are several ways to share documents between site collections,
and we are going to show some of them here. Common for all
is that you should have the shared documents in one place,
so that you don't have to change in several places when
the documents are edited. That is why copy and paste documents
is a bad idea.
In the two first demos below Peter Kalmstrom, CEO and Systems
Designer of kalmstrom.com Business Solutions, shows two
ways of sharing documents between site collections: to embed
Word files and to gather all files with a certain tag in
a Content Search web part.
SharePoint only shows files to those who have permissions
to see them, so when you decide sharing option you must
consider how the page will look for people who have access
to the page but not to the shared files. In the third demo
Peter shows how the two option behaves to a user without
access to these specific files.
Peter starts with adding an
Enterprise Keywords column to a SharePoit library that
contains files he wants to share. This makes them easy to
find in filtering and searching. This is shown in the first
Add an Enterprise Keywords column to a list
Click on the Library Settings button under the LIBRARY
tab in the ribbon.
Click on the link Enterprise Metadata and Keyword
Settings in the Permissions and Management group.
Check the box to add an Enterprise Keywords column.
Add keywords to the documents you want to share
with other site collections. (This is quickly done in
the Quick Edit mode.)
Peter continues the first demo by embedding a file. Note
that this is only possible for Word, PDF and PowerPoint
files. (The second method, Content Search, works with all
Embed a file
Select the file you want to embed and click on the
on the Menu icon and select Embed Information.
Copy the code and click OK.
Open the page where you want to place the
file in Edit mode.
Click on the Embed Code button under the INSERT
tab in the ribbon and paste the code you copied. (You
may also edit the code.) Click on Insert and Save the
Share files in the Content Search web part
This method is a quick way to gather files from several
site collections on one page. It gives links to all files
that are tagged with a certain keyword.
Open the page where you want to place the embedded
file in Edit mode.
Click on the Web Part button under the INSERT tab
in the ribbon.
Select the 'Content Search' web part in the 'Content
Rollup' category. Click on Add.
Edit the web part to only show documents that are
tagged in a certain way.
Click on the 'Change query' button.
Select the query 'Items matching a tag (System)'.
Select to not restrict the results by app if
you want to have files from the whole tenancy.
Restrict the results by tag and enter the tag
you wish to use.
Define the other settings for the web part and click
on Apply and Save the page.
SharePoint only shows what you have permission to see, so
what happens when a user without access to the shared files
opens a page where they are gathered?
This is an important consideration, and generally the Content
Search option is to prefer in that respect. In the demo
below Peter shows how the two options look to a user who
has no right to see the files.