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SharePoint Online – Sharing Files and Folders with External Collaborators

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.

In Microsoft Teams, a team and it's channels have an associated SharePoint site

Enable External Sharing on Your Site Content

You must be a site owner to request external sharing for a site

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

Looking to share multiple files?

Instead, add the files you’d like to share to a folder, then share the folder using the instructions in the next section.

External Sharing must be enabled before you can share a file

Follow the instructions above to submit a request to enable external sharing.

  1. Visit go.uvm.edu/sharepoint and select your site.
  2. Find and open the file you wish to share.
  3. In the top right corner, click Share, choosing Share from the submenu.
  4. Click the section under Send Link. By default, this is labeled People in University of Vermont with the link can view.
  5. Select Anyone with the link.
  6. 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.
  7. Click Copy in the right side of the section marked Copy Link.
  8. Click Copy again to copy the link to your clipboard, then share it as desired.

Sharing a Folder with an External User

Sharing a folder will also share the contents of that folder

If there are files or subfolders you do not wish to share, move them elsewhere or share a different folder instead.

External Sharing must be enabled before you can share a folder

Follow the instructions above to submit a request to enable external sharing.

  1. Visit go.uvm.edu/sharepoint and select your site.
  2. Find and open the folder you wish to share.
  3. Click the section under Send Link. By default, this is labeled People in University of Vermont with the link can view.
  4. Select Anyone with the link.
  5. 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.
  6. Click Copy in the right side of the section marked Copy Link.
  7. Click Copy again to copy the link to your clipboard, then share it as desired.

Updated on May 25, 2022

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