How to Share a Document on SharePoint in 2025

SharePoint is a popular document management platform, but sharing documents securely and efficiently requires understanding its features and limitations.

This guide will walk you through the process while highlighting why many businesses choose specialized solutions like Papermark for their document sharing needs.

How to share a single document on SharePoint

Method 1: Share with specific people

1. Navigate to your SharePoint site and the library containing your document
2. Select the document by clicking its circle icon
3. Click the "Share" button at the top of the page
4. In the sharing dialog:
   • Add recipients in the "Name, group or email" field
   • Use the pencil icon to set permissions:
     • Can edit: Allows full editing capabilities
     • Can view: Allows viewing and downloading
     • Can't download: Prevents downloading
     • Can review: For Word documents only, allows comments and suggestions
5. Add an optional message
6. Click "Send"

Method 2: Share using a link

1. Select your document in SharePoint
2. Click "Share" and then "Copy link"
3. Click the link settings gear icon to configure:
   • Access level:
     • Anyone: Access for anyone with the link (use with caution)
     • People in [Your Organization]: Access for organization members
     • People with existing access: For those already having access
     • People you choose: Specific people only
   • Additional settings:
     • Can edit/Can view/Can't download
     • Set expiration date (for anonymous links)
     • Set password (for anonymous links)
4. Click "Apply" and then "Copy link"
5. Share the link via email, message, or post

SharePoint sharing limitations

While SharePoint offers basic sharing capabilities, it has several limitations:

• Limited tracking of document access
• Basic security features
• No real-time analytics
• Complex permission management
• Limited customization options
• Anonymous sharing may be restricted by admin settings
• Link expiration only available for anonymous links
• Password protection limited to anonymous links

Why businesses choose Papermark for document sharing

Papermark offers specialized features that address these limitations:

Real-time analytics

With Papermark's real-time analytics, you can track who views your documents, monitor time spent on each page, get detailed engagement metrics, and view geographic data of your viewers. This comprehensive tracking helps you understand how your documents are being used and by whom.

Enhanced security

Papermark provides robust security features including dynamic watermarking, screenshot protection, and password protection for all sharing types. The platform also offers NDA tracking and advanced access controls to ensure your documents remain secure and protected.

Custom branding

Papermark enables you to create a professional presentation with white-label options, custom domains, and branded sharing pages. This allows you to maintain your brand identity while sharing documents securely.

How to share documents with Papermark

Sharing a single document

1. Sign up for a Papermark account
2. Click "New Document"
3. Upload your document
4. Configure sharing settings:
   • Set access permissions (view/edit)
   • Add password protection (optional)
   • Set link expiration (optional)
   • Enable NDA tracking (optional)

5. Click "Share" to get your secure link
6. Share the link via email or your preferred method

Sharing multiple documents with data rooms

1. Sign up for a Papermark account
2. Click "New Data Room"
3. Name your data room
4. Add your documents
5. Organize with folders

6. Set access permissions
7. Click "Share" on your data room
8. Choose sharing method:
   • Email invitation
   • Secure link
   • Custom domain
9. Set viewer permissions
10. Add optional NDA requirement
11. Send invitations

Advanced data room features

• Real-time analytics for all documents
• Custom branding options
• Advanced security controls
• Document version control
• Activity tracking

Feature comparison

Getting started with Papermark

Ready to experience better document sharing? Papermark offers a free plan with comprehensive features:

1. Sign up for Papermark
2. Create your first data room
3. Upload your documents
4. Share securely with your audience

Share your documents securely

Conclusion

While SharePoint provides basic document sharing capabilities, Papermark offers specialized features designed for secure and efficient document sharing. With advanced analytics, enhanced security, and dedicated data room support, Papermark is the preferred choice for businesses looking to share documents professionally and securely.

Ready to improve your document sharing experience? Try Papermark today and discover how it can transform your document sharing workflow.