By default, files and folders stored in a SharePoint Online site’s document library can only be shared with internal collaborators. In some cases, the ability to grant a non-UVM affiliate access to SharePoint site content is required for research partnerships or for other cross-institutional collaboration.
- To share ALL site content to an external user, invite them as a member to the team.
- To share only a few specific files or folders, follow the instructions below.
Sites that begin with sharepoint.uvm.edu are SharePoint 2016 sites. Click here for instructions adding a guest to SharePoint 2016.
Sites that begin with uvmoffice.sharepoint.com are on SharePoint Online, and should use the instructions below for enabling external sharing.
Enable External Sharing on Your Site Content
This setting is configured by our Microsoft Technologies administrators, and is enabled on a site-by-site basis.
A site owner can submit a request to enable external sharing using this form: SharePoint Online – External Sharing Request
Sharing a File with an External User
Instead, add the files you’d like to share to a folder, then share the folder using the instructions in the next section.
Follow the instructions above to submit a request to enable external sharing.
- Visit go.uvm.edu/sharepoint and select your site.
- Find and open the file you wish to share.
- In the top right corner, click Share, choosing Share from the submenu.
- Click the section under Send Link. By default, this is labeled People in University of Vermont with the link can view.
- Select Anyone with the link.
- Configure the link settings as desired, then click Apply.
- Allow editing permits people with the link to make changes to the file. If the option to block downloading is toggled on, you can’t allow editing.
- Open in review mode only limits people to only leaving comments and making suggestions to the file. You must allow editing to enable this setting.
- Set expiration date lets you set a date for the link to expire. After the date, the link won’t work anymore, and you’ll need to create a new link for users requiring access to this file.
- Set passwords lets you set a password for access to this file. When a user opens the link, they will be prompted for the password. Passwords should be shared using UVM Password Pusher: go.uvm.edu/pwpush.
- Block download prevents people from downloading this file. If editing is allowed, you can’t block download.
- Click Copy in the right side of the section marked Copy Link.
- Click Copy again to copy the link to your clipboard, then share it as desired.
Sharing a Folder with an External User
If there are files or subfolders you do not wish to share, move them elsewhere or share a different folder instead.
Follow the instructions above to submit a request to enable external sharing.
- Visit go.uvm.edu/sharepoint and select your site.
- Find and open the folder you wish to share.
- Click the section under Send Link. By default, this is labeled People in University of Vermont with the link can view.
- Select Anyone with the link.
- Configure the link settings as desired, then click Apply.
- Allow editing permits people with the link to make changes to the folder, including copying, moving, editing, renaming, sharing, and deleting anything in the folder.
- Set expiration date lets you set a date for the link to expire. After the date, the link won’t work anymore, and you’ll need to create a new link for users requiring access to this folder.
- Set passwords lets you set a password for access to this folder. When a user opens the link, they will be prompted for the password. Passwords should be shared using UVM Password Pusher: go.uvm.edu/pwpush.
- Click Copy in the right side of the section marked Copy Link.
- Click Copy again to copy the link to your clipboard, then share it as desired.