Sharing Links and Permissions
How to share files from SharePoint and choose the right permission level.
How to copy a sharing link
The quickest way to share a file from SharePoint is to copy its sharing link and paste it into a Teams message, email, or chat.
You have two options:
- Right-click method: Right-click the file name in the document library and select Copy link.
- Menu method: Click the three dots (…) next to the file name, then click Share, then Copy link.
The link is now on your clipboard. Paste it into Teams, Outlook, or wherever you need to share it.
The four sharing options
When you copy or send a sharing link, SharePoint asks you to choose who can use the link. There are four options. Here is what each one means and when to use it.
1. People in Rotary District 9660 with the link
Anyone who has a Rotary District 9660 account and receives the link can open the file. They do not need to already have access to the document library - the link grants them access.
When to use it: This is the best option for most committee documents. If you are sharing minutes, reports, or templates with other district members, use this option.
2. People with existing access
The link works only for people who already have permission to the file or the document library it sits in. It does not grant any new access - it is a convenient way to point someone to a file they can already open.
When to use it: When you want to send a quick link to a colleague who already has access, without changing any permissions.
3. Specific people
You choose exactly who can access the file by typing their name or email address. Only the people you specify will be able to open it.
When to use it: When a file is sensitive and only one or two specific members should see it.
4. Anyone with the link
Anyone who has the link can open the file - even people outside the district, or people without a Rotary account. The file becomes accessible to anyone on the internet who has the URL.
When to use it: Rarely. Avoid this option for Rotary documents unless you specifically need to share something publicly.
Quick reference: which option to choose
| When you want to… | Use this option |
|---|---|
| Share with your committee or the district | People in Rotary District 9660 with the link |
| Send a link to someone who already has access | People with existing access |
| Share with one or two specific people only | Specific people |
| Share publicly (rare - use with caution) | Anyone with the link |
Avoid using "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.