Sharing a SharePoint folder with external users requires enabling external sharing at the organization level and selecting the appropriate sharing options. By following these steps, you can securely collaborate with individuals outside your organization.
To begin, make sure that external sharing is enabled at the organization level. This ensures that you have the necessary permissions to share folders with external users. Once enabled, navigate to the SharePoint folder you want to share.
Next, select the “Share” option from the menu. A pop-up window will appear, providing you with different sharing options. Choose the “Specific People” option to specify the external users you want to share the folder with.
Enter the email addresses of the specific people you want to share the folder with. You can add multiple email addresses by separating them with commas. Additionally, you have the option to include a personal message to provide context or instructions to the recipients.
Once you have entered the necessary information, click the “Send” button. The recipients will receive an email notification containing a link to the shared folder. To access the folder, they will need to verify their identity by entering a code sent to them via email.
Upon verification, the external users will gain access to the contents of the shared folder. The level of access granted depends on the permissions you have set. You can choose whether they have read-only access or if they can edit the contents of the folder.
By following these simple steps, you can easily share a SharePoint folder with external users. Remember to manage access permissions carefully to ensure data security. Collaborating with individuals outside your organization has never been easier with SharePoint’s robust sharing capabilities.
Before sharing a SharePoint folder with external users, you need to ensure that external sharing is enabled at the organization level and choose the right share settings. Enabling external sharing allows you to collaborate seamlessly with individuals outside your organization, fostering a productive and efficient workflow.
To enable external sharing, follow these steps:
- Login to your SharePoint account and navigate to the Admin Center.
- Click on “Settings” and select “Services & add-ins”.
- Choose “Sharing” and then click on “External sharing”.
- Under “External sharing”, select the desired option based on your organization’s policies. You can choose to allow sharing with external users who already have a Microsoft account, allow sharing with external users by using their email address, or disable external sharing altogether.
- Once you have selected the appropriate option, click on “Save” to apply the changes.
By enabling external sharing, you can open up new avenues for collaboration while maintaining control over the security and privacy of your SharePoint folders.
|Existing Microsoft account
|Allows sharing with external users who have a Microsoft account, making it convenient for individuals who already use Microsoft services.
|Enables sharing with external users by entering their email address, providing flexibility in collaborating with stakeholders who may not have a Microsoft account.
|Disable external sharing
|Disables the ability to share SharePoint folders with external users, ensuring complete internal control and privacy.
Once you have enabled external sharing and selected the appropriate share option, you are ready to proceed with sharing your SharePoint folder with external users. In the next section, we will guide you through the steps to share a folder with specific people, allowing for seamless collaboration and efficient communication.
To share a SharePoint folder with external users, you can follow these steps: navigate to the desired folder, select the “Share” option, choose “Specific People,” enter the external user’s email address, and optionally include a personal message.
Start by ensuring that external sharing is enabled at the organization level. This will allow you to collaborate securely with individuals outside your organization. Once enabled, locate the SharePoint folder you wish to share.
Click on the “Share” option, usually located in the top-right corner of the screen. A pop-up window will appear, providing different sharing options. Select “Specific People” to share the folder with specific users.
Enter the email address of the external user you want to share the folder with. You can enter multiple email addresses if needed. If you wish, you can also add a personal message to provide context or additional instructions.
The recipient will receive an email notification with a link to the shared folder. To access it, they will need to verify their identity by entering a code sent to them via email. Once verified, they will have access to the contents of the shared folder, depending on the access permissions granted.