{"id":16181,"date":"2020-03-23T17:04:00","date_gmt":"2020-03-23T16:04:00","guid":{"rendered":"https:\/\/ways.se\/?p=16181"},"modified":"2024-08-07T23:01:38","modified_gmt":"2024-08-07T21:01:38","slug":"share-documents-in-microsoft-365","status":"publish","type":"post","link":"https:\/\/ways.se\/en\/articles\/share-documents-in-microsoft-365\/","title":{"rendered":"Share documents in Microsoft&nbsp;365"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\"><a href=\"https:\/\/help.metashare.com\/en\/faq\/how-do-i-share-documents-in-office-365\/#how-to-share-a-document\"><\/a>How to share a document<\/h2>\n\n\n\n<p>The instructions below apply to all Office-documents (either opened in their web app or their desktop app) as well as all documents that are opened in SharePoint\u2019s file viewer&nbsp;(<a href=\"https:\/\/support.office.com\/en-us\/article\/file-types-supported-for-previewing-files-in-onedrive-sharepoint-and-teams-e054cd0f-8ef2-4ccb-937e-26e37419c5e4\" target=\"_blank\" rel=\"noreferrer noopener\">see this page for file types that are currently being supported for previewing<\/a>).<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Click on the \u201cShare\u201d function, situated on the top right corner of your document:<br><img loading=\"lazy\" decoding=\"async\" width=\"67\" height=\"26\" class=\"wp-image-16200\" style=\"width: 67px\" src=\"https:\/\/ways.se\/wp-content\/uploads\/share_button.png\" alt=\"\"><\/li>\n\n\n\n<li>A document sharing form pops up. There are slight differences in the form, depending on which application you use. The screenshot below is from an Office desktop app:<br><img loading=\"lazy\" decoding=\"async\" width=\"532\" height=\"621\" class=\"wp-image-44544\" style=\"width: 300px\" src=\"https:\/\/ways.se\/wp-content\/uploads\/Share-document.png\" alt=\"Share document\" srcset=\"https:\/\/ways.se\/wp-content\/uploads\/Share-document.png 532w, https:\/\/ways.se\/wp-content\/uploads\/Share-document-257x300.png 257w\" sizes=\"auto, (max-width: 532px) 100vw, 532px\" \/><\/li>\n\n\n\n<li>If you click on the link settings, in the bottom of the form (the gear icon), you can now specify who you want to share the document with:<br><img loading=\"lazy\" decoding=\"async\" width=\"532\" height=\"190\" class=\"wp-image-44548\" style=\"width: 300px\" src=\"https:\/\/ways.se\/wp-content\/uploads\/Share-settings-1.png\" alt=\"Share settings\" srcset=\"https:\/\/ways.se\/wp-content\/uploads\/Share-settings-1.png 532w, https:\/\/ways.se\/wp-content\/uploads\/Share-settings-1-300x107.png 300w\" sizes=\"auto, (max-width: 532px) 100vw, 532px\" \/><\/li>\n\n\n\n<li>Select the type of link that you want to create (share):<br><img loading=\"lazy\" decoding=\"async\" width=\"526\" height=\"796\" class=\"wp-image-44550\" style=\"width: 300px\" src=\"https:\/\/ways.se\/wp-content\/uploads\/Select-sharing-options.png\" alt=\"Select sharing options\" srcset=\"https:\/\/ways.se\/wp-content\/uploads\/Select-sharing-options.png 526w, https:\/\/ways.se\/wp-content\/uploads\/Select-sharing-options-198x300.png 198w\" sizes=\"auto, (max-width: 526px) 100vw, 526px\" \/><br><em>The sharing link types are described further down in this article.<\/em><\/li>\n\n\n\n<li>Select how you want to share the document (send an e-mail, copy the link to your clipboard or add the document as an attachment in an e-mail).<br><em>The sharing methods are described further down in this article.<\/em><\/li>\n<\/ol>\n\n\n\n<h3 class=\"wp-block-heading\">Sharing link types<\/h3>\n\n\n\n<p>These are the different sharing link types that you can select:<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Anyone<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li>This option is only enabled if\u00a0<a href=\"https:\/\/help.metashare.com\/en\/faq\/how-do-i-set-appropriate-sharing-settings-in-my-microsoft-365-tenant\/\">your organization allows sharing anonymous links and the workspace allows external sharing (the site\u2019s sharing setting is set to \u201cAnyone\u201d)<\/a>.<\/li>\n\n\n\n<li>Use this option when you want to share with people (internal or external users) and are comfortable with them passing the link around to other people, inside or outside your organization.<\/li>\n\n\n\n<li>An \u201cAnyone\u201d link is a transferrable, revocable secret key. It\u2019s transferrable because it can be forwarded to others. It\u2019s revocable because by deleting the link, you can revoke the access of everyone who got it through the link. It\u2019s secret because it can\u2019t be guessed or derived. The only way to get access to the document is to get the link, and the only way to get the link is for somebody to give it to you.<\/li>\n\n\n\n<li>Authenticated users will not be able to see the document from SharePoint search unless they first access the document through the link. After this, the document will be shown, for the user, in SharePoint search.<\/li>\n\n\n\n<li>With this link you do not need to be signed in to Microsoft 365 and therefore you will be considered as an anonymous user. Any edits on the document by anonymous users will update the document with \u201cModified by\u201d = \u201cGuest contributor\u201d.<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">People in tenant<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use this option when you want to share with someone in your organization (M365 tenant) and are comfortable with them passing the link around to other people inside your organization, but when you want to ensure that the link won\u2019t work for external users.<\/li>\n\n\n\n<li>A \u201cpeople in tenant\u201d link is a transferrable, revocable secret key. These links only work for people within your organization. When somebody opens a \u201cpeople in tenant\u201d link, they need to be authenticated as a member in your directory. If they\u2019re not currently signed-in, they\u2019ll be prompted to sign-in.<\/li>\n\n\n\n<li>Authenticated users will not be able to see the document from SharePoint search unless they first access the document through the link. After this, the document will be shown, for the user, in SharePoint search.<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">People with existing access<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use this option when you want to share a document link with someone that already has access to the document. This option is basically the same as copying the link address of the document.<\/li>\n\n\n\n<li>This option does not change any permissions on the document.<\/li>\n<\/ul>\n\n\n\n<h4 class=\"wp-block-heading\">People you choose<\/h4>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Use this option to share with people inside or outside your organization but when you want to make sure it doesn\u2019t work if they forward it on to others.<\/li>\n\n\n\n<li>A \u201cpeople you choose\u201d link is a non-transferable, revocable secret key. A \u201cpeople you choose\u201d link will not work if it\u2019s opened by anybody except for the person specified by the sender. The recipients of\u00a0the link\u00a0will need to authenticate as the users specified in the sharing option.<\/li>\n\n\n\n<li>The recipients of the \u201cpeople you choose\u201d link\u00a0will not be able to see the document from SharePoint search unless they first access the document through the link. After this, the document will be shown, for the user, in SharePoint search.<\/li>\n\n\n\n<li>To be able to add external users,\u00a0<a href=\"https:\/\/help.metashare.com\/en\/faq\/how-do-i-set-appropriate-sharing-settings-in-my-microsoft-365-tenant\/\">your organization must allow external sharing and the workspace must allows external sharing (the site\u2019s sharing setting is set to \u201cAnyone\u201d, \u201cNew and existing guests\u201d or \u201cExisting guest only\u201d)<\/a>.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Sharing settings<\/h3>\n\n\n\n<p>After you select what form of document link you want to create, you can choose what the users can do with the link\u00a0by defining some options under the \u201cMore settings\u201d section. The options below vary, depending on the link type. If you selected the \u201cPeople with existing access\u201d option, you will not get any other options to set:<br><img loading=\"lazy\" decoding=\"async\" width=\"441\" height=\"268\" class=\"wp-image-44552\" style=\"width: 300px\" src=\"https:\/\/ways.se\/wp-content\/uploads\/More-sharing-link-settings.png\" alt=\"More sharing link settings\" srcset=\"https:\/\/ways.se\/wp-content\/uploads\/More-sharing-link-settings.png 441w, https:\/\/ways.se\/wp-content\/uploads\/More-sharing-link-settings-300x182.png 300w\" sizes=\"auto, (max-width: 441px) 100vw, 441px\" \/><\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Type of access:<\/strong> when you click on the first dropdown in the more settings section, you can select what type of access you want to share (can edit, can review, can view or can&#8217;t download):<br><img loading=\"lazy\" decoding=\"async\" width=\"367\" height=\"299\" class=\"wp-image-44554\" style=\"width: 200px\" src=\"https:\/\/ways.se\/wp-content\/uploads\/Can-edit-option.png\" alt=\"Can edit option\" srcset=\"https:\/\/ways.se\/wp-content\/uploads\/Can-edit-option.png 367w, https:\/\/ways.se\/wp-content\/uploads\/Can-edit-option-300x244.png 300w\" sizes=\"auto, (max-width: 367px) 100vw, 367px\" \/><\/li>\n\n\n\n<li><strong>Set expiration date:<\/strong> You can set an expiration date after which the link will stop granting access. The maximum expiration date is 730 days (2 years) but your organization may require that \u201cAnyone\u201d links expire after a shorter period of days. In any case you can set an expiration date that is shorter than the maximum period.<\/li>\n\n\n\n<li><strong>Set password:<\/strong>\u00a0only available for \u201cAnyone\u201d links. The users will just be able to access the document if they get the password that you choose. The password will not be sent along with the mail that is sent, so you will have to share it with them separately.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\">Sharing options<\/h3>\n\n\n\n<p>There are 4 sharing options described below.<\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Option 1: Send link<\/h4>\n\n\n\n<ol class=\"wp-block-list\" start=\"1\">\n<li>Add your recipients in the \u201cAdd a name, group or email\u201d field and optionally add a personal message in the \u201cAdd a message\u201d field:<br><img loading=\"lazy\" decoding=\"async\" width=\"528\" height=\"619\" class=\"wp-image-44556\" style=\"width: 300px\" src=\"https:\/\/ways.se\/wp-content\/uploads\/Add-recipient-and-message.png\" alt=\"Add recipient and message\" srcset=\"https:\/\/ways.se\/wp-content\/uploads\/Add-recipient-and-message.png 528w, https:\/\/ways.se\/wp-content\/uploads\/Add-recipient-and-message-256x300.png 256w\" sizes=\"auto, (max-width: 528px) 100vw, 528px\" \/><\/li>\n\n\n\n<li>When you click on the \u201cSend\u201d button, you will get a confirmation that the link has been sent in an e-mail.<\/li>\n<\/ol>\n\n\n\n<h4 class=\"wp-block-heading\">Option 2: Copy link<\/h4>\n\n\n\n<p>If you click on the \u201cCopy link\u201d button, the document&#8217;s link will be copied to your clipboard and you can now, for example, paste the link inside another document:<br><img loading=\"lazy\" decoding=\"async\" width=\"528\" height=\"619\" class=\"wp-image-44560\" style=\"width: 300px\" src=\"https:\/\/ways.se\/wp-content\/uploads\/Copy-link-option.png\" alt=\"Copy link option\" srcset=\"https:\/\/ways.se\/wp-content\/uploads\/Copy-link-option.png 528w, https:\/\/ways.se\/wp-content\/uploads\/Copy-link-option-256x300.png 256w\" sizes=\"auto, (max-width: 528px) 100vw, 528px\" \/><\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Option 3: Send link in Outlook<\/h4>\n\n\n\n<p>If you click on the ellipsis icon and then click on the &#8220;Send link in Outlook&#8221; link, the document\u2019s link will be added in a new e-mail body:<br><img loading=\"lazy\" decoding=\"async\" width=\"534\" height=\"598\" class=\"wp-image-44562\" style=\"width: 300px\" src=\"https:\/\/ways.se\/wp-content\/uploads\/Send-link-in-Outlook.png\" alt=\"Send link in Outlook\" srcset=\"https:\/\/ways.se\/wp-content\/uploads\/Send-link-in-Outlook.png 534w, https:\/\/ways.se\/wp-content\/uploads\/Send-link-in-Outlook-268x300.png 268w\" sizes=\"auto, (max-width: 534px) 100vw, 534px\" \/><\/p>\n\n\n\n<h4 class=\"wp-block-heading\">Option 4: Send a copy (send the document as an attachment)<\/h4>\n\n\n\n<p>This option is only available when sharing from the Office desktop apps. If you click on the ellipsis icon and then click on the &#8220;Send a copy&#8221; link, the document will be added as an attachment in a new e-mail. You can choose to send the document in it\u2019s original format or to first convert it to PDF and then attach it:<br><img loading=\"lazy\" decoding=\"async\" width=\"706\" height=\"502\" class=\"wp-image-44564\" style=\"width: 300px\" src=\"https:\/\/ways.se\/wp-content\/uploads\/Send-a-copy.png\" alt=\"Send a copy\" srcset=\"https:\/\/ways.se\/wp-content\/uploads\/Send-a-copy.png 706w, https:\/\/ways.se\/wp-content\/uploads\/Send-a-copy-300x213.png 300w\" sizes=\"auto, (max-width: 706px) 100vw, 706px\" \/><\/p>\n\n\n\n<ul class=\"wp-block-list\"><\/ul>\n\n\n\n<h2 class=\"wp-block-heading\">How to see who have access to a document through a shared link and how to revoke a shared link<\/h2>\n\n\n\n<p>You can view a document\u2019s available shared links, revoke access to the document or see who the document has been shared with by following these instructions:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Click on the document&#8217;s \u201cShare\u201d function:<br><img loading=\"lazy\" decoding=\"async\" width=\"67\" height=\"26\" class=\"wp-image-16200\" style=\"width: 67px\" src=\"https:\/\/ways.se\/wp-content\/uploads\/share_button.png\" alt=\"\"><\/li>\n\n\n\n<li>Above the &#8220;Copy link&#8221; and &#8220;Send&#8221; buttons, click on the icons for individuals:<br><img loading=\"lazy\" decoding=\"async\" width=\"529\" height=\"619\" class=\"wp-image-44566\" style=\"width: 300px\" src=\"https:\/\/ways.se\/wp-content\/uploads\/See-who-has-access-through-a-sharing-link.png\" alt=\"See who has access through a sharing link\" srcset=\"https:\/\/ways.se\/wp-content\/uploads\/See-who-has-access-through-a-sharing-link.png 529w, https:\/\/ways.se\/wp-content\/uploads\/See-who-has-access-through-a-sharing-link-256x300.png 256w\" sizes=\"auto, (max-width: 529px) 100vw, 529px\" \/><\/li>\n\n\n\n<li>Click on the &#8220;Links&#8221; tab, to see a list of all the shared links with information about the links:<br><img loading=\"lazy\" decoding=\"async\" width=\"508\" height=\"604\" class=\"wp-image-44568\" style=\"width: 300px\" src=\"https:\/\/ways.se\/wp-content\/uploads\/Available-sharing-links.png\" alt=\"Available sharing links\" srcset=\"https:\/\/ways.se\/wp-content\/uploads\/Available-sharing-links.png 508w, https:\/\/ways.se\/wp-content\/uploads\/Available-sharing-links-252x300.png 252w\" sizes=\"auto, (max-width: 508px) 100vw, 508px\" \/>\n<ol class=\"wp-block-list\">\n<li>To revoke a shared link, click on the &#8220;Recycle bin&#8221; icon to the right of the link:<br><img loading=\"lazy\" decoding=\"async\" width=\"445\" height=\"127\" class=\"wp-image-44570\" style=\"width: 250px\" src=\"https:\/\/ways.se\/wp-content\/uploads\/Revoke-a-shared-link.png\" alt=\"Revoke a shared link\" srcset=\"https:\/\/ways.se\/wp-content\/uploads\/Revoke-a-shared-link.png 445w, https:\/\/ways.se\/wp-content\/uploads\/Revoke-a-shared-link-300x86.png 300w\" sizes=\"auto, (max-width: 445px) 100vw, 445px\" \/><\/li>\n\n\n\n<li>To change the settings of a shared link, click on the &#8220;Settings&#8221; icon to the right of the link:<br><img loading=\"lazy\" decoding=\"async\" width=\"445\" height=\"127\" class=\"wp-image-44572\" style=\"width: 250px\" src=\"https:\/\/ways.se\/wp-content\/uploads\/Change-sharing-options.png\" alt=\"Change sharing options\" srcset=\"https:\/\/ways.se\/wp-content\/uploads\/Change-sharing-options.png 445w, https:\/\/ways.se\/wp-content\/uploads\/Change-sharing-options-300x86.png 300w\" sizes=\"auto, (max-width: 445px) 100vw, 445px\" \/><\/li>\n<\/ol>\n<\/li>\n<\/ol>\n\n\n\n<div class=\"wp-block-group has-text-bright-color has-accent-1-background-color has-text-color has-background\"><div class=\"wp-block-group__inner-container is-layout-constrained wp-block-group-is-layout-constrained\">\n<h2 class=\"wp-block-heading has-text-bright-color has-text-color\">Forget manual sharing with MetaShare<\/h2>\n\n\n\n<p>MetaShare makes it easy to configure your workspaces with correct permissions from the beginning, as well as for workspaces you create in the future. That way, you can avoid the headaches that come with document-level permission scopes.<\/p>\n\n\n\n<div class=\"wp-block-buttons is-layout-flex wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button\"><a class=\"wp-block-button__link wp-element-button\" href=\"https:\/\/metashare.com\/en\/pricing\/#try-free\">Try now<\/a><\/div>\n<\/div>\n<\/div><\/div>\n","protected":false},"excerpt":{"rendered":"<p>How to share a document The instructions below apply to all Office-documents (either opened in their web app or their desktop app) as well as all documents that are opened in SharePoint\u2019s file viewer&nbsp;(see this &#8230; <\/p>\n<p class=\"read-more-container\"><a title=\"Share documents in Microsoft&nbsp;365\" class=\"read-more button\" href=\"https:\/\/ways.se\/en\/articles\/share-documents-in-microsoft-365\/\" aria-label=\"Read more about Share documents in Microsoft&nbsp;365\">Read more<\/a><\/p>\n","protected":false},"author":6,"featured_media":43695,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[110],"tags":[],"class_list":["post-16181","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-articles","generate-columns","tablet-grid-50","mobile-grid-100","grid-parent","grid-33","no-featured-image-padding"],"acf":[],"_links":{"self":[{"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/posts\/16181","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/users\/6"}],"replies":[{"embeddable":true,"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/comments?post=16181"}],"version-history":[{"count":13,"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/posts\/16181\/revisions"}],"predecessor-version":[{"id":44574,"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/posts\/16181\/revisions\/44574"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/media\/43695"}],"wp:attachment":[{"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/media?parent=16181"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/categories?post=16181"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/ways.se\/en\/wp-json\/wp\/v2\/tags?post=16181"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}