SharePoint Document Issues

How to Create a SharePoint Shared File Location for Colleagues

Algirdas Jasaitis Oct 12, 2026 869 views

Question details

The user wants to create a shared file location in SharePoint to collaborate with colleagues, but needs to know the required subscriptions and setup steps.

How to Create a SharePoint Shared File Location for Colleagues

Product: Microsoft SharePoint Online
Device & OS: not provided
Scenario: Setting up a collaborative workspace to share files with team members within an organization.
Observed behavior: A Microsoft 365 business plan or a standalone SharePoint Online plan is required to successfully create and manage a shared site, as basic Outlook or OneDrive access is insufficient.

Before you start

Ensure you have administrator access to your Microsoft 365 account or verify with your IT admin that your current subscription includes a valid SharePoint Online license.

Solution 1Recommended

Obtain a Subscription and Assign SharePoint Licenses

To use SharePoint, you must have an eligible Microsoft 365 plan and ensure that SharePoint licenses are assigned to your user accounts.

SharePoint Online requires specific business or enterprise licenses. Personal or Home plans do not include SharePoint.

If you already have a Microsoft 365 Business plan, you may just need an administrator to activate the license for your specific account.

Check Your Current Subscription

Log in to the Microsoft 365 Admin Center at portal.office.com using your administrator credentials. Navigate to 'Billing' > 'Your products' to check if your current plan includes SharePoint Online.

Purchase Necessary Plans

If you do not have it, you will need to upgrade to a Microsoft 365 Business plan or purchase 'SharePoint Online Plan 1' or 'Plan 2' separately.

Assign the License to Users

Go to 'Users' > 'Active users' in the Admin Center. Click on the name of the colleague (or yourself), select the 'Licenses and apps' tab, check the box next to SharePoint Online, and click 'Save changes'.

Obtain a Subscription and Assign SharePoint Licenses

Admin Privileges Required: If you are not the administrator of your organization's Microsoft 365 tenant, you will need to contact your IT department to assign these licenses.

Solution 2

Create the SharePoint Site and Add Members

Once your account is properly licensed, you can create the actual shared location and grant access to your team members.

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While SharePoint requires a paid Microsoft 365 business subscription, WPS Office provides a lightweight, free alternative for document creation and team sharing. With built-in WPS Cloud, you can easily co-edit documents, generate shareable links for colleagues, and manage team folders without complex admin configurations.

Free and lightweight Microsoft Office alternative with no mandatory business subscriptions.Full compatibility with Microsoft Word, Excel, and PowerPoint formats (.docx, .xlsx, .pptx).Built-in WPS Cloud for effortless file sharing and real-time collaboration with colleagues.Familiar, tabbed user interface ensuring a seamless transition for your team.

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Frequently Asked Questions

Can I use OneDrive instead of SharePoint to share files with colleagues?

Yes, OneDrive is suitable for sharing individual files or folders from your personal workspace. However, SharePoint is recommended for team-wide collaboration, shared ownership, and setting up a permanent organizational file repository.

Why can't I find the option to create a SharePoint site?

If the '+ Create site' button is missing on your SharePoint start page, your Microsoft 365 administrator may have restricted site creation permissions for users, or your account might not have a valid SharePoint Online license assigned.

Is SharePoint included in Microsoft 365 Personal or Family plans?

No, SharePoint Online is designed specifically for business and enterprise environments. It is included in Microsoft 365 Business, Enterprise, and Education plans. Personal and Family plans exclusively use OneDrive for cloud storage.

Document & File Issues