XS✔ ◾ update rule how to share file folder in sharepoint (#8538)

* update rule how to share file folder in sharepoint

* Auto-fix Markdown files

* Update rule.md

* Update rule.md

* Update rule.md

* remove bolding

* Update rule.md

* Update rule.md

* Delete rules/how-to-share-a-file-folder-in-sharepoint/sharepoint-file-unique-permissions.png

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Co-authored-by: github-actions[bot] <github-actions[bot]@users.noreply.github.com>

rules/avoid-using-share-functionality/rule.md

@@ -7,15 +7,17 @@ authors:
     url: https://www.ssw.com.au/people/adam-cogan
 created: 2023-12-01T15:34:47.574Z
 guid: 02a35dc4-5c79-47b9-a561-8f4d2fe81363
+related:
+- how-to-share-a-file-folder-in-sharepoint
 ---
-Sharing a file is easy when looking at a file. However the email people get from it will have a notification-looking, which may result in it being overlooked/ignored.
+Sharing a file is easy when looking at a file. However the email people get from it will have a notification-look, which may result in it being overlooked/ignored.
 
 Because of that, you should avoid using that functionality if you want people to notice and read your email. A normal email with the link and instructions should be sent instead.
 
 <!--endintro-->
 
 ::: bad
-![Figure: Bad example - Sending an email with a file using the 'Share' funcionality](share-screenshot.jpg "Figure: Sending an email with a file using the Office365 'Share' functionality")
+![Figure: Bad example - Sending an email with a file using the 'Share' functionality](share-screenshot.jpg "Figure: Sending an email with a file using the Office365 'Share' functionality")
 :::
 
 ::: bad

rules/how-to-share-a-file-folder-in-sharepoint/rule.md

@@ -10,29 +10,47 @@ authors:
   url: https://ssw.com.au/people/william-yin
 - title: Tiago Araujo
   url: https://ssw.com.au/people/tiago-araujo
-related: []
+related: 
+- avoid-using-share-functionality
+- do-you-know-not-to-send-attachments-in-emails
+- change-link-sharing-default-behaviour
 redirects:
 - do-you-know-how-to-share-a-file-folder-in-sharepoint
 
 ---
 
-You often need to share links to a file or folder in SharePoint. 
+You often need to share links to a file or folder in SharePoint.
 
 <!--endintro-->
 
+You may be tempted to share a link via the Share email invite. In doing so, the sharing permissions default to 'can view', which is fine if you are sharing the file externally. If you are sharing to someone who already has access to the file, it breaks permissions on the item you're sharing and creates a unique permission set for whoever you share it with. This means that a person who already had access to a file may find that using the shared link grants them different permissions. This makes it very difficult for SharePoint admins to maintain permissions!
+
+::: bad  
+![Figure: Bad example - Sharing URL via Share email invite](sharepoint-share-email-invite.png)  
+
+:::  
+
+Using "Copy link" to share a file and pasting it in an email ensures that permissions already given remain the same once the file is shared.
+
+Your SharePoint admin should set the default sharing link type to "People with existing access" for copied links. If this has been done, then all you need to do is "Copy link" and share link via email.  
+
 You can select the folder (or file) and click on "Copy link" at the top bar to get the link:
 
-![Figure: Getting URL from SharePoint top bar](sharepoint-cloud-copy-folder.jpg)  
+::: good  
+![Figure: Good example - Get URL from SharePoint top bar](sharepoint-cloud-copy-folder.jpg)  
 
-You can also right-click the folder/file to copy the link:
+:::
 
-![Figure: Getting URL by right-clicking a file in SharePoint](sharepoint-right-click-link.jpg)  
+You can also right-click the folder/file to copy the link:
 
-On previous versions, you can open the menu on ellipsis link and get it from there:
+::: good  
+![Figure: Good example - Get URL by right-clicking a file in SharePoint](sharepoint-right-click-link.jpg)  
 
-![Figure: Getting URL from SharePoint ellipsis menu](sharepoint-link.jpg)  
+:::
 
-###  Related Rule
+If your SharePoint admin has not set the default sharing link type to "People with existing access", this can be done individually each time you share a file.
 
+::: ok  
+![**Figure: OK example - Set file sharing permission to "People with existing access" each time you share**](sharepoint-choose-existing-access.png)
 
-* [Do you know not to send attachments in emails?](/do-you-know-not-to-send-attachments-in-emails)
+:::