SharePoint How To: Create a Stable Link to a Shared Document

Summary:

This document describes how to copy a link using the Share feature in OneDrive, SharePoint, or Teams. OneDrive and Sharepoint afford two different ways to copy links for shared documents: Share, and Copy Link. Links copied using the Share feature will continue to load the linked file even if the file is moved. Links copied using the Copy Link feature will only continue to work if the document is a native Microsoft Office file type — for example, Word [.docx], PowerPoint [.pptx], Excel [.xlsx].

Process:

  1. Open a file listing in OneDrive, SharePoint, or Teams.
  2. Find the file or folder you want to link to. Hover over the file or folder name and click the share icon to the right of the filename.
    Screenshot of a file listing from SharePoint showing the file 'no_image.png'. Column headings are also shown. The filename is in the second column, under the heading 'Name'. To its immediate right are three small icons (3 dots, which will display a menu; and what looks like a page with a right-pointing arrow superimposed, for share; and a star); all are monochrome. The share icon is selected.
  3. Click the Link Settings button.
    Share dialog. It includes fields for the persons or groups to be shared with (labeled 'Add a name, group or email'), an optional message if the link is emailed (labeled 'Add a message'), a Copy Link button attached to a cogwheel icon for link permissions, and a Send button, which sends the link as an email.
  4. Select the intended audience. For example, if this document should be made available to all GCC staff & faculty, you would select 'People in GCC'.
    The link settings dialog. It reads: "The link works for: People in GCC [this option is selected]; Only people with existing access; People you choose.' Below that, there's a More settings drop-down list, and the option to set an expiration date. The dialog is submitted using the Apply button.
    NOTE: At this time, 'Only people with existing access' will cause the link to break if a non-Microsoft file (for example, a PDF) is moved. You should select either 'People in GCC' or chose specific people. We are continuing to test this behavior, looking for a workaround.
  5. Under 'More settings', click to display the link settings options, and select the desired option.
    Detail of the sharing permissions drop down menu. The options are 'Can Edit (Make any changes)', 'Can View (Can't make changes)' , and Can't Download (Can view, but not download)'
  6. Click Apply.
  7. Click Copy Link to copy the link, or add a message and send the link by email. (Think carefully before sending to a group.)
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