to enable external sharing at the tenant level.
  3. Navigate to Sites -> Active sites in the SharePoint admin center.
  4. Select the desired site and under the Sharing section, choose the option “Anyone” to enable external sharing for the site level.

Now that you have enabled external sharing, you can confidently share your SharePoint site with both internal and external users. However, it’s important to note that the sharing options may be restricted based on the settings set by your administrator. Always consider security and privacy when sharing SharePoint sites, especially when dealing with confidential information. By storing sensitive information in sites with external sharing turned off and creating separate sites for external sharing, you can effectively manage security risks.

Tenant Level Site Level
Enable sharing with anyone in the organization Enable sharing with external users
Configure sharing policies and permissions Choose specific sharing options

Sharing a SharePoint Site with Members and Specific People

Once external sharing is enabled, you can share your SharePoint site by adding members, sharing with specific people, or using the “Copy link” option to share with multiple individuals.

To share the site with members, simply go to the Site permissions and select “Share site only”. This option allows you to grant access to the entire site to internal users within your organization. They will have the ability to view and edit the content.

If you want to share the site with specific people outside your organization, follow these steps:

  1. Select the file or folder you want to share.
  2. Click on Share.
  3. Choose the option “Specific people” under Send Link.
  4. Add the email addresses or contact names of the people you want to share with and include a message if desired.

Alternatively, you can use the “Copy link” option to share the site. Here’s how:

  1. Select the file or folder you want to share.
  2. Click on Share.
  3. Select “Copy link”.
  4. Choose the link permissions, such as allowing anyone with the link to edit or restricting access to specific people.
  5. Set additional options like allowing editing, blocking download, setting an expiration date, or setting a password to access the file.

It’s important to note that the sharing options may be restricted based on the settings set by your administrator. Additionally, consider security and privacy when sharing SharePoint sites, especially when dealing with confidential information. To manage security risks effectively, store sensitive information in sites with external sharing turned off and create separate sites specifically for external sharing.

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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.