SharePoint: Sharing Files and Folders with External Users

SharePoint lets you securely share files and folders with people outside your organization — like clients, vendors, or contractors. Here's how to do it. Before you start: External sharing must be enabled by your Microsoft 365 admin. If you try to share and don't see the external option, contact us to enable it for your organization. How to share a file or folder externally: Method 1: Share with a specific person (most secure) 1. In SharePoint or OneDrive, find the file or folder 2. Click the three dots (...) next to it > Share 3. In the share dialog, click the "Anyone with the link" dropdown and change it to "Specific people" 4. Enter the recipient's email address 5. Choose their permission level: Can view, Can edit, or Can't download 6. Add an optional message and click Send The recipient gets an email with a link. They may need to sign in with their Microsoft account or receive a one-time verification code. Method 2: Anyone with the link (easiest, less secure) 1. Follow steps 1–2 above 2. Leave it as "Anyone with the link" 3. Set permission to "Can view" and optionally check "Set expiration date" to auto-expire the link 4. Copy the link and share it however you like (email, text, etc.) Anyone who gets this link can access the file — use it only for non-sensitive documents. Setting an expiration date: In the share settings, click "Set expiration date" and choose a date. The link automatically stops working after that date. Stopping access: To revoke access to a file: 1. Click the three dots (...) > Manage access 2. Find the person or link and click X to remove their access Best practices: - Use "Specific people" links for sensitive documents - Always set expiration dates on external links - Review shared links periodically: In OneDrive, click the three dots on a file > Manage access to see everyone with access