{"id":2368,"date":"2020-12-04T08:51:56","date_gmt":"2020-12-04T13:51:56","guid":{"rendered":"https:\/\/lg-staging.lougcloud.com\/?p=2368"},"modified":"2024-12-11T10:09:57","modified_gmt":"2024-12-11T15:09:57","slug":"how-to-share-files-and-folders-externally-in-sharepoint","status":"publish","type":"post","link":"https:\/\/lg-staging.lougcloud.com\/?p=2368","title":{"rendered":"How To Share Files And Folders Externally In SharePoint"},"content":{"rendered":"\n<style type=\"text\/css\" data-created_by=\"avia_inline_auto\" id=\"style-css-av-85bp3-f856194ef33e7bc72ec0d3bf98278fce\">\n.flex_column.av-85bp3-f856194ef33e7bc72ec0d3bf98278fce{\nborder-radius:0px 0px 0px 0px;\npadding:0px 0px 0px 0px;\n}\n<\/style>\n<div  class='flex_column av-85bp3-f856194ef33e7bc72ec0d3bf98278fce av_one_full  avia-builder-el-0  el_before_av_section  avia-builder-el-no-sibling  first flex_column_div av-zero-column-padding  '     ><p><br \/>\n<section  class='av_textblock_section av-k0pon615-83a3f74a3a12ae3df6b12e1982bff3e8 '  ><div class='avia_textblock' ><h1>How To Share Files And Folders Externally In SharePoint<\/h1>\n<\/div><\/section><br \/>\n<section  class='av_textblock_section av-k0pop9td-34c3529061cd7bb9ffd7b4d3c815c3f0 '  ><div class='avia_textblock' ><p>Thanks to the cloud, sharing content externally is easier than ever. Historically speaking, sharing content externally in SharePoint\/Office 365 was a hassle, which is the reason why a large percentage of active Microsoft 365 users neglected to use it for file sharing (particularly with external users) and instead opted for Google Drive or Dropbox, which were previously much more user friendly to the average user becoming acquainted with the cloud.<\/p>\n<p>Thanks to some recent updates from Microsoft, sharing documents and folders with external users is much easier than ever before. Here\u2019s a brief rundown of what you can share and how to go about sharing your files with external users.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-2378\" src=\"https:\/\/lg-staging.lougcloud.com\/wp-content\/uploads\/2020\/12\/How-To-Share-Files-And-Folders-Externally-In-SharePoint-Featured-Image.png\" alt=\"\" width=\"1200\" height=\"628\" srcset=\"https:\/\/lg-staging.lougcloud.com\/wp-content\/uploads\/2020\/12\/How-To-Share-Files-And-Folders-Externally-In-SharePoint-Featured-Image.png 1200w, https:\/\/lg-staging.lougcloud.com\/wp-content\/uploads\/2020\/12\/How-To-Share-Files-And-Folders-Externally-In-SharePoint-Featured-Image-300x157.png 300w, https:\/\/lg-staging.lougcloud.com\/wp-content\/uploads\/2020\/12\/How-To-Share-Files-And-Folders-Externally-In-SharePoint-Featured-Image-1030x539.png 1030w, https:\/\/lg-staging.lougcloud.com\/wp-content\/uploads\/2020\/12\/How-To-Share-Files-And-Folders-Externally-In-SharePoint-Featured-Image-768x402.png 768w, https:\/\/lg-staging.lougcloud.com\/wp-content\/uploads\/2020\/12\/How-To-Share-Files-And-Folders-Externally-In-SharePoint-Featured-Image-705x369.png 705w\" sizes=\"auto, (max-width: 1200px) 100vw, 1200px\" \/><\/p>\n<h2>What content can be shared with external users?<\/h2>\n<ul>\n<li>Files<\/li>\n<li>Folders<\/li>\n<li>SharePoint Online Sites<\/li>\n<\/ul>\n<p>*Please note that the SharePoint external sharing settings are at both the organizational level and the site level and you may need to have full administrator permissions to adjust these settings.<\/p>\n<h3>How to share SharePoint files externally?<\/h3>\n<p>Once you\u2019ve uploaded the file to a SharePoint site, simply click the Share button at the top of the page.<\/p>\n<p>Click Specific people and check the Allow editing box if you plan on collaborating on this specific document with the external user.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-2370\" src=\"https:\/\/lg-staging.lougcloud.com\/wp-content\/uploads\/2020\/12\/sharing-sharepoint-files-externally.png\" alt=\"\" width=\"133\" height=\"205\" \/><\/p>\n<p>From there, you can either select the Copy link but and include the link in an email to the external user or enter their name or email address in the field as shown in the screenshot.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"size-full wp-image-2369 aligncenter\" style=\"margin-top: 0px; margin-bottom: 0px;\" src=\"https:\/\/lg-staging.lougcloud.com\/wp-content\/uploads\/2020\/12\/sharing-sharepoint-file.png\" alt=\"\" width=\"316\" height=\"408\" srcset=\"https:\/\/lg-staging.lougcloud.com\/wp-content\/uploads\/2020\/12\/sharing-sharepoint-file.png 316w, https:\/\/lg-staging.lougcloud.com\/wp-content\/uploads\/2020\/12\/sharing-sharepoint-file-232x300.png 232w\" sizes=\"auto, (max-width: 316px) 100vw, 316px\" \/><\/p>\n<p>TIP: We typically recommend copying\/pasting the link in an email because we have seen cases where the default email gets lost in the spam folder or, at times, not delivered at all.<\/p>\n<h3>How to share SharePoint folders externally?<\/h3>\n<p>The process to sharing a SharePoint folder externally is very similar to sharing a document with an external user. The main difference between the two is the permissions, which we\u2019ll cover shortly.<\/p>\n<p>Once you\u2019ve uploaded the files and created a folder in the SharePoint site, simply click the Share button at the top of the page.<\/p>\n<p>Click Specific people and check the Allow editing box if you plan on collaborating on this specific document with the external user.<\/p>\n<p>From there, you can either select the Copy link and include the link in an email to the external user or enter their name or email address in the field.<\/p>\n<h3>When the recipient receives the file<\/h3>\n<p>The external recipient will receive an email and clicks on a link within the email from the actual sender (not Microsoft).<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-2374\" src=\"https:\/\/lg-staging.lougcloud.com\/wp-content\/uploads\/2020\/12\/when-recipient-receives-external-file.png\" alt=\"\" width=\"624\" height=\"298\" srcset=\"https:\/\/lg-staging.lougcloud.com\/wp-content\/uploads\/2020\/12\/when-recipient-receives-external-file.png 624w, https:\/\/lg-staging.lougcloud.com\/wp-content\/uploads\/2020\/12\/when-recipient-receives-external-file-300x143.png 300w\" sizes=\"auto, (max-width: 624px) 100vw, 624px\" \/><\/p>\n<p>Once the recipient clicks Open, they will need to request a verification code to open the secure link.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-2375\" src=\"https:\/\/lg-staging.lougcloud.com\/wp-content\/uploads\/2020\/12\/request-verification-code.png\" alt=\"\" width=\"187\" height=\"208\" \/><\/p>\n<p>This will send the user another email with the verification code. Once the code is entered, they will be granted access to the file or folder.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter size-full wp-image-2376\" src=\"https:\/\/lg-staging.lougcloud.com\/wp-content\/uploads\/2020\/12\/enter-verification-code.png\" alt=\"\" width=\"188\" height=\"267\" \/><\/p>\n<h2>What the external recipient will be able to do with the file you shared?<\/h2>\n<p>It depends on whether or not you provided the user with editing permissions when generating the link.<\/p>\n<h3>If you allowed editing (clicked on Allow Editing checkbox), users will be able to do the following<\/h3>\n<ul>\n<li>Modify file\/folders<\/li>\n<li>Download files\/folder<\/li>\n<li>Share the file\/folder with others<\/li>\n<li>Create and upload new subfolders<\/li>\n<\/ul>\n<h3>Users will not be able to<\/h3>\n<ul>\n<li>Delete files\/folders<\/li>\n<li>Rename files\/folders Rename the root folder that has been shared with them<\/li>\n<li>Access any other files or folders in the same library<\/li>\n<li>Access anything else on your SharePoint site<\/li>\n<\/ul>\n<\/div><\/section><\/p><\/div><\/div><\/div><\/div><!-- close content main div --><\/div><\/div><div id='newsletter-cta'  class='avia-section av-k94bv4z5-3db5045821716543f466fd2ed6fe087e main_color avia-section-default avia-no-border-styling  avia-builder-el-4  el_after_av_one_full  avia-builder-el-last  avia-bg-style-scroll container_wrap fullsize'  ><div class='container av-section-cont-open' ><div class='template-page content  av-content-full alpha units'><div class='post-entry post-entry-type-page post-entry-2368'><div class='entry-content-wrapper clearfix'>\n\n<style type=\"text\/css\" data-created_by=\"avia_inline_auto\" id=\"style-css-av-51vv-890cb9339298166528b66afbca7f3287\">\n.flex_column.av-51vv-890cb9339298166528b66afbca7f3287{\nborder-radius:0px 0px 0px 0px;\npadding:0px 0px 0px 0px;\n}\n<\/style>\n<div  class='flex_column av-51vv-890cb9339298166528b66afbca7f3287 av_one_half  avia-builder-el-5  el_before_av_one_half  avia-builder-el-first  first flex_column_div av-zero-column-padding  '     ><section  class='av_textblock_section av-k91ny805-e4fa07328a97eaf5a443b98b19009ade '  ><div class='avia_textblock' ><p>Louisville Geek provides comprehensive managed IT services for a diverse range of businesses and non-profit organizations. 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Learn how to do it. <\/p>\n","protected":false},"author":1,"featured_media":2378,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[4,12,5],"tags":[],"class_list":["post-2368","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-geek-news","category-microsoft","category-tech-tips"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.2 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>How To Share Files And Folders Externally In SharePoint - Louisville Geek<\/title>\n<meta name=\"description\" content=\"Thanks to some recent updates from Microsoft, sharing documents and folders with external users is much easier than ever before.\" \/>\n<meta name=\"robots\" content=\"noindex, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"How To Share Files And Folders Externally In SharePoint - 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