What are the differences between Share a site vs share a file or folder in Sharepoint.

Question

Hello,

I created a Sharepoint site with a document library. Within that library are thousands of buyer folders. Within those folders, there are files for each buyer. Each department will edit the files that pertain to them.

1. Is there a difference between sharing a buyer's folder with the employees using the ellipses -> share vs. using the share Sharepoint site button at the top right?
2. If I share using the ellipses method, would collaborators see each other working on the document, if they happen to edit the same document at the same time?
3. If I share using the share site button and the employees access all the files, would they be able to see each other editing/collaborating on a document?

Please let me know if I need to clarify any questions.

Thank you!

Answer 1

Hi @Penny007 ,

1. The permissions of SharePoint are available at each level.

The button to share the site in the upper right corner is to control who can invite permission in this site.

The three points share is to grant permission for specific files.

2. If you do not enable Check in/Check out, you will see each other when editing together.

For more information, please refer to:

https://learn.microsoft.com/en-us/sharepoint/external-sharing-overview

https://support.microsoft.com/en-us/office/share-sharepoint-files-or-folders-1fe37332-0f9a-4719-970e-d2578da4941c

https://support.microsoft.com/en-us/office/check-out-or-check-in-files-in-a-document-library-acce24cd-ab39-4fcf-9c4d-1ce3050dc602

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