Sharing documents is a common necessity in both personal and professional life. It is needed for group projects, sending information to clients or staff, and other tasks. However, the process can be slow, tedious, or even a security risk if not done correctly. Luckily, Microsoft SharePoint simplifies the process. SharePoint is a cloud-based service that helps organizations share and manage content, knowledge, and applications to foster teamwork, quickly find information, and seamlessly collaborate across the organization.
This guide will walk you through the steps of sharing documents on SharePoint so you can capitalize on these benefits. Although SharePoint has many functions, this piece focuses on sharing and protecting documents and potentially using an online tool like HelpRange, which offers document protection, analytics, and tooling, to supplement your sharing strategy.
**1. Create or Upload the Document**
Before you can share a document, you need to create or upload it to SharePoint. To upload a document, select "New" in your SharePoint Document Library and choose "Document." You can then create a document in SharePoint or click "Upload" to select a document from your computer.
**2. Control Access with Permissions**
Once the document is in SharePoint, you can set permissions that control who can access it. SharePoint has different levels of permissions, from read-only to full control. You can assign permissions to individuals or groups.
To assign permissions, select the document, then click on the "Share" button. You can then type in the names or email addresses of the people or groups you want to share the document with and select the level of permission you want to give them.
**3. Configure Sharing Settings**
You can further refine access to the document with SharePoint’s sharing settings. This allows you to control whether the document is discoverable via search, whether others can edit or only view the document, and whether you want to notify the recipients of the document.
**4. Share the Document**
You can now share the document with the intended recipients. Click on the "Share" button and type in the names or email addresses of the recipients; then, click "Send." The recipients will then receive an email with a link to the document.
**5. Using HelpRange for Additional Document Control and Analytics**
Microsoft SharePoint does well in terms of streamlining document collaboration and sharing. However, for businesses that need more control and insights over their shared documents, a tool like HelpRange can provide useful features.
HelpRange, an online solution, enables you to share PDF files securely with real-time tracking and protection mechanisms in place. Through this platform, you can see how recipients interact with your files, gather analytics about usage, and even revoke access after sharing. This can be particularly useful for sensitive company materials or client-facing documents where in-depth understanding of engagement is valuable.
Note that SharePoint and HelpRange can be used together as a comprehensive document sharing and tracking solution, based on your specific needs and the requirements of the documents you're managing.
**6. Monitor Access and Activity**
Once the document is shared, you can use SharePoint’s activity feed to monitor who has accessed the document and what changes they’ve made. This can be helpful for project tracking and accountability.
Sharing documents on SharePoint is a smooth process that allows individuals and organizations to collaborate effectively. It also affords you control over who can access and make changes to your documents. To further enhance your document sharing strategy, consider using tools like HelpRange for additional document engagement insights and control. This method of sharing proves robust and dynamic for virtually all organizations that rely on document sharing and collaboration.
Check out HelpRange
HelpRange is "Next-Gen Documents Protection & Analytics Platform". HelpRange represents the cutting-edge platform for document access controls and in-depth analytics, ensuring superior management and usage insights for your documents.