Share files with people outside your organization

Introduction

This tutorial will guide you through the process of sharing files with individuals outside your organization using Microsoft 365. By following these steps, you can ensure that only the intended recipients, such as clients or partners, can access the shared files, enhancing your data security while facilitating collaboration.

Step 1: Access the File You Want to Share

1. Log in to your Microsoft 365 account.
2. Navigate to OneDrive or SharePoint, depending on where your file is stored.
3. Locate the file you wish to share.

Step 2: Initiate the Sharing Process

1. Right-click on the file or select it and click on the "Share" button at the top of the page.
2. A sharing dialog box will appear.

Step 3: Adjust Link Settings

1. Select "Anyone with the link" to modify the link sharing settings.
2. Change the setting to "Specific people." This option ensures that only the individuals you designate can access the file.
3. Set permission levels as needed. You can allow recipients to either view or edit the file.

Step 4: Enter Recipient Details

1. Type the email addresses of the individuals you want to share the file with.
2. You can also add a personal message if desired, which can help recipients understand the context of the shared file.

Step 5: Send the Invitation

1. Click on the "Send" button to share the file.
2. The recipients will receive an email invitation with a link to access the file.

Step 6: Manage Shared Files

1. Return to the file in OneDrive or SharePoint.
2. Right-click on the file and select "Manage access." Here, you can:
   • View who has access.
   • Change permissions or stop sharing with certain individuals.

Conclusion

By following these steps, you can securely share files with people outside your organization using Microsoft 365. Remember to always select the "Specific people" setting to maintain control over who has access to your important documents. For ongoing collaboration, keep an eye on the shared files and adjust access as necessary. For more resources and support, visit the Microsoft small business help and learning hub.