SharePoint - Marketing File Sharing

BACKGROUND INFORMATION

A dedicated file sharing site has been created for the Marketing Team. This site allows the team to share files internally with team members, or externally with vendors in a secure space. Sharing settings are similar to existing SharePoint and OneDrive options. This job aid provides instructions for accessing the dedicated site and sharing the files with vendors.

ACCESS THE SITE

IMPORTANT: This process can only be completed from a desktop computer or laptop. It cannot be completed from a mobile device.

  1. Navigate to the Advertising Team SharePoint site:
    https://casinoaz.sharepoint.com/sites/advertisingteam
  2. In the left-hand navigation panel, select Share Documents.
    This Shared Documents library provides two main folders for internal and external file sharing.
  3. The folders in this library will be used in the same manner as other SharePoint or OneDrive folders.
    1. Create folders or upload content with the Create or Upload button in the upper right corner of the screen.

-OR-

  1. Upload content to a folder by selecting files in File Explorer and drag-drop the files to the intended folder.

SHARING A FOLDER

  1. Select the folder and click the Share button in the Global Navigation bar.
  2. In the Share pop-up window
    1. Add the email address for the person or group you’d like to share with.
    2. Click the gear icon to adjust the Link Settings.
  3. Link Settings
    1. Select “People you choose”.
    2. The default setting is Can view, meaning View Only
      1. If editing is needed, change the option before sending the link.
    3. Add an expiration date, if needed.
    4. Click Apply.

REQUESTING A FILE

  1. Request files from a vendor
    1. Create a new folder and select Request Files from the Global Navigation bar.
      This option works in the same manner as sharing a folder with content.
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