To use SharePoint link to file features on you site, you must have all the administrative privileges and permissions of linking documents to a site. If you perform tasks that involve the sharing of documents and direct collaboration with suppliers or customers, you may want to use their sites to share-content with people outside the organization who do not have licenses for Microsoft Office 365 subscription.
SharePoint Link to File Guide
Allow other users to create links to documents and share with site members
You may-want to openly share some documents and, in fact, you-may want to encourage other users to also share them with other people in your site. For these documents, you can let all users to link anonymous to guest documents shared with them.
To enable this feature, you must have Full Control permission
- Go-to the library-where you want-to allow people-to create links-guest
- Select-the gear-icon and then select Site Settings
- On the Site-Settings-page, under Users-and-Permissions, select-Site-Permissions
- On-the-Permissions tab, click Settings access requests
- Table of access-requests Settings-dialog box, select ‘Allow members-to-share-the-site-and-individual files and folders’ check box.
Now, when users select documents shared-with them-and open the Sharing dialog box, create a bond of guest. However, note that you can only create links that allow invited guests, edit the-document if given permission to-edit the-document. If you only have permission to view, you can only create links that grants permission to view.
Load documents, pictures and files to a SharePoint site
To upload files, such as Word documents, PDF files or images JPG, do it in a library or in a folder from a library.
The maximum file-size for a single file that can be uploaded to a SharePoint Library Online-is 2-GB. In addition, you can-only upload 100 files at a time.
The best way to do this depends on the number of files. First go to the destination library and then use this method:
For a single document -Select New Document> Load the existing file and then locate the file on your PC.
For Several documents and folders -Select the Open button in the Library Explorer tab of the ribbon. Then drag and drop files to the File Browser.
Consider creating SharePoint lists for calendars, contacts and spreadsheets
Every company has data in different formats such as tasks, calendars, and spreadsheets. For this type of-data, you can-move or convert-content listed on your site and use SharePoint link to file features to share it with all users. For example, you can turn your list of business contacts in a contact-list. Typically, you can also convert-the-calendars on SharePoint-calendar, which-is a special-type of list
If you now use spreadsheets Microsoft Excel to track information, you can load these spreadsheets directly into a document library in SharePoint Online. You can also import-spreadsheets as SharePoint-lists. Many people can update a list while SharePoint lists foster collaboration. You can create different views of the lists to publish exactly the information you want.
Before you start moving files, check the storage available to SharePoint Online in Office-365. In general, the-storage limit-for-a site collection SharePoint Online is 10GB plus 500 MB for each end user license. That means that for 250 users, the maximum amount of storage is 135 GB plus 25 GB of storage for each user One-Drive for the Company. You can also purchase more storage for Office 365 if desired.
It is important to remember that in Office-365, storage-limits for SharePoint-Online (team-site) differ from the limits of storage for Exchange Online (for e-mail accounts)
If your organization is large or complex, consider inviting an expert to help you. You can find help reputable software and technology services for Microsoft Pinpoint . Pinpoint is a quick and easy way for businesses worldwide to find Microsoft certified experts and professional services
What kind of content will be on sites?
After thinking about the number and type of sites you-want, plan-the-content that is stored-on these sites. The purpose of this is to establish content planning:
- What types of content may wish to create. Content types that allow you to customize the way that controls and monitors for specific content types.
- What types of metadata (site columns) to associate with these types of content. Metadata is information that helps describe and classify content.
- What types of lists or libraries you want to create sites to organize content libraries can be used to store documents and files, while lists are useful for tracking tasks or problems.
Your organization may want to perform this type of centralized planning (especially for the types of content) but also the kind of planning that should promote individual site owners because they personalize the sites that are responsible .
Share a site in order to enable SharePoint link to file features
To share a site, but also want to restrict access to users outside an internal contents of your organization, you can create a sub-site with unique permissions is used only to share with external users. Provide continuous access to information and content from one site to someone outside your organization. This person must be able to act as a full member of your site and create, edit and view content.
Share a document and ask it to start session. Provide secure access to a document for review or collaboration to users outside the organization. These, however, do not need continuous access to other content on your internal site.
Share a document with a link anonymous guest-Share a link to a document that does not contain personal or confidential information with people outside the organization to watch it or upgrade to comment. These people do not need continuous access to the content of your internal site.
Availability of Features for SharePoint Link to File
SharePoint Online can be included in Office 365 plan or can be purchased as a separate plan, such as SharePoint-Online SharePoint Online-Plan 1 or Plan 2. The various plans include different offers SharePoint Online.You can choose the plan that best fits the needs of your organization. Each person accessing the SharePoint Online service must be assigned to a subscription plan.
Once you understand all the concepts of the features, you will find it very easy to link documents and files in your SharePoint site. The SharePoint link to file features, enables site admins to share documents with users and anyone granted permission to access the site