SharePoint tips and tricks: 1 – Share a file

Do you need to work on a document with your colleague, but don’t want to send email attachments back and forth which creates multiple copies of the same file? No problem, why not use the Share Link option in SharePoint!

image of two people sitting by their laptops and sharing a folder

02 Jun 2026

This is how you do it:

Select the file and click on the Share icon
Start typing the staff member’s name in the “Add a name, group, or email” search field, and select the relevant staff member.
Define the level of access the person should have by selecting it from the drop-down on the right-hand side of the window.
Click the “Send” button to send a notification to the person who will now have access to your file. If you wish, you can also add a message in the message field which the recipient will receive with their notification email.
That’s it!

Please note: If you want to share your file with a person not working in Trinity, you can add their email address to the “Add a name, group, or email” field to share the file externally (step 2 above).

For the next few weeks, we will share some quick tricks for simple tasks you can perform in SharePoint to make your life a bit easier. Check back again next week for more tips!