Firstly, I love a good rant about the evils of email attachments (for those of you that would like the specifics, check this out). Trying to keep this stuff updated when collaborating is a nightmare, but it seems to be the preferred method of sharing documents with external teams and clients. Well there is a better way…..enter SharePoint online and/or OneDrive!
There are a couple of different methods of sharing and Pro’s and Cons to both:
Sharing that requires a password in order to access the document
Pro: you get to easily maintain who can access a document at anytime
Con: The person that accesses the document needs either a Microsoft account or their SharePoint account from work if they have it. This can get very painful if they have neither of those things. However, this is becoming less of an issue as more and more people move to Office 365.
Sending an anonymous link
Pro: Easy to access, all they need is a web link!
Con: Anyone that has that web link, has access. They can also only view or edit using the web browser version of Microsoft Office
…so how to do both? Easy!
Share a document via password method -SharePoint
Inside your SharePoint document library, navigate to the file you wish to share and select it. Then click the “Share” button
Click the dropdown next to “anyone with the link….” to access further permissions
Under “specific people”, type in the recipients email address and specify if they are allowed to edit the document on SharePoint using the checkbox. Then click “apply”.
You will then be prompted to write a message that the recipient will receive along with their access instructions
Share a document via an anonymous link – SharePoint
This is even easier!
Inside your SharePoint document library, navigate to the file you wish to share and select it. Then click the “Copy link” button
Right click the resulting link and paste into the email client of your choice, then send directly to the recipient
For further options, click on the down arrow next to “anyone with the link….”
Share a document via OneDrive for Business – Anonymous link or Password method
Firstly I’m a little old school when it comes to managing my own “working documents” at work. I like to navigate off Windows Explorer. Luckily OneDrive has you covered!
Navigate to your document in your OneDrive folder, right click and select “More OneDrive sharing options”
To create password based access, click the “Invite people” and set your options
For anonymous link, click “create a link” and set your options
If you can’t remember who you shared the document with, click “shared with”