“Notify your team” option when you upload files to SharePoint

A newer feature in SharePoint allows you the option to “Notify your team” after a new file is uploaded. Your upload process is the same, but then your “upload complete” dialog now has an additional option:

When you select “Notify your team” you’re presented with options like sharing with SharePoint groups, or just individuals manually entered.

When finished, click “Notify” and the intended recipients receive a link that only works for them when logged in.

If you attempt to share with someone not in your tenant, you will receive an error as you can only notify people with existing access.

For these external users, you can instead separately share via the usual “Share” dialog when a file is selected. Here you’ll also find a newer feature that allows for blocking downloads if the “Allow editing” box is unchecked. This would prevent people making edits offline and creating multiple versions in silos.

Change the default link type and sharing settings for SharePoint documents

By default when a user chooses to share a document, a selection has already been made to share that document with anonymous access, restricted organizational access or only with specific people (requiring entry of recipients) depending on who set up your tenant. If no changes were made, chances are the links default to anonymous access. A user can change this setting to restrict access before sharing but for newer users in a hurry, it’s likely anonymous links could be being created and shared incidentally because time isn’t being taken to review the alternative options.

Here’s how you, as an administrator, can change the default settings to something more secure without (or with) removing anonymous capabilities.

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