SHARING CONTENT IN SHAREPOINT

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Eugene Fields
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1 SHARING CONTENT IN SHAREPOINT What is SharePoint sharing permission? SharePoint sharing permission is the process of enabling a user or group of users to access and share contents available in your department/faculty s SharePoint site. This allow the authorised user to access, read and modify the shared document or folder. Two libraries are allocated with two types of access categories: i. Private Documents sharing location mainly to share within department/faculty only ii. Shared Documents sharing location mainly to share with specific person within department/faculty and specific person in other department/faculty only. (Refer to guides in Section 2) *Example of Private Documents and Shared Documents in a SharePoint Site. By default, each department/faculty site comes with three types of permission level: Permission Permission level Roles Description 1. Site Full control Department/faculty communication contact Admin/Owner Manage and maintain department/faculty s site content List of Site Admin is available in Provide permission to Folder Owner in department/faculty s Shared Document library (Refer to guides in Section 1) 2. Site Members Edit Staff in a department/faculty in SUTS Allowed to add new file, view, edit, and delete existing files in department/faculty s Private Document library only How To User Guide Page 1

2 3. Folder Owner Full Control (the folder assigned only) Staff in a department/faculty in SUTS Manage and maintain the folder content assigned in Shared Document library Provide permission to share the folder to staff members within SUTS (Refer to guides in Section 2) How to share in Shared Documents library? In SharePoint, you are allowed to collaborate and share files to anyone within your organisation. Permission to share will be assigned by Site Admin of your department/faculty. Please contact your Site Admin to allow this access. Section 1: To assign permission to folder in Shared Document (for Site Admin): i. In your SharePoint site, click on your department/faculty s Shared Documents located at the left side of the SharePoint site. Click button to create a folder. Choose to proceed. ii. Give the folder a meaningful and friendly name. How To User Guide Page 2

Type the email address of the Folder Owner. Click Send. v.

3 iii. Select on the folder that was just created. Click on the icon and select Share. iv. Type the address of the Folder Owner. Click Send. v. Navigate to the most right of the site page. Find to open the details pane. Click on the link Manage access. How To User Guide Page 3

vi. Click on the link Advanced to assign ownership of the

Untick Contribute - Can view, add, update, and delete

4 vi. Click on the link Advanced to assign ownership of the folder to Folder Owner. vii. Tick the Folder Owner s name, and click on Edit User Permissions. viii. Untick Contribute - Can view, add, update, and delete list items and documents option, and tick Full Control - Has full control option. Then click OK to proceed. How To User Guide Page 4

a) Once a folder ownership is given to you, you will receive email notification. Click Open to open the document folder. b) To start sharing, select the folder and click on the icon and select Share.

5 Section 2: To share a file or folder in SharePoint Online (for Folder Owner): There are two ways of accessing your Shared Document folder. Access Shared Documents folder from link Access Shared Documents from OneDrive Web 1.1: Access Shared Documents folder from link. a) Once a folder ownership is given to you, you will receive notification. Click Open to open the document folder. b) To start sharing, select the folder and click on the icon and select Share. c) Type a name or address of the staff you wish to share the folder to. By default, all files shared is with Allow editing settings. If you wish to change the permission to read only, choose Only the people you specify will have access to edit, then untick Allow editing and click Apply. How To User Guide Page 5

1.2: Access Shared Documents from OneDrive Web. a) Please refer to How to use OneDrive from Office365 webportal guide to access OneDrive from web. b) Once you are in your OneDrive page, select Shared.

6 1.2: Access Shared Documents from OneDrive Web. a) Please refer to How to use OneDrive from Office365 webportal guide to access OneDrive from web. b) Once you are in your OneDrive page, select Shared. In the Shared with me c) Proceed to access by clicking the folder/file link. The page will be redirected to the content that you have selected. d) If you wish to continue to share the folder/file, make sure you are the Folder Owner of the shared folder/file. How To User Guide Page 6

SFU Connect Calendar. Guide. Sharing Calendars

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