This guide explains how to securely share files and folders in Microsoft SharePoint and what level of access users receive when content is shared.

Before You Share

When you share a file or folder, you are granting permissions to other users.

The type of link and permission you choose determines what people can do:

How to Share a File

1. Open the SharePoint site.
2. Navigate to the document library containing the file.
3. Hover over the file and click the Share icon.
   

4. In the sharing window, choose the link settings.
5. Select who should have access:
   • People in your organisation
   • Specific people
   • Existing access users
     

4. Choose the permission level:
   • Can View
   • Can Edit
   • Can't Download (if available)
5. Click Apply.
   

4. Enter the user’s name or email address.
5. Click Send or Copy Link.
   

How to Share a Folder

1. Open the document library in SharePoint.
2. Select the folder you want to share.
3. Click Share

4. Choose the required permission level and hit Apply
   

4. Send the link or copy it for sharing.
   

Sharing a folder automatically gives access to all files and subfolders inside it.

Understanding Permission Levels

Can View

Users can:

• Open files
• Read content
• Download files (unless “Can’t Download” is selected)

Users cannot:

• Edit files
• Delete files
• Upload new files

Best used for:

• Policies
• Procedures
• Read-only documentation

Can Edit

Users can:

• Edit files
• Delete files
• Rename files and folders
• Upload new content
• Sync folders locally

Best used for:

• Team collaboration
• Shared project documents
• Working folders

Important: Users with edit access can make permanent changes to files and folders.

Can't Download

Users can:

• Open files in the browser
• Read content online

Users cannot:

• Download files
• Print files

Best used for:

• Sensitive documents
• External sharing
• Read-only confidential information

Note: This option mainly applies to Office files viewed in the browser.

Recommended Best Practices

Use “Specific People” Where Possible

This is the most secure sharing method because:

• Only selected users can access the content
• Links cannot easily be forwarded
• Access is easier to manage and review

Avoid Sharing Entire Libraries

Instead of sharing a whole document library:

• Share only the required file or folder
• Limit access to only what users need
  
• Set an expiration date for shared links
  

Review Existing Access

To review who already has access:

1. Select the file or folder
2. Click Manage Access
   
3. 

From here you can:

• View existing permissions
• Remove users
• Change permission levels
• Stop sharing links

Security Reminder

Before sharing any file or folder, always check:

• Does the user need edit access?
• Is the folder containing sensitive information?
• Would “Can View” or “Can't Download” be more appropriate?

When unsure, use:

• Specific People
• Can View
• Can't Download for sensitive documents where possible