Office 365 - How To Share Sharepoint Files Externally

This article details how to share SharePoint files externally.

1. Login to Microsoft Office 
Login

2. Once on the homepage, scroll down until you see the graphic below, click "More in Onedrive"

one drive

3. Find the document you want to share externally, hover over to the document. Left click the document and click "share".

share

4. Click specific people, make sure it is checked. Then click the blue button that says "Apply".

external

Note: The user must decide whether to allow the person to edit the document or not with the checkbox "Allow editing" under the "other settings" 


5. Type in an external email address, this means it doesen't have the @uwm.edu email extension on it.

external

6.Click send.

When the recipient receives the file:

1. The external recipient gets an email and clicks on a link within the email

1
2. On the next screen, to verify the identity, the user requests a verification code

2
3. Just like with folders above, another email is sent, with the code. The user types it in and clicks Verify



3
7. The user gets access to the contents of the folder shared


What the recipient will be able to do with the file

As with folders, what the recipient can do with the file shared depends on whether or not you allowed editing above.

If you allowed editing (clicked on Allow Editing checkbox)

User will be able to:

  • Modify file
  • Download file
  • Share file with others

Users will not be able to:

  • Delete a file
  • Rename a file
  • Access any other files or folders in the same library
  • Access anything else on your SharePoint site
  • Access any other SharePoint sites in your tenant

If you did not allow editing (unchecked Allow Editing checkbox)

Users will be able to:

  • Download file
  • Share file with others

Users will not be able to:

  • Delete a file
  • Rename a file
  • Modify a file
  • Access any other files or folders in the same library
  • Access anything else on your SharePoint site
  • Access any other SharePoint sites in your tenant



Keywords:Sharepoint, files, external, office, 365,   Doc ID:95260
Owner:Bruce P.Group:UW-Milwaukee Help Desk
Created:2019-10-25 09:33 CSTUpdated:2019-10-25 10:06 CST
Sites:UW-Milwaukee Help Desk
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