Swinburne University of Technology Sarawak Campus

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How To User Guide Page 1

SHARING CONTENT IN SHAREPOINT

What is SharePoint sharing permission?

SharePoint sharing permission is the process of enabling a user or group of users to access and share

contents available in your department/faculty’s SharePoint site. This allow the authorised user to access,

read and modify the shared document or folder.

Two libraries are allocated with two types of access categories:

i. Private Documents – sharing location mainly to share within department/faculty only

ii. Shared Documents – sharing location mainly to share with specific person within

department/faculty and specific person in other department/faculty only. (Refer to guides in

Section 2)

*Example of Private Documents and Shared Documents in a SharePoint Site.

By default, each department/faculty site comes with three types of permission level:

Permission Permission level Roles Description

1. Site Admin/Owner

Full control Department/faculty communication contact

Manage and maintain department/faculty’s site content

List of Site Admin is available in https://swinburnesarawak.sharepoint.com

Provide permission to Folder Owner in department/faculty’s Shared Document library (Refer to guides in Section 1)

2. Site Members Edit Staff in a department/faculty in SUTS

Allowed to add new file, view, edit, and delete existing files in department/faculty’s Private Document library only

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3. Folder Owner Full Control (the folder assigned only)

Staff in a department/faculty in SUTS

Manage and maintain the folder content assigned in Shared Document library

Provide permission to share the folder to staff members within SUTS (Refer to guides in Section 2)

How to share in Shared Documents library? In SharePoint, you are allowed to collaborate and share files to anyone within your organisation.

Permission to share will be assigned by Site Admin of your department/faculty. Please contact your Site

Admin to allow this access.

Section 1: To assign permission to folder in Shared Document (for Site Admin): i. In your SharePoint site, click on your department/faculty’s Shared Documents located at the left

side of the SharePoint site. Click button to create a folder. Choose to

proceed.

ii. Give the folder a meaningful and friendly name.

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iii. Select on the folder that was just created. Click on the icon and select Share.

iv. Type the email address of the Folder Owner. Click Send.

v. Navigate to the most right of the site page. Find to open the details pane. Click on the link

Manage access.

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vi. Click on the link Advanced to assign ownership of the folder to Folder Owner.

vii. Tick the Folder Owner’s name, and click on Edit User Permissions.

viii. Untick Contribute - Can view, add, update, and delete list items and documents option, and

tick Full Control - Has full control option. Then click OK to proceed.

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Section 2: To share a file or folder in SharePoint Online (for Folder Owner): There are two ways of accessing your Shared Document folder.

Access Shared Documents folder from email link

Access Shared Documents from OneDrive Web

1.1: Access Shared Documents folder from email link.

a) Once a folder ownership is given to you, you will receive email notification. Click Open to open

the document folder.

b) To start sharing, select the folder and click on the icon and select Share.

c) Type a name or email address of the staff you wish to share the folder to. By default, all files

shared is with Allow editing settings. If you wish to change the permission to read only, choose

Only the people you specify will have access to edit, then untick Allow editing and click Apply.

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1.2: Access Shared Documents from OneDrive Web.

a) Please refer to How to use OneDrive from Office365 webportal guide to access OneDrive from

web.

b) Once you are in your OneDrive page, select Shared. In the Shared with me

c) Proceed to access by clicking the folder/file link. The page will be redirected to the content that

you have selected.

d) If you wish to continue to share the folder/file, make sure you are the Folder Owner of the

shared folder/file.