To share a folder in your Sharepoint document site with external users (users who do not have an account on your Microsoft 365 tenant), you need to create a folder somewhere and then provide the external person(s) with access.
1. Create a folder to share
You should firstly decide where the shared folder should reside.
Remember that wherever you create this folder, existing permissions will still apply. That means if you create the folder on a drive which is accessible by User A, B and C, then those users A, B and C will automatically have access. It may be that you therefore wish to create the folder on your own personal OneDrive and then select specifically who will have access.
Option A - Creating on a Sharepoint Site
Select a location on your Sharepoint Drive and create a folder with an easy-to-remember name. For example "Shared - WidgetCo".
This folder will automatically be accessible now by whichever users have access to that Sharepoint drive.
Now we will add additional users.
Option B - Creating on your personal OneDrive
Select a location on your personal OneDrive and create a folder with an easy-to-remember name. For example "Shared - WidgetCo".
This folder is only accessible by you at the moment because it is on your personal OneDrive.
Now we will add additional users.
2. Share with external users
Find the folder that you have created in Windows Explorer and right-click on it.
You can also do it on your Sharepoint Online page.
Select the option to Share.
Click the "Settings" gear which appears:
And then select "People you choose". This will allow you to enter in persons outside of your Microsoft 365 tenant.
After clicking "Apply" you can then type in an email address of someone you wish to share this folder with:
You can also type a custom message if you wish.
When you click "Send" that person will receive an email.
The recipients won't need a Microsoft account. To access the content, OneDrive, SharePoint, or Lists sends a one-time passcode to their email address to verify their identity. After they receive the code, they enter it into the verification screen to open the file. The content is secured and the link won't work if it's forwarded to others – it only works for people you specified when you shared.
When someone who has a Microsoft account wants to access the content, OneDrive, SharePoint, or Lists asks them to sign in to their account, and requests permission to view their name, email address, and photo to verify their identity.
Note that in some cases the recipient may need to follow the steps above and provide a passcode instead of signing in.
This person will now be able to access that folder on the web.
Note that if you wish them to actually have the folder accessible as a drive in their Windows Explorer, a more detailed process needs to be performed. Contact us for details.
You can manage who has access to the folder at any time:
