How to Share Files Externally via OneDrive or SharePoint

Sharing Files Externally via OneDrive

 1.   Sign In to OneDrive:

      •   Go to OneDrive and sign in with your Microsoft account.

 2.   Locate the File or Folder:

      •   Navigate to the file or folder you want to share.

 3.   Select the File or Folder:

      •   Click on the circle in the upper-right corner of the file or folder thumbnail to select it.

 4.   Click on “Share”:

      •   Click the “Share” button at the top of the page or right-click the item and select “Share” from the context menu.

 5.   Set Sharing Options:

      •   In the sharing dialog, you’ll see a link setting at the top (e.g., “People in [Your Organization] with the link can edit”).

      •   Click on this to adjust link settings.

 6.   Allow External Sharing:

      •   In the Link settings:

             •   Who would you like this link to work for?

                   •   Select “Anyone with the link” to allow external users to access the file.

             •   Other Settings:

                   •   Allow editing: Check this box if you want recipients to edit the file.

                   •   Set expiration date and password (optional): For added security.

      •   Click “Apply” to save these settings.

 7.   Share the Link:

      •   Option 1: Send via Email

             •   Enter the recipient’s email address in the “To” field.

             •   Add a message (optional).

             •   Click “Send” to email the link directly.

      •   Option 2: Copy Link

             •   Click “Copy link” at the bottom.

             •   Click “Copy” to copy the link to your clipboard.

             •   Paste the link into an email or message to share it.

Sharing Files Externally via SharePoint

 1.   Access SharePoint Site:

      •   Navigate to your organization’s SharePoint site in a web browser.

      •   Sign in with your work or school account if prompted.

 2.   Locate the Document Library:

      •   Go to the site containing the file or folder you want to share.

      •   Click on “Documents” or the specific library where the item is stored.

 3.   Select the File or Folder:

      •   Hover over the item and click the circle to select it.

 4.   Click on “Share”:

      •   Click the “Share” button in the top menu or next to the item.

 5.   Set Sharing Options:

      •   In the sharing dialog:

             •   Click on the current link settings to adjust them (e.g., “People in [Your Organization] with the link can view”).

             •   Who would you like this link to work for?

                   •   Select “Anyone” to allow external users access.

             •   Other Settings:

                   •   Allow editing: Toggle on if you want recipients to edit.

                   •   Block download: Toggle on to prevent recipients from downloading the file.

      •   Click “Apply”.

 6.   Share the Link:

      •   Option 1: Send via Email

             •   Enter the external recipient’s email address.

             •   Add a message (optional).

             •   Click “Send” to email the link directly.

      •   Option 2: Copy Link

             •   Click “Copy link”.

             •   Click “Copy” to copy the link to your clipboard.

             •   Share the link via your preferred method.

Important Notes

 •  External Sharing Policies:

      •   Your organization’s administrator may have restricted external sharing. If you cannot select “Anyone with the link”, contact your IT admin.

 •  Security Features:

      •   Set Expiration Date: Limit how long the link is active.

      •   Set Password: Require a password to access the file.

      •   Revoking Access: You can disable the link anytime to stop sharing.

 •  Managing Shared Content:

      •   In OneDrive, go to “Shared” in the left navigation to view files you’ve shared.

      •   In SharePoint, select the item and click “Manage Access” to adjust permissions.

Now you can easily share files externally via OneDrive or SharePoint!