How to Share documents via SharePoint?

  1. First navigate to the SharePoint you wish to share files from through the KBA portal

https://portal.kba.uk/index.php?page=shares

  1. Once you have located the SharePoint site on the portal click “SharePoint”

  1. This will take you to the SharePoint site, once it’s loaded navigate through the folders to locate the files or folder you wish to share.

  1. Once you have located the file/folder you wish to share ensure its selected by hovering on the left of the folder icon and click the tick box

And confirm its checked like below

  1. Once the file/folder is selected click “Share” button above

  1. Once you click share you will be presented with the following box

  1. If you click the following box you will be able to edit the settings and permissions on the file or folder you are sharing.

Which will bring up the following Settings:

From here you will be able to send the link to either:

  • People in Kettering Buccleuch Academy
  • People with Existing Access – Anyone who has already got access or has been given access in the past.
  • Specific People – Used to share documents with Specific people (internal and external to KBA) Please note if sensitive data is being sent External to KBA/United Learning it needs to be checked with Caroline Hodkin

Also you can Allow Editing of the files/folder shared or only allow them view Access (by unchecking the Allow editing option)

Only allowed to View the documents

Allowed to edit the document and save changes

 

Choose who you would like to share the file/folder with, in this example im going to choose “Specific People” and only allow them Read only access (so the specific person wont be able to edit the document)

So my options appear like this

Then click Apply

Enter the email address or addresses (ensure its correct before sending)

you can send a message along with the link to the Recipients (not required, optional)

Then click Send, if you want to include a web link in an email you are already composing you can click Copy Link which you will be able to paste the link into your email.

 

 

 

How to share documents via OneDrive (computer)?

If you have already got the SharePoint Synced to your computer you can share the document or folder from your computer. If not refer to the above section and click “Sync” which will allow you to access it from your Staff device.

  1. Locate the share point under on the file explorer. (shown Below)

  1. Once you are on the SharePoint locate the file or folder you wish to share and right click on the folder and click Share

  1. Once you click share the share options will appear.

  1. Click “Anyone with the link can edit”

  1. This will present you with more options

From here you will be able to send the link to either:

  • Anyone with the link – anyone who you send this link to would be able to access the documents
  • People in Kettering Buccleuch Academy
  • People with Existing Access – Anyone who has already got access or has been given access in the past.
  • Specific People – Used to share documents with Specific people (internal and external to KBA)

Please note if sensitive data is being sent External to KBA/United Learning it needs to be checked with Caroline Hodkin

Other Settings

Allow Editing - of the files/folder shared or only allow them view Access (by unchecking the Allow editing option)

Only allowed to View the documents

Allowed to edit the document and save changes

Settings shown when “Anyone with the link” is selected

Set Expiration Date – You can allow access to the link up to a specified date, access after the date specified will be disallowed

Set Password - You can set a password to access the document

 

Select the options and who you wish to share the document/folder with, in my example I am sending this document to an external person to KBA. Similar steps for the other options

Enter the email address or addresses (ensure its correct before sending)

you can send a message along with the link to the Recipients (not required, optional)

Then click Send, if you want to include a web link in an email you are already composing you can click Copy Link which you will be able to paste the link into your email.

If you get any issues or would like some assistance please email techsupport@ul-northants.org.uk

Any data that is shared externally must be checked with Caroline Hodkin CarolineHodkin@kba.uk