Share and manage access
Share the smallest scope that supports the work. Broad access is easy to grant and hard to clean up.
Sharing options
| Option | Use it for |
|---|---|
| Folder sharing | Ongoing collaboration around multiple related items |
| Item sharing | Narrow access to one file, note, task list, or chat |
| Public shared link | Read-only external distribution without creating a user account |
| Guest access | Bounded external collaboration inside a repository |
| Group access | Repeated access patterns for a set of repo members |
Your deployment may not expose every option. Admin policy controls which collaboration features are available.
Understand roles and scope
Access is the combination of:
- who the subject is: user, guest, group, or public link
- where the rule applies: repository, folder, subtree, or item
- what actions are allowed: browse, read content, edit, export, or manage permissions
Do not treat a role name as global trust. Role plus scope is the real permission.
Share a folder
Use folder sharing when collaborators need ongoing access to related work.
- Open the folder in Explorer.
- Open the sharing or permissions action.
- Add users or groups.
- Choose the minimum role required.
- Confirm whether access applies only to this folder or also to descendants.
- Ask one recipient to verify access before scaling the invite.
Folder sharing is the normal model for project, department, customer, or case work.
Share a single item
Use item sharing when the recipient needs one file or one discussion, not the surrounding workspace.
Item access is useful for narrow review, but it can become confusing if the user later needs related context. For ongoing work, share the owning folder instead.
Use path links correctly
A path link points to a location or item. It does not grant access.
Recipients can open a path link only if their current permissions allow it. This is intentional. Use path links for navigation handoff, not for access control.
Create a public shared link
Use a public shared link for controlled read-only distribution.
- Select the exact folder to share.
- Create the public link from the folder sharing workflow.
- Set an expiration when possible.
- Add a password for sensitive content.
- Copy the returned link when it is created.
- Send it through an approved channel.
- Revoke the link when the collaboration ends.
Public shared links are capability URLs. Treat them like credentials until revoked or expired.
Invite guests deliberately
Use guests for external collaborators who need authenticated access and repeated participation.
Keep guest access:
- scoped to the required repository or folder
- time-boxed when possible
- reviewed on a regular schedule
Do not make a guest internal just because a workflow was inconvenient. Internal and guest membership have different trust semantics.
Access checklist
- Is this folder or item the smallest useful scope?
- Does the user need read, edit, export, or manage-permissions capability?
- Is the recipient internal, guest, or public-link only?
- Does the path link rely on existing permissions?
- Is there a planned review or revoke date?
Next step
Continue to Find and Organize Work.