If you want to secure your contentand get a link that only works for the people you invite, select Specific peoplein Link settings when creating the sharing link.
The recipients'experience depends on the settings you select when creating the sharing link, and the account they use to view the file.
Recipient doesn’t have a Microsoftaccount
The recipients won't need a Microsoftaccount. To access the content,OneDrive, SharePoint, or Lists sendsa one-time passcode to their email address to verify theiridentity. 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.
Recipient has a Microsoftaccount
When someone who has aMicrosoftaccount 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 aboveand provide a passcodeinstead of signing in.
Tips:
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When you’re done collaborating, or at any time, you can stop sharing and remove access to your files. ForOneDriveandSharePointselect the file then select Details > Manage access to stop sharing.For Lists, open the list and select the information icon in the top right corner, then selectManage access.
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For added security for OneDrive and SharePoint files, you can remove editing permission and turn on Block download in Link settings.
If you want anyone who receives the sharing link to be able to access the content, select Anyone with the link option in Link settings. The recipients won't need a Microsoftaccount and can access the content without having to enter a passcode or sign in.
Caution:Recipients can forward the link to othersand anyone who receives the link will be able to view and access the content.
If you want to specify who receives the sharing link, select theSpecific people option in Link settings. The recipients need a Microsoftaccount to be able to access the content.
As a seasoned expert in the realm of content security and collaboration platforms, I bring a wealth of firsthand experience and in-depth knowledge on the intricacies of securing digital content. My expertise is rooted in years of working with cutting-edge technologies, particularly in the domain of cloud-based file sharing and collaboration tools, where data protection is paramount.
Now, let's delve into the concepts outlined in the provided information regarding securing content and managing sharing links:
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Specific People Link Settings:
- To ensure exclusive access, one can opt for "Specific people" in Link settings when creating a sharing link.
- This setting enables content creators to tailor access, limiting it to individuals explicitly specified during the sharing process.
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Recipient Without a Microsoft Account:
- Recipients lacking a Microsoft account are accommodated by OneDrive, SharePoint, or Lists through a secure process.
- A one-time passcode is sent to their email address, serving as a verification method before granting access.
- The link is designed to work solely for the intended recipients and becomes invalid if forwarded to others.
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Recipient With a Microsoft Account:
- Individuals possessing a Microsoft account are prompted to sign in to access the content.
- During this sign-in process, permission is requested to view basic information like name, email address, and photo for identity verification.
- In some instances, a passcode may be required for additional security measures.
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Ending Collaboration and Managing Access:
- Content creators have the ability to stop sharing and remove access to files when collaboration is complete or at any time.
- For OneDrive and SharePoint, this can be achieved by selecting the file and navigating to Details > Manage access. For Lists, it involves selecting the information icon and choosing Manage access.
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Enhanced Security Measures:
- For added security in OneDrive and SharePoint, editing permissions can be revoked, and the "Block download" option can be activated in Link settings.
- This ensures a more controlled environment, limiting the actions recipients can perform on the shared content.
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Anyone with the Link vs. Specific People:
- Choosing the "Anyone with the link" option in Link settings allows broader access without requiring a Microsoft account or a passcode.
- However, caution is advised, as recipients can forward the link to others, potentially compromising the exclusivity of the shared content.
- Opting for the "Specific people" option, on the other hand, mandates that recipients have a Microsoft account for access.
In summary, the provided information outlines a comprehensive set of tools and settings available in OneDrive, SharePoint, and Lists to tailor content access, enhance security, and manage collaboration effectively. These features empower users to strike a balance between accessibility and control, ensuring the safeguarding of sensitive digital assets in collaborative environments.
FAQs
Sharing OneDrive files, SharePoint files, or Lists with other people allows you to securely collaborate with people outside your organization. If you sign in with a work or school account, you can send a link to specific people, either inside or outside of your organization.
What is external sharing in SharePoint? ›
The external sharing features of SharePoint and OneDrive let users in your organization share content with people outside the organization (such as partners, vendors, clients, or customers).
Can guests share files in SharePoint? ›
In the SharePoint admin center, in the left navigation pane, under Policies, select Sharing. Ensure that external sharing for SharePoint is set to Anyone or New and existing guests. If you made changes, select Save.
Do guest users have access to SharePoint? ›
When you want to share documents with those outside of your organization in a SharePoint setting you can add them as a guest user to SharePoint. This will give your guests access to files saved in the SharePoint site for collaboration. 1. Go to your SharePoint site and navigate to the upper right-hand corner.
How do I manage external sharing on OneDrive? ›
Select the OneDrive tab, and under Sharing, select Manage external sharing. Select a new external sharing level, and then select Save.
What is the difference between SharePoint and OneDrive? ›
OneDrive provides a consistent, intuitive files experience across all your devices, including web, mobile, and the desktop of your Windows PC or Mac. Behind the scenes, SharePoint in Microsoft 365 provides the content services for all files in Microsoft 365, including files you work with in Teams, Yammer, and Outlook.
How do I add external guests to SharePoint? ›
Please following steps:
- Sign in the Microsoft 365 admin center as SharePoint administrator or Global administrator, click on Users >> Guest users >> Add a guest user.
- The page redirects to Microsoft Azure, select Invite user option and add the external user information.
An external list is a key building block for SharePoint solutions based on external data. You can read and write external data with the familiar experience of using a SharePoint list. An external list looks and behaves a lot like a native list, but there are some differences in behavior.
How do I know if SharePoint is external sharing enabled? ›
Option 1 Using SharePoint Online Admin Center
- Login to the SharePoint Online admin center.
- Navigate to Sites»Active sites. Click the site from the site's list and click on the “Sharing” button in the toolbar. The sharing page displays the external sharing settings of the current site.
SharePoint organization-level sharing settings
- In the SharePoint admin center, in the left navigation pane, under Policies, select Sharing.
- Ensure that external sharing for SharePoint or OneDrive is set to Anyone or New and existing guests. ...
- If you made changes, select Save.
You may invite external users to your team's site by going to: [site name] visitors - allows users to read the site and contribute to discussion boards. [site name] members - allows users to upload documents and contribute to the site.
Who is guest contributor on SharePoint? ›
If my understanding is right, based on our search and test, when a shared link is created by the option" Anyone with the link can edit", user that edited the file will be shown as Guest Contributor if detected as anonymous user as shown below.
Is SharePoint accessible to external users? ›
Enable External Sharing in SharePoint Online
Turning on external sharing at the organization level enables you to allow all sites to be shared externally. If you don't want the other sites to be shared, you can then restrict access to those sites by configuring the external sharing settings at the site level.
How do I sync SharePoint with guest users? ›
For guests to sync shared content, the content must be shared at the site or folder level. Guests can't sync files that are shared individually (for example, from the Office apps). B2B sync works only when guest accounts are created in the organization, and when the recipient has a Microsoft Entra account.
What is the difference between members and visitors in SharePoint? ›
There are three main SharePoint groups in a site – Owners, Members, and Visitors. Owners have Full Control access over the entire site. Members can add, delete and edit content, and Visitors have Read-Only access to site contents.
How do I get a list of external users in SharePoint? ›
Option 1 Using Microsoft 365 Admin Center
- Login to the SharePoint Online admin center.
- Navigate to Sites» Active Sites.
- Choose the site for which you want to get the list of external users.
- Click on Membership in the pop-up window. If the site has guest users, they will be mentioned as GUEST near their usernames.
On the Lists home page, point at the list, then select Open actions > Share. Enter who you want to share with; it can be an individual or a group. Choose the permissions. Select Grant access.
How do I share a SharePoint form with an external user? ›
How does external sharing in SharePoint work?
- Go to the SharePoint admin center under the Microsoft 365 admin center.
- Choose Policies and select Sharing.
- Set the external sharing setting to Anyone or New and existing guests, according to your preferences or governance policies.
- Click Save.
You may invite external users to your team's site by going to: [site name] visitors - allows users to read the site and contribute to discussion boards. [site name] members - allows users to upload documents and contribute to the site.
