Do you dream about editing documents in real time with friends from other organizations? Maybe it's just us, but if you do, you've come to the right place.
Why Not Just Email it?
Gone are the days of email ping-pong with multiple document versions cluttering your inbox. Welcome to the future, where there are no flying cars, but we have real-time collaboration so you and anyone else can edit a document together. This may seem daunting, but we promise it's easier than you would have expected.
This guide will accomplish the following:
- Getting Approval to Share
- Sending Out the Invitations
Applicable Scope: Internal Users
Required Group Membership: User.Collaboration
Note
This guide is focused on sharing documents with the goal of allowing collaboration. By collaboration, we are referring to allowing an external user to edit and change a document alongside you at the same time. If your needs are simply to send a document to an external user, but do not have the need to edit a document in real-time with someone else, you can simply attach the document to an email. To share an entire SharePoint site, follow the Request and Invite SharePoint Collaborators procedure. If you would like that ability to collaborate in real-time, proceed with the guide.
Getting Approval to Share
- First, we need access to invite someone; this is just a quick request. Drop a message to your IT contact or supervisor through Teams or Email, asking them to add you as a collaborator. Need help with what to say? We've got a template right below for you, just fill in the bolded areas:
❓| Don't know who to talk to? Just email Help@Sittadel.com
“Hello, I have an external company I would like to collaborate with the {DOCUMENT NAME} document on. I will need the User.Collaboration group assigned to my account, and the user(s) I would like to share with is/are {USER(S)}. Thank you!”
- An expert should be in touch with you soon. Be on the lookout for their response! Once they have approved your request, you can move on to the next section!
Sending Out the Invitations
- Start by choosing the document or folder you're keen to share. Go ahead and right-click it and select Share.
🚀 | If you are on the web app, this will appear as the
icon. ⚡ | You want to see the screen with the Green Check. If you see the screen with the Red X, the document is not able to be shared. Let an expert know about this!
- Click on People in 'organization ' With the Link Can View.
- Here's where it gets specific – choose Specific People. If you're doing this online, you'll find it labeled as People You Choose. Craving real-time edits and insights from your collaborator? Then pick Can Edit. Confirm your choice with a satisfying click on Apply at the screen's base.
🚀 | You may also leave this on Can View, if you don't want to give edit ability.
- Now, key in the entire email address of your recipient. Once typed, the username should pop up in the box below. Go ahead; click on it! Then seal the deal by pressing Send.
⚡ | Autocomplete is not present here, so make sure to type the whole email!
- Your guest will get an email saying they're invited. To make their life easier, send them our handy guide on how to Accepting a Document or Folder Invite. You're such a champ for thinking of them!
You're Finished!
You've just made sure your invite is on its way. Soon, you'll be sharing and collaborating. If you face any hiccups, we are an email away, providing security for humans! 👤📨