Sharing documents

From ctowiki

This page is updated for SharePoint 2007.

If you would like to see Student Computing Services add content, you can request additions to this page.

Tired of the problems from emailing documents around? SharePoint makes it easy to share documents with one person or several. Think of it as a different way to do email -- the document does not email, just a link to the current version of the document.

1 Create a Shared Folder
- 1.1 Invite your collaborators
- 1.2 Setting up email alerts for your collaborators
2 Advanced Topics
- 2.1 Workspace site -- more than a library of documents
- 2.2 Including groups of collaborators

Create a Shared Folder

Your WSU mySite has a resource called "Shared Documents" in the left menu. By default, documents you place here are visible to all of the WSU community -- but you can change that.

Click on Shared Documents and then on the next screen, click the "New" item in the toolbar and make a new folder. For example, name this folder "Shared with Joshua." You have now created a folder in your shared documents. In the next step, you will set it up so your collaborator, and no one else, has access to it.

Invite your collaborators

Now click on the line with the name of the folder, near the end shoing the date. A menu drops down, choose "Manage Permissions," see the illustration:

On the next screen, in the Actions menu, choose "Edit Permissions" and click OK in the dialog. (You are agreeing to make the permissions of this folder different from those of its parent (not inheriting from parent).

Look for the line that says "NT AUTHORITY\authenticated users," click the check box and choose "Delete User" from the action menu, as illustrated. Click "OK." This keeps the whole WSU community out of this space:

Next, under the "New" menu item, choose "Add User." In the next screen, type the WSU Network ID or name of your collaborator (eg Joshua Yeidel).

Set the permissions you want this person to have. Read allows reading only; Contribute allows editing of your document.

This process will send an email to the user, you can add information to the email before it sends. Click "OK."

Setting up email alerts for your collaborators

Navigate back to the folder you created "Shared with Joshua," by clicking the breadcrumb link, see illustration:

Set your own alert (to know when your collaborator edits something in the library), by clicking "Alert Me." Your collaborator can also set an alert to know when you post a document for them.