How to Share Files in SharePoint

What is SharePoint?

SharePoint is Microsoft's team collaboration platform. Unlike OneDrive (personal storage), SharePoint is for:

• Team documents everyone needs access to
• Company policies and procedures
• Shared project files
• Departmental resources

Accessing SharePoint

From a Web Browser

• Go to your organisation's SharePoint URL, or
• Go to office.com and sign in
• Click the SharePoint icon

From Teams

SharePoint is built into Microsoft Teams:

• Open your Team
• Click the Files tab
• These files are stored in SharePoint

Uploading Files

Drag and Drop

• Open the SharePoint library
• Drag files from your computer
• Drop them in the library

Upload Button

• Click Upload in the toolbar
• Select Files or Folder
• Choose what to upload
• Click Open

Sharing Files

Share with Your Team

Files in a team SharePoint site are automatically available to team members. No extra sharing needed.

Share Outside Your Team

• Select the file
• Click Share in the toolbar
• Enter email addresses
• Choose permissions:

- Can edit - They can modify - Can view - Read only

• Add a message (optional)
• Click Send

Get a Link

• Select the file
• Click Copy link
• Choose who can access
• Share the link via email or chat

Working with Files

Edit in Browser

• Click on a file
• It opens in the web version of the app
• Changes save automatically

Edit in Desktop App

• Click the file
• Click Open in desktop app
• Edit and save as normal

Co-Authoring

Multiple people can edit the same file:

• Open the file
• Others can open it too
• You will see their cursors and changes in real time
• Changes save automatically

Organising Files

Create Folders

• Click New > Folder
• Name your folder
• Click Create

Move Files

• Select files
• Click Move to
• Choose destination
• Click Move here

Troubleshooting

Cannot access a site?

• You may not have permission
• Contact the site owner or IT

Cannot edit a file?

• You may only have view access
• The file may be checked out by someone
• Contact the file owner

Need Help?

For SharePoint assistance, contact helpdesk@netlumait.com.au or call 1300 521 162.