HOW TO SHARE SHAREPOINT FOLDERS EXTERNALLY
- Right-click on the folder you want to share, and click Share
- From the pop-up that appears, choose Specific People, then click Apply. This is the same screen where the user can allow or not allow editing of the folder.
- Type the external user’s email and hit Send. You can add a message as required.
Steps for the external user
- The external user gets an email that looks like the one below
- User clicks on the link included in the email
- The user gets access to the contents of the Folder.
What the recipient will be able to do with the folder
What the recipient can do in that shared folder depends on whether or not you allowed editing above.
If you allowed editing (clicked on Allow Editing checkbox)
Users will be able to:
- Upload files and folders
- Modify files and subfolders
- Create and upload new subfolders
- Delete files and subfolders
- Move and copy files and subfolders
- Rename files and subfolders
- Share files and folders with others
- Change views (if additional views exist on a document library)
- Filter by custom metadata (if custom metadata has been created)
Users will not be able to:
- Rename the root folder that has been shared with them
- 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:
- Copy files and subfolders
- Share files and folders with others
- Change views (if additional views exist on a document library)
- Filter by custom metadata (if custom metadata has been created)
Users will not be able to:
- Modify or delete any files and subfolders
- Rename the root folder that has been shared with them
- 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
HOW TO SHARE SHAREPOINT FILES EXTERNALLY
The process is very similar to the folder sharing.
Steps for you
- Right-click on the file you want to share and click Share.
- The pop-up menu and choices are identical to the folder sharing we covered above. Choose Specific People, then check or uncheck the box depending on whether you want the user to be able to edit the file or not, then hit Apply.
- On the next screen, type in an external email, add a personal message if required.
- That’s it – your file has been shared.
Steps for the external user
The external recipient gets an email and clicks on a link within the email
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 (unless specified otherwise)
- 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