This article is to inform you on how to share SharePoint Sites, Folders and Documents securely with collaborators external to USNH. This Document applies to anyone who uses a SharePoint sites or OneDrive folders.

Summary

This article is to inform you on how to share Folders and Documents with External users. This Document applies to all users who use SharePoint sites.

How-To

• You can share a file/folder that you want to share with external users.
• This link will only work for the external user that you have shared it with.

 

Instructions

Step 1 - In SharePoint website: Place a check inside the check box to the left side of the file/folder that you would like to share with an external user. The check box will appear when you hover your cursor arrow over the file you wish to share.

Step 2 - Select “Share”

Step 3 - Input the email address of the external user that you would like to share this with. You can input a message and click “Send” to send them the invitation to collaborate on this file.

Step 4 - You then can configure the access settings on the shared link by clicking on the "eye" icon and choosing between “Can View” and “Can Edit”. You can also select “Block Download”

Step 5 - Create a custom message and click "Send" to email the link to the External user.

 

Outcome

• If the external user has a Microsoft account with their organization, it will prompt them to authenticate to their account by logging in, or it will just open if they are already in an authenticated session using their email account. They will then be able to view the file/ folder that you have shared with them.
• If the external user does not have a Microsoft account, the item shared with them will prompt them to receive a one-time passcode sent to their email before allowing them to open and access the file/folder shared with them. They will then be able to view the file/ folder that you have shared with them.

Note: If the external user sees a USNH-branded Microsoft login screen, they should enter in their invited email address where they received the sharing link, then log in normally.

 

Further Readings

SharePoint: Sharing Site Files/Folders - for more information about "Anyone With a Link" and permissions levels

External or guest sharing in OneDrive, SharePoint, and Lists - Microsoft Support 

 

Need additional help?

For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:

• USNH M365 Learning Pathways: On-Demand Online Walk-throughs, Tutorials, & Guides for M365 Products
  https://universitysystemnh.sharepoint.com/sites/M365LP/
• SharePoint Success Site: Learn How to Plan, Build, Launch, Share, & Manage Your Sites
  https://universitysystemnh.sharepoint.com/sites/SharePointSuccessSite/

Learn more about the great tools our Microsoft 365 Learning sites offer!

Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request.  For password issues you must call or visit the Help Desk in person.