Learn how to share files correctly in SharePoint, manage access responsibly, and understand when internal or external sharing is appropriate.
When you share a file, you are choosing how access is granted.
| Link type | What it means | When to use it |
|---|---|---|
| People in KAUST | Allows access for people within KAUST, depending on the selected sharing settings. | General internal sharing. |
| Specific people | Only the named individuals can access the file. | Controlled or sensitive sharing. |
| Anyone with the link | Allows access more broadly, if enabled. | Only when explicitly required and approved. |
Best practice: Use Specific people when control is needed. Avoid broad access unless there is a clear reason.
Sharing within KAUST is usually straightforward, but access should still be intentional.
To share internally:
Key idea: Share with the right people, with the right level of access, from the right location.
External access is not enabled by default on KAUST SharePoint sites.
If a department, team, or project needs external sharing, a request must be submitted through the IT Service Desk.
Examples of external domains:
Important: If broader external sharing is required, a strong justification must be provided. Broad access increases the risk of data leakage, unauthorized access, or accidental data loss.
Key idea: External sharing is controlled intentionally. It is not enabled by default.
Some external collaborators, such as freelancers, may use personal email addresses like @gmail.com or @outlook.com.
In these cases, it may be better to use OneDrive for initial file exchange instead of enabling broader external sharing on a SharePoint site.
Key idea: SharePoint is for trusted, managed team content. Use OneDrive for external intake when appropriate.
When sharing, choose what others are allowed to do.
| Access level | What it allows | When to use it |
|---|---|---|
| View | Allows people to open and read the file. | Use when people only need to read or reference content. |
| Edit | Allows people to modify, delete, or change content. | Use only when people need to contribute or update the content. |
Important: Too much edit access can lead to accidental changes, version confusion, data leakage, or data loss.
Most sharing problems are caused by how content is shared, not by SharePoint itself.
If someone cannot access a shared file, it is usually one of the following:
What to do:
If you share content, you are responsible for sharing it appropriately.
This includes understanding:
Important: Sharing is not just a technical action. It is a responsibility.
If you are unsure how to share content properly, start with VITA for guidance or contact the IT Service Desk.
