University of Southampton


How to share your SharePoint Online site

A key use of SharePoint Online is the sharing (or collaborating) of content within your site. Use the instructions below to add University or external people to your SharePoint Online site.

Be very careful when sharing your site with others, especially if your site contains confidential or sensitive information. You should check that you are on the correct site and that you are definitely adding the intended individuals before doing so.

If your SharePoint Online site is a communication site:

  1. Login to your SharePoint Online site
  2. Click the cog in the top right of the page
  3. Select "Site Permissions"
  4. Click "Share site" (if this link isn't present you probably have a Team Site, see below)
  5. Enter the name of an individual or group you wish to add
  6. Select the level of access they should have and whether or not an email should be sent to them
  7. Note that non-University people cannot yet be added to a communication site

If your SharePoint Online site is a team site:

  1. Login to your SharePoint Online site
  2. Click the members link in the upper right part of the page (this will say how many members are currently in your site) - if this isn't present you probably have a Communication Site, see above
  3. Click "Add members"
  4. Enter the name of the individual you wish to add, if the individual is not a member of the University go to step 6.
  5. Click "Save", new members are given the same permissions as existing members.
  6. To add non-University members, click the "go to Outlook" link.
  7. If you get an error your email has not yet been moved to Office365, please raise a support request with Serviceline with details of your site and the email addresses of the people you wish to add.
  8. If you do not get an error, click the "Add members" button
  9. Enter the email addresses of individuals you wish to add (they will automatically be sent an invite to the site once you click save)
  10. Click the "save" icon at the top of the page


Was this article helpful?

If you have any further comments, please put them below.

Please note that feedback is anonymous - if you require a reply or assistance, please raise a ticket via ServiceLine.

Thank you for your feedback, it is much appreciated.

Tweet This Article

Back to List

We use cookies to ensure that we give you the best experience on our website. If you continue without changing your settings, we will assume that you are happy to receive cookies on the University of Southampton website.