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How to share files and folders externally in SharePoint and OneDrive
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Күн бұрынThis video explains how you can easily share files and folders externally in SharePoint and OneDrive. Step-by-Step instructions can also be found here: sharepointmaven.com/how-to-sh...
👉 To learn more on this topic, check out this video: • How to invite external...
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@SharePointMaven 3 жыл бұрын
💻 Want to confidently navigate SharePoint and Microsoft 365? Enroll in my revamped On-Demand SharePoint and Microsoft 365 Academy 👉 academy.sharepointmaven.com/
@dvddrg1366 2 ай бұрын
Hi Greg ! I don't understand how the following options work: - users must log in with the account to which the link was shared According to my various tests, I see no difference in behavior - expiration of the one-time use code In the tests, each time I click on the link received by email, a new single-use code is sent to me
@SharePointMaven 2 ай бұрын
This is how it works, it will send a unique code every time unless user checks the box to remember them
@dvddrg1366 2 ай бұрын
@@SharePointMaven OK I understand. And for the first option do you have any idea ?
@learnfastsolutions4372 2 жыл бұрын
Thank you Greg!
@SharePointMaven 2 жыл бұрын
You are welcome!
@puppydood 13 күн бұрын
Hiya. Love your content. If you go to Site Permissions and ‘change the way you share’ you can set so only owners can share. The owner gets a notification when a member tries to share internally that they can approve or decline, but the members cannot share (or ask owner approval) to share anything externally. This setting blocks external sharing which is very strange logic. Can you recommend a way to allow members to share content internally, but to also share externally if an owner approves? Essentially external sharing needs another level of approval or permission. Thanks so much.
@SharePointMaven 13 күн бұрын
Thanks. I am not aware of a way where there will be such a process for external sharing.
@paulkelly5947 2 жыл бұрын
Thank you Greg. I wasn't aware of that feature, it's perfect. It's very hard to keep up with all of this.
@SharePointMaven 2 жыл бұрын
That's why I am here 😀
@adambadley9835 4 жыл бұрын
If I share a folder with multiple files inside and set to read only...will the recipient receive an email each time the files are modified within that folder? If not, is there a way for Sharepoint to notify the recipient when I modify a document? Can the recipient setup notifications?
@SharePointMaven 4 жыл бұрын
Recipients can set their own alerts/notifications, but they have to ve internal, not external. External users can't set notifications in SP OOTB (sharepointmaven.com/how-to-create-sharepoint-alerts/). Your other option would be to create a Power Automate workflow
@4RyanEck 2 ай бұрын
Hi Greg, thanks for the video. I use SharePoint and OneDrive to sync to my computer. I have full control of my tenant and allow external sharing without authentication (it usually works fine). Your video doesn't cover any of this and I wish it would. I share folders to multiple people outside of my organization, typically view only (no edit). The reason I do this is because I don't want to have to type in all their email addresses (among other reasons) and it has been working fine. My question is why my client must have a Microsoft email account to access the folder? Basically, I need to be able to share files just like the free sites like "wetransfer" where anyone with the link can access them without me having to type in their email address and without any kind of validation (code) AND without having to login to a Microsoft account. My clients are not computer savvy and do not use SharePoint, or OneDrive... and probably do not even have a Microsoft account.
@SharePointMaven 2 ай бұрын
In this case you need to enable Anonymous access: sharepointmaven.com/how-to-share-securely-with-anyone-link-in-sharepoint-online/
@JanetMacCallum Ай бұрын
How do we open Word files in the Desktop App view? I noticed you only had it showing in the online browser view.
@SharePointMaven Ай бұрын
kzfaq.info/get/bejne/nrygi5eotsqtmJc.htmlsi=EyWeGAQGiX2reY4E
@JimHubert Жыл бұрын
Great video and fully understand how to share documents. My question is how do I remove a person from that shared folder. Cant seam to find a way to remove only one of the many people on a shared document/folder without removing the shared link address which would affect all others. when drilling down into permissions I see shared people but check box next their name isn't allowing me to select to delete that person
@SharePointMaven Жыл бұрын
James, thanks for watching my video and kind comments. The only way you can remove individual users is if you initially generate specific people link. If you generated People in your org link, than it it 1 link for all.
@exilestate Жыл бұрын
is there anyway to share to multiple external users without them seeing the other email addresses that the sharing email was sent to? Like BCC in Outlook works. example would be sharing to multiple bidders on a project, and not want them to know who the are bidding against. Thanks in advance.
@SharePointMaven Жыл бұрын
No, not possible
@milesthorne4352 2 жыл бұрын
Is it possible to have a Sharepoint folder set-up to hold public documents? This will then be a link to the sharepoint folder from a Wordpress website, so a pdf can be read and downloaded , this file would reside on Office 365 Sharepoint? Obviously the way you describe won't work as it will be publically accessible and we will not know email addresses.
@SharePointMaven 2 жыл бұрын
Yes, it is possible using Anyone link: sharepointmaven.com/how-to-share-securely-with-anyone-link-in-sharepoint-online/
@zevermeirre 2 жыл бұрын
I've had external users say they were unable to see anything in the shared folders unless I shared the individual files to each person within the folder separately (this can be overwhelming with all the notifications), is there a work around for this to allow the folder to be shared or is it because of how the SharePoint was set up?
@SharePointMaven 2 жыл бұрын
Sounds like something with your setup.
@descar777 4 жыл бұрын
Once the external recipient opens the shared folder link, what needs to be done to avoid them having to go back the emailed link to re-access the folder later? What would the recipient need to do to sync that shared folder to their PC and access it via their own file directory (Explorer)?
@SharePointMaven 4 жыл бұрын
With external folder sharing, they would need to go to the email wen link was sent them to access it again. There is no way for them to sync to own file directory since they might not own SharePoint/OneDrive.
@Frankferra33 3 жыл бұрын
I receive the same message that the recipient's email address "is outside of your organization" even when it's a distribution list within our company whether it be O365 or on prem. I wonder why?
@SharePointMaven 3 жыл бұрын
Not sure either, hard for me to answer without seeing the setup
@paulkelly5947 2 жыл бұрын
Another great video from Greg. Thank you. It leaves me with 2 questions. 1. I would simply like to use Sharepoint to allow customers to securely send me files. It will be one way traffic. Do I need one library per customer or will they only be able to see what they have uploaded, ie multiple files from multiple customers in one library. 2. Security. Am I making it easier for malware to get into my system? Are there any security considerations?
@SharePointMaven 2 жыл бұрын
You are welcome, Paul! I suggest sharing unique folders with each client, to keep it secure or use OneDrive Request feature: kzfaq.info/get/bejne/pcppqN14mty0hY0.html
@hulpesergiu 2 жыл бұрын
Hi Greg! I'm currently evaluating Sharepoint as cloud storage for my organization, and I have run into an issue when sharing files with external collaborators. The external user cannot download a folder, individual files can be downloaded, but folders or subfolders cannot. I saw on your blog that you mention folders can be downloaded, but I cannot find that option. Does any special setting need to be activated to enable that? Btw: Microsoft has made SharePoint way too complex!
@SharePointMaven 2 жыл бұрын
That is strange, I just tested and external users can download folders even when given view access (not edit). Hard for me to say why you are missing the button. It is there, that's for sure, nothing has changed.
@budgar Жыл бұрын
Can you create a share that will share to an external domain that can be controlled through a conditional access policy?
@SharePointMaven Жыл бұрын
Yes, I think so
@ershelin 9 ай бұрын
well explained thanks Greg
@SharePointMaven 9 ай бұрын
My pleasure, appreciate the comment!
@utah62 3 жыл бұрын
Thanks for sharing. We did the same at our office but the next time we shared a file, Sharepoint did not come uo with verification code anymore and we could spend de file directly ? Any idea?
@SharePointMaven 3 жыл бұрын
Most likely the recipient checked "Keep me signed in" checkbox when first accepting the invite - that keeps them signed in for 30 days if I am not mistaken
@souljazzguitar 2 жыл бұрын
Hi Greg, In the SharePoint Admin Portal, under Policy/Sharing, these are the org settings for external sharing. Under more external sharing settings, Do you know what the setting to "Allow guests to share items they don't own". By Default this setting is checked. Should I keep it checked? What are the implications if I uncheck that setting? Thanks!
@SharePointMaven 2 жыл бұрын
I explain this feature here: sharepointmaven.com/how-to-stop-re-sharing-of-content-in-sharepoint-and-onedrive/
@souljazzguitar 2 жыл бұрын
@@SharePointMaven Perfect! Thanks, Greg!
@manusengelbrecht9959 7 ай бұрын
This does not seem to work if you share with another Microsoft 365 Business User (External). Getting this error: Something went wrong We're sorry, sign-in isn't working right now. But we're on it! Please try again later.
@SharePointMaven 7 ай бұрын
This works just fine. This is probably something unique/related to your tenant settings/setup.
@chrisheaney941 Жыл бұрын
thxs...
@SharePointMaven Жыл бұрын
You are welcome
@nadyachantika3296 Жыл бұрын
Hi Greg, i wonder why the external users cannot accept my shared folders with direct access?
@SharePointMaven Жыл бұрын
I don't know
@MrTabennett 2 жыл бұрын
This is a great article and it gets me 90% of the way to where I want to be. I do have a couple questions. How can I set it up so that I send a link to (Lets say), a vendor and they have to request access? Or I want to put the link to a specific folder onto a QR code and they have to request access? the other thing is, is that I noticed, that if I do the method you described in your video, and they complete the process, they have access to to folder. but, if they come back later and want to go to the folder again from maybe a different device by just clicking on the site like, then it presents the Microsoft credentials page, and their GMAIL or other credentials no longer are accepted as a valid login. My goal is simple to provide my vendors with a login to an external share that they have access to and be able to login to it when they need to to grab files as needed.
@SharePointMaven 2 жыл бұрын
What you want to achieve is not easily possible OOTB
@MrTabennett 2 жыл бұрын
@@SharePointMaven That's too bad. I thought for sure sharepoint would do it. Any suggestions?
@mikemc1009 4 жыл бұрын
I have a scenario I was hoping someone could help me with. I want to securely share a folder with a client and I put a password on the folder to access it. Two days later I want to share a specific file within that shared folder. Do I have to password protect that file too? It seems like I have to otherwise the link to that file is not password protected. I wish all links were password protected if it's in a password protected folder but that doesn't seem to be the case (I understand that might not work for everyone). Am I going about his wrong? Should I just resend the original folder link again that has the password and tell the client to look for a specific folder? Should I avoid passwords in this situation and protect it with a "send code" protection?
@SharePointMaven 4 жыл бұрын
Hi Mike. Personally, I do not like this password feature, because it only works with Anyone Links and those are pretty dangerous if users do not set the password. I would disable Anyone link and just use Send Code links (autogenerated when you share externally) - pretty smooth experience and you do not need to remember or send additional passwords.
@ericsardinha1879 Жыл бұрын
When sharing files or folders to 20+ recipients is there another way to share files besides typing each email address?
@SharePointMaven Жыл бұрын
Yes, you can add them to a group and share with a group
@bosssir4910 4 жыл бұрын
I would like to share files with my employees which are about 7000 emails but most file sharing sites have little limit for sharing files. What sites can let me email my files directly from their website to my employees. Please note, I don't mean copying the link to the file and send via my email as my email has limit to how many people i send emails to so I need a file sharing site that can let me email all documents easily to all employees. Please assist
@SharePointMaven 4 жыл бұрын
You need to create a site for those files. If you need assistance, please book a consultation here: sharepointmaven.com/diy-sharepoint/
@tleeb1968 2 жыл бұрын
When I do this, the external user can't search the folder i've shared with them. What settings do I need to do to correct this?
@SharePointMaven 2 жыл бұрын
I doubt there are any settings, this is by design
@marianneweisser2129 3 жыл бұрын
Thanks for your video. Can I share several items from the same site in SharePoint and send them at the same time in one email?
@SharePointMaven 3 жыл бұрын
Thanks Marianne, for being my loyal follower. No, only 1 file at a time (unless you put all files into a folder and share a folder)
@marianneweisser2129 3 жыл бұрын
@@SharePointMaven Thanks for your answer! Although I am a bit devastated with your answer :(:::: What if I used Power Automate? Otherwise, how can I put the items (containing files and hyperlinks) into folders? Is that possible? Thanks!!
@SharePointMaven 3 жыл бұрын
@@marianneweisser2129 You just manually copy files into folders
@Tantofieke 4 жыл бұрын
Hi I can not find anywhere. One finance department would need to upload 1500 documents a month (automated with RPA who will add metadata such as customer name), the documents need to be secured stored in a library and external shared per customer. So understood to best create a library per customer. But what with the overall view of these documents of all customers together. Our Controlling team needs to see all 1500, while the customer only those that apply to them. We would like to send Alerts to the customer when new documents are available. Thanks for your response or guidance to a tutorial in your blog.
@SharePointMaven 4 жыл бұрын
Ho Sife, I do not have a post that matches all your requirements, but you will need to create unique folder permissions to hide certain docs
@Tantofieke 4 жыл бұрын
Found that, thanks! Just I don't want to work with folders. I want to create sites per customer, easier on security and sharing settings. In the meantime I found also MS FLow what might help.
@Tantofieke 4 жыл бұрын
Power automate
@Strib420 2 жыл бұрын
Has this changed recently? We are unable to share with anyone other than "Team" members.
@SharePointMaven 2 жыл бұрын
No it did not. That means you do not have external sharing enabled on a tenant/site
@Asdfkalsdf 4 жыл бұрын
Can externally shared folders be synced?
@SharePointMaven 4 жыл бұрын
Yes, if the recipient has O365 as well
@Asdfkalsdf 4 жыл бұрын
@@SharePointMaven Thanks for your reply. The recipient has O365 but when he clicked on the link, the sync button did not show up on the top bar. He also went into shared folders, was able to see the share, but the sync button again was not there. Any ideas?
@SharePointMaven 4 жыл бұрын
@@Asdfkalsdf Hard for me to tell without seeing the setup, etc.
@aosun7917 3 жыл бұрын
@@Asdfkalsdf I have the same problem here... wondered if you find any workarounds
@Asdfkalsdf 3 жыл бұрын
@@aosun7917 Sorry, I don’t have a work around yet. If you ever find one, please post a reply. Thanks!
@switbeee1364 2 жыл бұрын
Your intro and explanations are extra ordinarily long
@SharePointMaven 2 жыл бұрын
OK
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