SharePoint External Sharing: A How-To Guide for Users

SharePoint External Sharing
Collaborate securely when you share OneDrive with external users. Our guide provides step-by-step instructions on how to use OneDrive and SharePoint external sharing.

The Ultimate Guide to Secure External Sharing in SharePoint & OneDrive

SharePoint has been one of the most comprehensive and dynamic data management and team collaboration platforms for enterprises and businesses. With its abundant features and exceptional functionality, SharePoint boosts productivity with intuitive tools for real-time data sharing, organization, and access, keeping teams aligned and focused.

We all know that SharePoint external sharing can be a potential risk. Giving SharePoint permissions to the right external users and sharing files, folders are critical to ensuring data security. If admins fail to do so, they might hand over sensitive organizational information to individuals who are not supposed to view it. Hence, it should be done with great care and attention.

Sharing data securely with external users always has been the main concern of businesses. Do you want to know how to share OneDrive with external users? This blog discusses everything you need to know about sharing OneDrive with external users..

What is External Sharing? 

As the name itself implies, external sharing in Microsoft 365 is about sharing content with someone, not a member of the organization. Here, you can share data with external users for collaboration or other purposes. If you have a question- can I share OneDrive with external users? The answer is yes.  

As SharePoint is the primary tool for data management in Microsoft 365, most configurations and permissions happen through the SharePoint admin center. However, there are many other ways to work with external collaborators.  

You can enable external sharing and access in SharePoint Online, OneDrive, Microsoft Teams, and Microsoft 365 Groups.  

External sharing is about sharing documents, files, folders, lists, libraries, and intranet sites in your SharePoint Online. In addition to that, you can also share documents, files, and photos from your OneDrive.  

However, when your main purpose is not just to share information with a stakeholder but collaborate with him, you have to add them to your Microsoft 365 Group or Teams to access various types of data and projects.  

Types of External Sharing  

Imagine you have many vendors, customers, and other stakeholders in your organization. You might need to share content with these stakeholders frequently. Hence, sharing data securely and properly is crucial for you.  

Sometimes, you might be sharing highly sensitive information related to the user or organization, such as payment-related information, personal information, etc. Therefore, you need to leave no stones unturned to ensure that you share information securely and safely with external users.  

This is why you need to know all the options for OneDrive SharePoint external sharing. There are different types of external sharing based on different types of external users with whom you want to share content. Here, the role of the SharePoint admin is very crucial. They will be responsible for determining whom to allow and whom to not.  

Here are the types of external sharing that you need to know: 

No External Sharing 

Here, files, folders, lists, sites, and documents are shared internally. If an external user with no account in your company’s OneDrive, SharePoint Online, or Microsoft 365 asks for permission, it is rejected.  

Sharing Limited to External Users in Your Directory:  

In this type of external sharing, files, folders, and sites can be shared with users already added to your directory. Also, data can be shared with the users who have accepted sharing invitations. When the user is already added to your directory, it simply means that external sharing is safe. Hence, admins can easily share data with these external users.  

Sharing With All Authenticated Users 

Here, the admin can share files, folders, and sites with an external user who has a Microsoft account or an account associated with another Microsoft 365, OneDrive, or SharePoint Online subscription through school or work. Here, a one-time authentication code is sent to these external users to view the shared content.  

Sharing With Anonymous Users 

Lastly, in this type of SharePoint sharing with external users, the admin can share files and folders to any external user with the sharing links, irrespective of whether the user is verified. However, this is a vulnerable way of sharing sensitive data as it might jeopardize your organization’s security. The main issue here is that the person with whom the link was shared can pass it around to other external users. You might share data with users who are not supposed to see it. One thing to note here is that you cannot share sites with such users via link.  

External sharing is about sharing documents, files, folders, lists, libraries, and intranet sites in your SharePoint Online. In addition to that, you can also share documents, files, and photos from your OneDrive.

External Sharing: SharePoint 

How to enable external sharing at the organization level (SharePoint Online) 

Let’s try to understand how to go for SharePoint sharing with external users at the organizational level.  

  • First, you need to visit office.com and sign in with your Microsoft credentials 
  • Now, once you are signed in, you need to open the Admin app 
  • Navigate to the SharePoint admin center 
  • Select Policies, then Sharing 
  • You need to move the SharePoint slider to Anyone or New and Existing Guests 
  • Click Save  
  • Now, you can open your SharePoint site and start sharing items with external users 

 

How to enable external sharing at the site level (SharePoint Online) 

Now, we will understand how to share SharePoint site with external users.  

  • First, visit office.com 
  • Next, sign in with your Microsoft credentials 
  • Open the Admin app 
  • Navigate to the SharePoint admin center  
  • Select Sites and then Active Sites  
  • Now, click on your site and click on Sharing 
  • Next, select Anyone or New and Existing Guests 
  • Save 

 

External Sharing: OneDrive  

Now, let’s learn how to go for Microsoft 365 to share files with external users. We will discuss all the steps one by one.  

First of all, you need to change your organization’s sharing settings. Below are the steps: 

  • Sign in to the Microsoft 365 Admin Center: Visit office.com and log in with your Microsoft 365 admin credentials. 
  • Open the SharePoint Admin Center: Use the app launcher to access the Admin app, then navigate to the SharePoint admin center 
  • Access Sharing Settings: In the SharePoint admin center, go to Policies > Sharing 
  • Adjust Sharing Settings for OneDrive: Ensure the OneDrive slider is set to either:
    • Anyone: Allows sharing files and folders without requiring sign-in (not recommended for sensitive content)
    • New and Existing Guests: Requires external users to authenticate 
  • Save Changes: Click Save to apply the settings 

 

Steps for Sharing Files or Folders in OneDrive 

  • Open the OneDrive app from office.com using the app launcher. 
  • Navigate to the file or folder you want to share. 
  • Select Share and configure the link settings: 
    • Choose who can access the file (e.g., “Anyone,” “People in your organization,” or “Specific people”). 
    • Add external users’ email addresses if applicable. 
  • Set permissions (e.g., view or edit) and click Send. 

You will find different permission levels to choose from.  

Anyone with the link: any individual who has the link can access the information.  

People in the organization with the link: Here, only people within the organization can view the shared link. External devices and external users will not be able to access the information.  

People with existing access: Only people with existing access to your account can view the links. It might be a person with whom you have shared the file or folder in the past.  

Specific people: This feature allows access to a very few external users who have access to the link. No other users will be able to access the link even if they are in the company database or network.  

Enhance External Sharing Security with KWIZ Audit 

Managing external sharing effectively requires a balance between accessibility and security. This is where KWIZ Audit comes into play, offering enhanced oversight and management of external shared links within your SharePoint and Microsoft 365 environment. The KWIZ Audit app helps administrators track and monitor external sharing activities in real time, ensuring that shared content is only accessible to authorized individuals. With detailed reporting and alerts, KWIZ Audit allows admins to identify and revoke risky sharing links proactively. This tool not only mitigates potential data breaches but also supports compliance with organizational policies and regulatory requirements, making external collaboration secure and seamless. 

Conclusion 

You will need to share OneDrive with external users when you want to involve other stakeholders in the processes and operations. Ensure that you are doing it correctly and properly to avoid unwanted issues and security glitches. Furthermore, you can also add third-party apps to enhance your SharePoint and Microsoft 365 environment and make it more efficient and productive. Tools like KWIZ Audit can provide robust monitoring and management of external sharing, helping to secure your data and ensure compliance. Check out KWIZ’s various SharePoint add-ons and apps for Microsoft 365 & Teams that will help you take your experience with SharePoint to the next level!