How to Share a SharePoint Folder with External Users

Overview of Sharing a SharePoint Folder with External Users

Sharing a SharePoint folder with external users has its perks. But, it’s vital to remember the risks and challenges that come with it. To make it safe and effective, plan and take security measures.

Here are some steps you can take to ensure safety:

  • Decide who needs access and what level of permissions they require.
  • Create a new group or add external users to an existing one.
  • Grant specific permissions depending on their role.

Ensure your organization’s security policies are being followed. Control access, monitor activity, and revoke access when needed.

Real-world stories prove why security is important. For instance, one company didn’t secure their folder and had sensitive documents leak. The incident caused reputational damage and legal consequences. Therefore, always keep in mind the importance of security when sharing SharePoint folders with external users.

Setting up External Sharing in SharePoint

To set up external sharing in SharePoint with ease, you need to follow the sub-sections of this section titled “Setting up External Sharing in SharePoint”. The first sub-section, “Enabling External Sharing in SharePoint”, focuses on how to turn on external sharing and choose the level of control you want to assign. The second sub-section, “Adding External Users to SharePoint”, provides you with the steps required to grant access to external users once external sharing is enabled.

Enabling External Sharing in SharePoint

Time to welcome those outside your organization to the party! You can do this by enabling external sharing in SharePoint. Here’s how:

  1. Go to the SharePoint Admin Center and select the site.
  2. Click ‘Sharing’ then ‘External Sharing’.
  3. Choose the type of external sharing you want – anonymous, guest, or authenticated.
  4. Customize settings to fit your organization’s needs.
  5. Save and you’re done!

Remember, you can also choose which users/domains are allowed to access shared content and set expiration dates for security. To make the most of it:

  1. Have a policy in place and communicate it to all stakeholders.
  2. Monitor shared content and manage permissions.
  3. Educate users on best practices, like avoiding personal emails and using secure authentication methods.

By following these steps, SharePoint allows safe collaboration between internal and external parties. Cheers!

Adding External Users to SharePoint

When it comes to teamwork and collaboration, SharePoint is great! But sharing files with people outside of your organization can be hard – and risky. This article looks at how to add external users to SharePoint, while keeping data secure.

To do this, follow these steps:

  1. Create a new External User account for each person you want to share with.
  2. Send documents or sites to the guest using their new account.
  3. Grant appropriate permissions.

It’s important to protect sensitive data by only allowing authorised personnel to access resources. To do this, make sure everyone accessing the resources has been screened and verified.

Team collaboration is increasingly important for many businesses. Although there are security risks, there are also huge benefits.

A few years ago, setting up External Sharing in SharePoint needed IT support. Now, thanks to cloud-based platforms like Microsoft Office 365, anyone can set up External Sharing without needing coding or HTML knowledge.

So, prepare your folder for some sudden visitors – external users can now share SharePoint folders!

Sharing a SharePoint Folder with External Users

To share a SharePoint folder with external users, you need to know the steps involved in choosing the folder, configuring share settings, generating a sharing link, and sending it to the external users. These sub-sections provide a clear solution to successfully sharing a SharePoint folder with external users.

Choosing the Folder to Share

Sharing files and folders with external users is an important task when using SharePoint. To share a folder, here’s a 4-step guide:

  1. Find the right site collection.
  2. Locate the document library with the folder.
  3. Search for folders within that library.
  4. Choose folders to share and decide permission levels.

Remember, only shared data can be seen and accessed. Check if the folder content meets compliance standards before sharing. Ensure no sensitive info is shared with unauthorized people. Use descriptive file names and descriptions for external users. Be cautious – accidental deletion of folders may happen.

Configuring Share Settings for External Users

Configuring external user share settings for SharePoint folders? It’s easy! Here’s a 6-step guide.

  1. Log into SharePoint and go to the folder.
  2. Hit the “Share” button at the top.
  3. Type in the email and select permission (View or Edit).
  4. Add a message and click “Send”.
  5. An email with a link to the folder will be sent to the external user.
  6. To edit, go to “Shared with” in Settings.

Plus, you can set an expiration date for external access. Stats say there are over 200 million active SharePoint users globally. So, remember: Sharing is caring, but keep your password safe! Generate a sharing link for external users.

Generating a Sharing Link for External Users

Generating a sharing link can make the process of sharing a SharePoint folder with external users much easier. Follow these 5 steps to generate a link:

  1. Navigate to the folder.
  2. Click “Share” at the top right.
  3. Select “Anybody with the link” from the drop-down menu.
  4. Click “Create Link.”
  5. Copy and send the link.

You can also set an expiration date or require a password.

External users will have limited permissions based on your settings.

A small business owner needed to share files with contractors, but didn’t want them to have full access. Generating a sharing link allowed them to share specific folders without compromising security.

Sending the Sharing Link to External Users

SharePoint – an awesome platform for sharing documents with external folks. Here’s a quick guide on how to send the sharing link.

  1. Go to the SharePoint site.
  2. Navigate to the folder you want to share.
  3. Click on the “Share” button. It’s on the top right corner.
  4. Enter the email addresses of the external users. You can add a message too. Then, click “Send”.

Easy and efficient! External users can now access shared folders without hassle.

Fun fact: Microsoft SharePoint was unleashed in 2001.

Why let unfamiliar faces have access to your SharePoint folder? Monitor and manage access like a boss instead!

Monitoring and Managing External User Access to the Shared Folder

To monitor and manage external user access to the shared folder in SharePoint, checking shared folder access and permissions and revoking access to the shared folder for external users are the solutions you need. These sub-sections will help you ensure that your sensitive information remains secure and only accessible by the intended audience.

Checking Shared Folder Access and Permissions

Organizations must track who has access to their shared folders. This safeguards against data breaches and keeps confidential info only with authorized personnel.

To monitor and manage external user access:

  1. Sign in to the shared folder with the appropriate credentials.
  2. Find the ‘Settings’ or ‘Permissions’ tab.
  3. Click it, and view a list of users with access.
  4. Confirm that all users are known. Remove any that are not wanted.
  5. Change user permissions if needed.
  6. Save the changes before exiting the account.

It may be tricky for those with no tech know-how. Fortunately, there are many tutorials online. For instance, a large media company easily monitored its external collaborators’ file access by setting up role-based access presets. This allowed them to swiftly grant or revoke access while continually tracking who had access.

Remember, take control of your security or face the consequences!

Revoking Access to the Shared Folder for External Users

Revoking access to external users in a shared folder is vital. Six simple steps will ensure the process is successful.

  1. Log in as an admin user.
  2. Go to the ‘Users’ tab and select the user.
  3. Uncheck all permission boxes.
  4. Repeat steps 2 and 3 for each user.
  5. Click ‘Save Changes’ to confirm.
  6. Notify users that their access is revoked.

Monitoring who enters restricted areas, plus the changes made is key. Cyberattacks can steal confidential info. For instance, in 2011, RSA Security reported a breach due to spear-phishing. This cost them over $66 million.

Make sure external users don’t overstay their welcome. Use these best practices for SharePoint folder sharing.

Best Practices for Sharing SharePoint Folders with External Users

To ensure secure and consistent sharing of SharePoint folders with external users, implement best practices. In order to achieve this, this section aims to guide you with some effective strategies to share a SharePoint folder with external users. The following sub-sections will assist you in Implementing Strong Security Measures, Creating a Folder Sharing Policy, Regularly Reviewing External User Access and Training Users on Proper Folder Sharing Procedures.

Implement Strong Security Measures when Sharing Folders with External Users

Sharing folders via SharePoint with external users is a common need in today’s digital era. It’s essential to enforce security protocols to keep sensitive data safe from unauthorized access. Five steps to follow when performing this task:

  1. Create a separate folder for external users – this simplifies access control and prevents inadvertent exposure of confidential information.
  2. Assign individual permissions to each outside user based on their requirements – make sure they only have access to the files they need.
  3. Utilize strong passwords and two-factor authentication – require external users to use robust passwords and enable two-factor authentication for extra security.
  4. Examine activity logs – keep tabs on what activities are performed by external users, detect peculiar behavior, and take the necessary action if required.
  5. Restrict access period – set an expiration date for the shared folder access and remind them before revoking their access.

Moreover, you can limit what file types the external user can access, block certain shares, etc. By following these steps, you can make sure your SharePoint folders stay safe while still allowing efficient collaboration with people outside your organization.

It’s important to keep in mind that monitoring the activity logs is especially critical for security. One time, an employee mistakenly shared confidential financial information on SharePoint with a wrong external email address, potentially leading to a data breach. By regularly examining the activity logs, they were able to detect the error quickly and revoke access before more harm could be done.

To summarize, taking into account best practices such as establishing permission levels, enforcing strong passwords & 2FA, monitoring activity logs regularly & setting time restrictions can keep sensitive info secure in your organization while permitting efficient collaboration with external users in today‚Äôs tech-infused world. Don’t leave folder sharing to luck, create a policy to avert mayhem and uphold serenity.

Create a Folder Sharing Policy to Ensure Consistency and Control

Creating a folder sharing policy is key for consistency and control when working with external users. With many stakeholders, having a structured approach boosts the project’s success chances. Here’s how to create one:

  1. Define your audience – who needs access to the data? What type of access? How long?
  2. Set security measures – mark confidential/proprietary data and create rules around granting permissions. Passwords are essential for managing access.
  3. Assign roles – assign levels based on each stakeholder’s authority. Granular permissions at the folder and item level helps everyone do their role without over- or under-sharing data.
  4. Set retention policies – create policies to flag shared files no longer needed and remove them from the file structure after a period.
  5. Create a system of record – designate one person accountable for tracking sharing activities in your network. Record who accessed each document, which action was taken (view, edit, download), etc.

Plus, provide 24-hour support for external users. Transparency between internal and external teams is also essential. These guidelines and communication channels guarantee smooth collaboration.

An example: We worked with an agency on PPC advertising. They sent documents via Dropbox with sensitive information. Following best practices, we stored everything in one repository under one account to monitor access. Our folder sharing policy organized data and flexibly granted permissions based on the project’s stage, ensuring secure collaboration. Monitor and revoke SharePoint folders access regularly.

Regularly Review External User Access to Shared Folders

Monitoring external user access to SharePoint folders is essential for compliance and security. Timely audits and assessments are needed to check who has access, their privileges and permissions. Here are ways to make this process more efficient:

  • Schedule regular reviews – every 3-6 months. This helps avoid outdated or unnecessary permissions.
  • Create an approval process for new users. Require approval from an internal team member before granting folder access. This helps limit risks from unverified people.
  • Use tools to track changes. Check audit logs and alerts to stay informed about activity within shared folders.

It’s also important to stay updated on best practices and developments related to sharing SharePoint folders externally. Invest in Data Loss Prevention (DLP) policies for greater control over data protection. Educate users on proper sharing practices – like choosing appropriate permissions levels. Establish expectations so everyone knows what should be done.

By regularly reviewing and staying current, organizations can mitigate risks associated with sharing folders externally, while enabling collaboration. Teach users how to share properly – it’s messy, but necessary.

Train Users on Proper Folder Sharing Procedures

Sharing SharePoint folders with external users is a must! So, employees must be trained in maintaining the highest security standards when doing so. Here’s a 4-step guide to help:

  1. Conduct regular training sessions
  2. Highlight the importance of permission levels
  3. Suggest using read-only links
  4. Instruct users to double-check before sharing confidential data

Regularly conducting training sessions can keep employees informed about the latest procedures for folder sharing. Stressing the significance of permission levels safeguards that only authorized personnel have access. Utilizing read-only links will stop accidental editing by non-authorized people. And, reminding users to double-check before sharing any confidential data prevents further troubles.

It’s vital to offer extra guidelines during these training sessions. Advise doing annual audits to track, verify and monitor all file activity related to folder sharing permissions. It will also guarantee that suitable precautions are taken.

Sharing SharePoint folders with external parties requires a lot of responsibility. Thus, you must give proper knowledge and guidance on folder-sharing procedures regularly. By following these best practices for folder-sharing, your business can avoid risks related to data theft or unauthorized file access, ensuring top security always!


SharePoint folders can now be shared with anyone, wherever they are. It helps teams and clients communicate better. Plus, it saves time and money. No more in-person meetings or file transfers!

Pro Tip: Set up permissions for external users according to their roles. Enable MFA for extra security. Enjoy Sharing!

Frequently Asked Questions

Q: How do I share a SharePoint folder with external users?

A: To share a SharePoint folder with external users, go to the folder you want to share, click the “Share” button, enter the email addresses of the external users, and select the appropriate permissions for each user.

Q: Can external users edit SharePoint files?

A: Yes, external users can be given permissions to edit SharePoint files. You can specify the level of access each user has when sharing a folder with external users.

Q: How do I revoke access to a SharePoint folder shared with external users?

A: To revoke access to a SharePoint folder shared with external users, go to the folder you shared, click “Manage access,” select the user whose access you want to revoke, and click “Remove.”

Q: Can external users access SharePoint files offline?

A: External users can access SharePoint files offline if they have downloaded the necessary documents or files to their local device. However, any changes made offline will need to be synced with the SharePoint server once the user is back online.

Q: What happens to external users when their access to a SharePoint folder is revoked?

A: When an external user’s access to a SharePoint folder is revoked, they will no longer be able to access the folder and any associated files or documents. They will be notified of the revocation via email.

Q: Is it possible to set an expiration date on access for external users?

A: Yes, it is possible to set an expiration date on access for external users. When sharing the folder, select the “Set expiration” option and choose a date and time for the access to expire.

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