Sharing Documents with SharePoint - Office 365

Before using SharePoint, please check with Maggie Miller to ensure your site is configured and available for your purposes.

SharePoint should be used when two or more people are adding documents to the same SharePoint folder. Otherwise, the alternative, OneDrive, can be used to share documents. They both allow the sharing of documents with Linfield and non-Linfield recipients.

    1. Set up SharePoint for all users who will be maintaining the documents contained therein. Note: typically, all members of the department will already have access to the departmental shared folder. If this is the case, skip to Step #2.
      • Access linfield.sharepoint.com/sites/site name (provided to you by Maggie).
      • Login with your Catnet credentials (if you are not already logged in to Office 365).
      • Click on Share (upper right).

SharePoint Share icon

      • Enter the names or email addresses (Linfield users only) of the people who will be allowed to maintain the documents for the site. A list will appear allowing you to choose the correct Linfield recipient.
      • Click on Show Options.
      • Make sure Send an email invitation is selected.
      • Select the Permissions level.
      • Click Share.

What the email recipients will do:

      • Click the link in the email and login when prompted (if not already logged in).
      • Click on Follow (upper right). This will allow this site to appear automatically when SharePoint is selected from Office 365.

Follow icon

    1. Add a document to the Site
      • Login to Office 365 (portal.office.com).
      • Click SharePoint.
      • Select the appropriate SharePoint site you are following (on the left).
      • Click Documents (on the left).
      • You can add a document 3 ways:
SharePoint 3 ways
      • Click New and select the type of document you wish to create in SharePoint. You can also create a new folder to keep your documents organized.
SharePoint New Document
      • Click Upload and then select Files or Folders. Please note that in order to upload folders, you will need to use the Google Chrome browser. Locate your File(s) or Folder(s) and click Open.
SharePoint Choose Files
      • Open both your Office 365 SharePoint window and either your Explorer window (PC) or your Finder window (Mac) side-by-side. Drag files from Explorer or Finder to SharePoint.
    1. Share a document with a Linfield recipient
      • Login to Office 365 (portal.office.com) and select SharePoint.
      • Select the appropriate SharePoint site you are following (on the left).
      • Click Documents (on the left).
      • Click on the document to select it, and then click Share.
SharePoint Share Document
      • Make sure Invite people is selected, and then type in the recipient’s name or email address (a list will appear allowing you to choose the correct Linfield recipient).
      • Determine if the recipient “Can edit” the document, or “Can view” (read only).
      • Add a message (optional).
      • Verify that Send an email invitation is selected.
      • Click Share.
SharePoint Share Document

To see more options on managing a document, click the set of three dots.
SharePoint 3 dots

    1. Share a document with a non-Linfield recipient
      • Login to Office 365 (portal.office.com) and select SharePoint.
      • Select the appropriate SharePoint site you are following (on the left).
      • Click Documents (on the left).
      • Select the document and click Share.
SharePoint Share Document
      • Select Get a link.
      • Change the link option to View link – no sign-in required.
      • Set an expiration date for when access to the document will expire (optional).
      • Copy and paste the URL into an email and send to the recipient.
      • You can then Close the Share window.
SharePoint with Non-Linfield

Recipients: To open a document that has been shared with you:

    • Click the link in the email you received.
    • If you are a Linfield user, you will be asked for your Office 365 credentials – the same as your Catnet credentials.
    • If you are a non-Linfield user, the document will open automatically.