Sharing Links and Permissions
How to share SharePoint files and choose who can access them.
How to copy a sharing link
Select your device:
- In the SharePoint document library, hover over the file you want to share.
- Right-click the file (or click the ... that appears on hover).
- Click Share.
- A sharing dialog will open. Choose who can access the link (see options below).
- Click Copy link.
- Paste the link wherever you need to share it — email, Teams chat, etc.
Screenshot: SharePoint sharing dialog
- Navigate to the file in the SharePoint app or in Safari.
- Long-press (press and hold) on the file name, or tap the ... next to it.
- Tap Share.
- Choose your sharing option and tap Copy link.
- Navigate to the file in the SharePoint app or in Chrome.
- Long-press on the file or tap the ... next to it.
- Tap Share.
- Choose your sharing option and tap Copy link.
The four sharing options
When you create a sharing link, you choose who can use it:
People in Rotary District 9660 with the link
Anyone in the district who has the link can open the file. They must be signed in with a Rotary account. Use this most of the time for sharing within the district.
People with existing access
Only people who already have permission to the site or file can use the link. Good for linking to a document you know the recipient already has access to.
Specific people
You choose exactly who can open the link by entering their email addresses. Only those people can open it, even if someone else gets the link.
Anyone with the link
Anyone on the internet can open the file — no sign-in required. Avoid this for Rotary documents.
Do not use "Anyone with the link" for Rotary documents. This makes the file accessible to anyone on the internet, including people outside the district. Use "People in Rotary District 9660 with the link" for most sharing within the district.
Which option should I choose?
| Situation | Use this option |
|---|---|
| Sharing a document with any district member in Teams or email | People in Rotary District 9660 with the link |
| Sending a link to something you know the person already has access to | People with existing access |
| Sharing with one or two specific people only | Specific people |
| Sharing publicly (e.g. a public form or announcement) — rare | Anyone with the link (use sparingly) |