Book Image

Microsoft 365 and SharePoint Online Cookbook

By : Gaurav Mahajan, Sudeep Ghatak
Book Image

Microsoft 365 and SharePoint Online Cookbook

By: Gaurav Mahajan, Sudeep Ghatak

Overview of this book

Microsoft Office 365 provides tools for managing organizational tasks like content management, communication, report creation, and business automation processes. With this book, you'll get to grips with popular apps from Microsoft, enabling workspace collaboration and productivity using Microsoft SharePoint Online, Teams, and the Power Platform. In addition to guiding you through the implementation of Microsoft 365 apps, this practical guide helps you to learn from a Microsoft consultant's extensive experience of working with the Microsoft business suite. This cookbook covers recipes for implementing SharePoint Online for various content management tasks. You'll learn how to create sites for your organization and enhance collaboration across the business and then see how you can boost productivity with apps such as Microsoft Teams, Power Platform, Planner, Delve, and M365 Groups. You'll find out how to use the Power Platform to make the most of Power Apps, Power Automate, Power BI, and Power Virtual Agents. Finally, the book focuses on the SharePoint framework, which helps you to build custom Teams and SharePoint solutions. By the end of the book, you will be ready to use Microsoft 365 and SharePoint Online to enhance business productivity using a broad set of tools.
Table of Contents (22 chapters)

Sharing a document

Once you've uploaded a document to SharePoint Online, you can use the Share or Copy Link features in SharePoint to easily share a link to it with your colleagues. This recipe shows you how to share a link to a document using the Share feature.

Getting ready

You should have at least Read access to the document you'd like to share.

How to do it...

To share a document with a member of your team, follow these steps:

  1. Browse to the document you'd like to share.
  2. Click on the Share icon next to the document. Alternatively, select the document and then click the Share option on the top menu bar, as shown in the following screenshot:
  1. On the pop-up box that appears, click on the People you specify can view option (note that the exact verbiage may differ, based on your organization's settings) and choose whether the people or groups you are sharing this document with should be able to edit it:

Your organization can control the options that are enabled and selected by default in the Link settings box, as shown in the preceding screenshot. Most organizations have theAllow editing optionnot selected by default. This means that the people who you are sharing the document with will be able to view it but will not be able to edit it unless you select theAllow editing option. You can additionally select theBlock downloadoption to prevent users from being able to download the documents. When this option is selected, they can only view the documents in the browser. This is useful when you do not want the users to maintain a local copy of the document. Note that the Block downloadoption is only available when you are sharing the document with a view-only link.
  1. Click the Apply button and then enter the name(s) of the people you would like to share the document with.
  2. Enter a message to be sent with the sharing invitation email and click the Send button, as shown in the following screenshot:

As shown in the preceding screenshot, and depending on how your organization has been set up, you may be able to directly share documents with entire groups, in addition to sharing them with individuals. Just start typing the name of your group or team and, depending on your organization settings, you might be able to select it as a recipient of the message.
  1. SharePoint then sends the recipients an email with your message and a link to the document, as shown in the following screenshot:

Congratulations! You just learned how to share a document with other members within your organization. The recipients of your sharing invitation can now view or edit this document, depending on the permission that was granted to them.

How it works...

There are a couple of things that happen when a document is shared:

  • SharePoint checks to see if the person that the document is being shared with already has the required permissions. If not, SharePoint alters the permissions for the document so that the appropriate rights (Read or Contribute) are granted to the person that the document is being shared with. You can read more about managing document permissions in the Viewing and changing document permissions recipe in Chapter 5, Document Management in SharePoint Online.
SharePoint also checks your permissions during the sharing process. If you do not have the permission to edit the document and try to share it with the Allow editing box checked, SharePoint will send an email requesting access to members of the site that have the authority to approve such requests. An email with a link to the document will be sent to the requested users after the sharing request gets approved. Additionally, note that the request approver can also control the level of access that will be granted to the requested user(s). They can restrict permissions and inversely grant greater access than what you had originally requested.
  • It generates a link specific to the people that the document is being shared.
  • It sends an email with the generated link, along with a message, if you specified one.

This recipe showed you how to share a document with specific people. Three other sharing options that you will see in the Link settings dialog are as follows:

  • Anyone with the link: Use this option to share the document with anonymous users that are outside your organization. People with this link can view or edit the document without having to sign in to Microsoft 365. Since this option enables you to share your organization's content with anonymous external users, there's a good chance that it may have been disabled by your SharePoint site or organization administrators. When sharing a link through this option, it is recommended to set an expiration date, along with a password, for added security:

If you do decide to password-protect your file, you will need to share it with the users of the link. They will then be required to enter the password every time they use the link, as shown in the following screenshot:

  • People in <your organization name> with a link: This option generates a link that anyone in your organization can use to view or edit the document. Note that unlike the previous option, users of the link will be required to sign in to the site.
  • People with existing access: This option enables you to simply get a link to the document without changing its permissions. Just like with the other options, if needed, you can directly send a message containing a link to the document right from within this dialog.

There's more...

As we just saw, the Shareoption sends an email message with a link to the intended recipients. You may, however, need to just copy the link so that you can then share it through different means (such as a Teams channel or even an existing email chain). The Copy linkmenu option, which is right next to the Share option, enables you to do just that.

Copy link

You can access the Copy link option from either the top navigation bar or the context menu for a list or library item:

See also

  • The Creating a new document recipe in Chapter 5, Document Management in SharePoint Online
  • The Determining and revoking permissionsin a site recipe in Chapter 3, Working with Modern Sites in SharePoint Online
  • The Sharing a file recipe in Chapter 7, OneDrive for Business