How to Collaborate and Share Files with Others Using SharePoint

Owned by Preston Merkel
Last updated: Nov 20, 2024 by Joey Savignano
3 min read

SharePoint is a powerful collaboration tool that allows users to work together on documents and other content within Seattle University. Here's a comprehensive guide on how to collaborate and share files with others using SharePoint.

1. Accessing SharePoint

  • Sign In: Log in to SharePoint using your Seattle University credentials.

  • Navigate: Access the specific site or library where the files you want to collaborate on are stored.

2. Collaborating on Documents

  • Open a Document: Click on the document you want to work on.

  • Edit in Browser: Use SharePoint’s online editor to make changes directly within your browser.

  • Use Desktop Applications: You can also open files in Microsoft Word or Excel, for example, if you prefer to edit in those applications.

  • Real-time Collaboration: Multiple users can work on the same document simultaneously. Changes will be visible to all users in real time.

3. Sharing Files and Folders

  1. Right-click the file or folder, and choose Share (or the share icon in Windows 11)

  2. The link type must be People you specify to share with external users. In the example below, the link has a default setting of “People in Seattle University with the link can edit”. To change it:

    1. Click on the current link type (underlined in red below):

       

    2. Choose Specific people, and optionally change the other settings to Can view if access to edit the file is not wanted, then click Apply.

  3. Add the email addresses you would like to receive access, and then optionally add a message and click Send, or click Copy if you would like to paste the link into an existing communication.

4. Managing Permissions and Access

  • Modify Permissions: You can change a user's permissions by right-clicking the shared file, selecting 'Manage access', and then adjusting as needed.

  • Revoke Access: If necessary, you can completely revoke access to a shared file or folder from the same 'Manage access' menu.

5. Using Team Sites for Collaboration

  • Create/Join a Team Site: Team Sites are shared spaces where members can collaborate on multiple files and projects.

  • Add Members: Invite collaborators by clicking on the 'Members' tab and entering their email addresses.

  • Utilize Collaboration Tools: Team Sites offer shared document libraries, calendars, task lists, and more.

6. Version History and Recovery

  • View Version History: Right-click on a file and select 'Version history' to see previous versions.

  • Restore Previous Versions: If needed, you can restore a previous version of a file from this menu.

Conclusion

Collaborating and sharing files with others in SharePoint is a streamlined and efficient process. This guide should help you navigate the basics of document collaboration, sharing, and management within the platform. Always remember to consider privacy and security when sharing files, and consult Seattle University policies if you're unsure of the appropriate permissions to grant. Whether you're working on a team project or sharing files with external partners, SharePoint provides the tools and flexibility needed to achieve seamless collaboration.