Share sites or documents with people outside your organization

If your organization performs work that involves sharing documents or collaborating directly with vendors, clients, or customers, then you might want to use the external sharing features of SharePoint Online to share content with people outside your organization who do not have licenses for your Microsoft Office 365 subscription.

There are three ways that you can do this:

 Note    Your global administrator must enable external sharing and set the appropriate permissions before you can share sites or documents. See Manage external sharing for your SharePoint online environment for more information.

What is an external user?

An external user is someone outside of your organization who can access your SharePoint Online sites and documents but does not have a license for your SharePoint Online or Microsoft Office 365 subscription. External users are not employees, contractors, or onsite agents for you or your affiliates.

External users inherit the use rights of the SharePoint Online customer who is inviting them to collaborate. That is, if an organization purchases an E3 Enterprise plan, and builds a site that uses enterprise features, the external user is granted rights to use and/or view the enterprise features within the site collection they are invited to. While external users can be invited as extended project members to perform a full range of actions on a site, they will not have the exact same capabilities as a full, paid, licensed member within your organization. See Manage external sharing for your SharePoint online environment for more information.

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Share a site

When you share a site with external users, you send them an invitation that they can use to log in to your site. You can send this invitation to any email address. When the recipient accepts the invitation, they log in using either a Microsoft account or an Office 365 user ID. When you share a site, you can select the type of permissions you want that person to have on the site.

You need to be a Site Owner or have full control permissions to share a site with external users.

  1. Go to the site you want to share with external users.
  2. In the upper right corner of the screen, click Share.

Image of the Share command in the upper right of the screen.

  1. In the Share dialog box, type the names of the external users you want to invite. For example: someone@outlook.com or someone@contoso.com.

    Reminder: You can also use the Share command to grant internal licensed users access to a site. If you want to do this, just type the names of the people you want to invite.
  2. Type a message to include with the invitation.
  3. To assign the external user to a specific permissions group, click Show Options, and then select the group you want.

    It’s a good idea to give people the least amount of permissions they might require to perform the desired task. For example, if the people you’re inviting only need to read content, assign them to the Visitors group, which has Read permissions by default. If the external users need to be able to edit or update content, add them to the Members group, which has Edit permissions by default. Be extremely careful about adding external users to any group that has Full Control permissions.


    Image of the Share dialog box for a site populated with user names for external users.
  4. Click Share.

By default, any invitations you send to external users will expire in 7 days. If an invitee does not accept the invitation within 7 days, and you still want that person to have access to your site, you’ll need to send a new invitation.

When the external users receive their invitations, they click a button that takes them to a page where they sign into your SharePoint Online site by using a Microsoft account or an Office 365 user ID. If users don’t have at least a Microsoft account, they can sign up for a free Microsoft account.

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Share a document by sending or posting an anonymous guest link

You can create an anonymous guest link, and then share the link using whatever media suits you. For example, post it on a social media page, or paste it into an email. You can create a guest link that provides editing permission or only viewing permission.

You must be a Site Owner or have full control permissions to share a document with external users. Additionally, the external sharing feature must be turned on in either the Office 365 Service Settings or the SharePoint Online admin center (depending on which plan you have). External sharing must also be turned on for your site collection (enterprise plans only).

  1. Click the ellipses (...) next to the document to open its callout window and then click Share.
    Start sharing a document in a SharePoint library
  2. In the Share dialog box, select Get a link.
  3. Select Create a link for the type of permission you want to grant.
    A guest link URL is created.
  4. Select the guest link URL and copy it.
    Create an anonymous guest link and copy it
    You can now paste the guest link URL into the media of your choice.
  • If a document is in a team site library, other site members can find the guest links in the Share dialog box and send them to others.
  • If the file you are attempting to share is located in a library that is using Information Rights Management, you will not be able to share it externally.
  • Anonymous guest links could potentially be forwarded or shared with other people, who might also be able to view or edit the content without signing in. Avoid using anonymous guest links for sensitive content.
  • People who are invited to access documents using anonymous guest links will only be able to view or read files in the relevant Office Online. They will not be able to open files in a corresponding desktop version of the Office program.
  • If external sharing is turned off globally in the Office 365 Service Settings or the SharePoint Online Admin center, any shared links will stop working. If the feature is later reactivated, these links will resume working. It is also possible to disable individual links that have been shared if you want to revoke access to a specific document. See Disable an anonymous guest link.

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Allow people to create guest links with documents you’ve shared with them

You may be happy to share some documents widely, and in fact you may want to encourage people to reshare them. For such documents you can allow people to create anonymous guest links with documents you share with them.

To allow this capability, you must have full control permission.

  1. Go to the library where you want to allow people to create guest links.
  2. Select the gear icon, and the select Site settings.
  3. On the Site Settings page, under Users and Permissions, select Site permissions.
  4. On the Permissions tab, select Access Request Settings.
  5. In the Access Requests Settings dialog box, check Allow members to share the site and individual files and folders.

Now when people select documents you’ve shared with them and open the Share dialog box, they can create a guest link. Note, however, that they can only create guest links that allow guests to edit the document if you gave them edit permission when you first shared the document. If they only have view permission, they can only create guest links that allow view permission.

For an overview of Access Request Settings, see Video: Share a site without access request.

Share a document requiring sign in to your site

You must be a Site Owner or have full control permissions to share a document with external users. Additionally, the external sharing feature must be turned on in either the Office 365 Service Settings or the SharePoint Online admin center (depending on which plan you have). External sharing must also be turned on for your site collection (enterprise plans only).

  1. Click the ellipses (...) next to the document to open its callout window and then click Share.
    Start sharing a document in a SharePoint library
  2. Type the email addresses of people you’re inviting to share the document. For example: someone@outlook.com, or somebody@gmail.com, or externaluser@contoso.com.
  3. In the drop-down list, select the permission level you’d like to grant these users.
  4. If you want, type a message to be included with the email. The message might include information or instructions about the document you’ve shared.
  5. Select the Require sign-in check box.

 Caution    If you don’t select the Require sign-in check box, the email will contain an anonymous guest link to the document. Anonymous guest links could potentially be forwarded or shared with other people, who might also be able to view or edit the content without signing in.

  1. Click Share.

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See who has access to a specific site or document

You can also use the Share command to quickly see the list of people a document has been shared with.

Do one of the following:

  • To see who has access to a site, click Share at the top right of the page, and then click the link after Shared with in the Share dialog box to view a list of people who have access to the site.
  • To see who has access to a document, folder, or Document Set, select the item in the document library, and then flick Shared With on the Files tab.

Revoke user access to a site

If a site has been shared with an external user, and you want to revoke that user’s access to the site, you can do so by removing that individual’s permissions for the site.

  1. Go to the site on which you want to withdraw an invitation.
  2. Click settings Settings button > Site Settings.
  3. Under Users and Permissions, click People and groups.
  4. Under Groups, select the group from which you want to remove users.
  5. Select the users you want to remove, point to Actions, and then click Remove Users from Group.
  6. When asked to confirm that you want to remove the user(s), click OK.

Disable an anonymous guest link

You can see whether a document has been shared via guest link by checking the properties menu for the document.

  1. Go to the library that contains the document for which you want to remove a guest link.
  2. Point to the document, and click the three ellipses ().
  3. Click a guest link in the sentence Open to anyone with a guest link. (If you don’t see this link, your document is probably set up to allow only users with a username and password.)

Properties dialog box showing that a document has been shared with a guest link.

  1. Next to the URL for the guest link, click Disable.
  2. When asked if you want the link disabled, click Disable Link.

Dialog box asking you if you want to disable a guest link for a document that has been shared so that it will not work anymore.

When people outside your organization attempt to access the content using the guest link, they will get a message that says they can’t access it.

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Quyidagiga qo'llanadi:
SharePoint admin center, SharePoint Online Enterprise (E1), SharePoint Online Enterprise (E3 & E4), SharePoint Online Midsized Business, SharePoint Online Small Business