Sharing Documents Externally
How to share a OneDrive document with people outside of the organisation
Using the Web version of OneDrive
1. Navigate to your OneDrive folder in your 365 account, and select the item you wish to share using the check-box to the left of the item:
2. Click ‘Share’ from the menu at the top, and you will see the following box:
Click on the box that says ‘People in SANDMAT with the link can view’, and change it to ‘Specific people’. You should now have the following options:
In this menu, you can select whether or not to allow the person to edit the document, and whether you wish to turn on the option to block them from downloading it (this will mean they can only view the item online, but not download a copy).
3. Click ‘Apply’ when you are done.
4. You then need to enter the person’s email address:
5. When you click ‘Send’, the person will receive an email with a link to the document.
6. When the recipient opens the email, they will have a link to the document you shared. When they click on the link, they will see the following screen:
When they click ‘Send Code’, they will be emailed a verification code to the same email address that you sent the document to. They will need to do this every time they use that link – this is to prevent the link from being shared with other people.
(If you have allowed the option for them to download the file, be aware that they can do whatever they like with it once it has been downloaded.)
Once they click ‘Send Code’ they will see this screen, where they must enter the code they received in the email:
Using the Windows version of OneDrive
If you’re using the OneDrive application installed on a Windows computer, the steps are mostly the same.
To begin, open the File Explorer and locate the file you want to share from your OneDrive files. You have to right-click on the document and select the ‘Share’ option:
You will then get a pop-up box that is the same as the web version, so follow the instructions above.
Sharing Documents from SharePoint sites
1. The steps for sharing a document that is on a SharePoint site are mostly the same as sharing from OneDrive. Select the document that you want to share and click Share, which is usually located at the top of the page.
The steps are then the same as above.
