Mastering SharePoint Sharing: How to Choose the Right Permissions and Link Settings

Sharing files and folders in SharePoint seems simple, but behind that little Share button is a lot of power. The way you configure sharing settings can make the difference between secure, smooth collaboration, and confusion or data risk.

Whether you’re working on a team project, sharing board reports, or sending content to external partners, it’s important to know how permissions and link settings work and how to use them confidently.

Let’s walk through the two key tools that help you share content the right way in SharePoint: Permissions and Link Settings.

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What are SharePoint Permissions and why do they matter?

Permissions define what someone can do with the file or folder you’re sharing. If you skip this step or choose the wrong option, you might end up giving someone more access than they need or not enough to do their job.

Here are the four main options you’ll see when setting permissions:

• Can edit: Gives full editing rights. Ideal for co-authoring a document or working together in real time. Example: A project team collaborates on a report draft, adding updates directly into the same file.

  
  

• Can view: Read-only access. Great for reference documents like handbooks or finalized PDFs. Example: HR shares the employee benefits package with all staff, ensuring no one can make changes.

  
  

• Can review: Word-only feature that allows tracked changes and comments without direct editing. Best for feedback rounds. Example: A manager sends a policy draft to directors for input before final approval.

  
  

• Can’t download: Users can view the document online, but cannot save it locally. Useful for sensitive or proprietary material. Example: Legal shares a contract draft with a client for review, but blocks downloads to protect confidentiality.

  
  

Each permission level has a purpose. The key is matching it to your goal. Are you asking for input, sharing for visibility, or co-authoring?

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Control who gets access and for how long with Link Settings

Once you’ve picked the right permission, it’s time to fine-tune your link settings. These determine who can access the content and what protections apply to the link itself:

• Anyone with the link: Allows access to anyone who receives the link, even outside your organization. Example: You post a promotional brochure online for the public to access without logging in.

  
  

• People in your organization: Only users signed into your company Microsoft account can open the link. Example: You share meeting notes with your department to keep everything internal.

  
  

• People with existing access: Doesn't change permissions, just provides a quick link to share with someone who already has access. Example: You need to resend a link to your supervisor but don’t want to reset their access.

  
  

• Specific people: Restricts access to named individuals. Even if the link is forwarded, no one else can open it. Example: You share financial projections with two board members only and want to keep it locked down.

  
  

Optional Protections:

• Set expiration date: Choose a date when the link will stop working. Example: You grant temporary access to a contractor for 7 days to view a project plan.

  
  

• Set password: Add an extra barrier to protect the file, especially for external recipients. Example: You send a vendor proposal and share the password via a separate channel.

  
  

• Block download: Prevents recipients from saving a copy, even if they can view the file online. Example: You want a consultant to review your branding guidelines but not store them locally.

  
  

Taking an extra 10 seconds to set the right link type and restrictions can prevent hours of troubleshooting or risk later.

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Why Permissions and Link Settings work best together?

Think of these tools as a two-part filter:

• Permissions: define what someone can do with the content

• Link Settings: define who can use the link and for how long

  
  

Used together, they give you full control over your content, even when you’re collaborating with large teams or external partners.

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Quick SharePoint sharing checklist

Before sending your next SharePoint link, ask yourself:

1. What level of access do they really need: Edit, view, or review?

2. Should this link be shared with anyone, just internal staff, or specific people?

3. Does this need an expiration or password for extra security?

4. Is download protection important for this file?

   
   

Following these steps will help keep your content secure, your workflows efficient, and your team in sync.

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Need help making SharePoint work smarter for your team?

At Echo Transformation, we help teams get more from Microsoft 365 without making things more complicated. Whether it’s designing a secure document-sharing process or rolling out best practices across departments, we’re here to make your collaboration simpler and safer.

Want guidance setting up smart sharing policies in SharePoint? Let’s chat. We’ll help you build secure, scalable, and user-friendly digital workspaces that empower your team.

Book a free discovery call today!