How to Share and Manage Access to Documents in Teams and SharePoint

Introduction 

Welcome to our latest Microsoft 365 Insights video! In this video, we focus on the essential topic of sharing and managing access to documents. Whether you're using Microsoft Teams, SharePoint, or Office applications, this guide will help you understand the various methods to share documents and manage access efficiently.

Sharing Documents in Microsoft Teams 

In this section, we explore how to share documents within Microsoft Teams. To start, navigate to the 'Files' tab in your desired channel. There are multiple ways to share a document: hover over the file and click the share button, select the file and use the share option at the top, or click the three dots and choose share. This flexibility ensures you can easily share documents with colleagues.

For internal sharing, simply type in a colleague's name, select the appropriate access level (edit or view), and add a message if needed. An automatic invite email will be sent to the recipient. For external sharing, enter the recipient's email address, acknowledge the warning about sharing outside your organization, and proceed with the same steps. By default, external recipients are given view-only access, but you can adjust this if necessary.

Copying and Customising Links

Sometimes, you may need to share a document link via email or a Teams message. Use the 'Copy Link' option to generate a link that you can paste into your communication. You can customise the link settings to specify who can access the document, set the access level (edit or view), and even restrict download permissions. Additionally, you can set an expiration date for the link, ensuring it remains active only for a specified period.

For a more streamlined approach, use the 'Send Link in Outlook' option. This feature drafts an email with the recipient's address and the document link, allowing you to quickly send the document with a personalised message 

Managing Access to Shared Documents 

Managing access to shared documents is crucial for maintaining control over your files. To review and adjust access, click the three dots next to the document and select 'Manage Access.' This feature allows you to see who has access to the document, including individuals and groups. You can copy existing links, remove access, or modify the access level for each link.

Regularly checking and managing access is especially important for sensitive documents. Ensure that only the necessary individuals have access and remove any outdated links to maintain security.

Conclusion 

Sharing and managing access to documents in Microsoft Teams and SharePoint is a straightforward process that enhances collaboration and security. By following the steps outlined in this video, you can confidently share documents and control access, ensuring your files are always in the right hands. Thank you for watching, and we hope you feel more comfortable with these essential features.