How to Share Files in Microsoft Teams with External Users

Sharing files with external users in Microsoft Teams is an easy and secure way to collaborate. To do it, add them as guests. Click the “Teams” tab, choose your team, then hit “Add members”. They’ll receive an email with the link to join the team.

To share files, go to the channel and click on the “Files” tab. Upload or select existing files from your computer or SharePoint. Select the file you wish to share and click “Share”. Make sure to select their names from the list for them to have access to the file. Also, you can decide if they can edit or view it.

Now, external users can work on the shared file by clicking on it in MS Teams. They can review and make edits in real-time, even if they’re not physically present.

Understanding Microsoft Teams and External Users

At Microsoft Teams, collaborate and communicate with external users? Simple! Here’s how to share files with these external users in Teams.

Understand External Users:

To share files in Microsoft Teams with external users, do this:

  1. Make sure your org allows external sharing in Microsoft Teams.
  2. Invite external users to join specific teams or channels in your org.
  3. They’ll get an email with a link to access that shared team/channel.
  4. Log in with their Microsoft account and start collaborating.
  5. Go to the Files tab in that desired channel or convo.
  6. Click “New” to upload from your device or select an existing file from SharePoint or OneDrive.
  7. Choose if to let the external user view or edit.
  8. They get a notification about the file and can access it via their own Microsoft Teams account.
  9. Preview, download, edit, or comment as per their permissions.
  10. Changes made by external users visible to all members.
  11. Revoke access for specific external users if needed.

Follow these steps to collaborate and share files securely with external users in Microsoft Teams!

Step 1: Accessing Microsoft Teams

Gaining access to Microsoft Teams is the first step to sharing files with external users. Here’s how:

  1. Open a web browser and head to the official Microsoft Teams website.
  2. Sign in with either your Microsoft account details or your work/school account credentials.
  3. You will then be able to use all the features and options of Microsoft Teams!

It’s essential to remember that gaining access to Microsoft Teams is critical for collaborating with external users. Don’t miss the chance to make communication easier and boost productivity!

Step 2: Adding External Users to Microsoft Teams

To add external users to Microsoft Teams, utilize the Step 2: Adding External Users section with the sub-sections: Inviting External Users and Assigning External User Access Permissions. Learn how to seamlessly collaborate and share files with external individuals, ensuring smooth communication and efficient teamwork within your organization.

Sub-heading: Inviting External Users

Inviting External Users to Microsoft Teams? Seamless! Here’s the how-to:

  1. Go to the Teams app, click “Teams” on the left sidebar.
  2. Select the team you want to invite external users to, click the three dots next to the team name.
  3. Click “Manage team”, go to the “Settings” tab.
  4. Under “Guest permissions,” switch on to let guests access features like creating channels or uploading files.

To ensure smooth collaboration, don’t forget to provide clear instructions and guidelines to your external users! Here’s some extra help:

  • Communicate why you’re inviting external users and set expectations for their roles and responsibilities.
  • Review and update guest permissions based on their needs and contributions.
  • Promote open communication between internal and external users, creating a collaborative environment.

Take these tips and you’ll be on your way to successful teamwork with external users in Microsoft Teams!

Sub-heading: Assigning External User Access Permissions

To assign external user access permissions for Microsoft Teams, follow these steps:

  1. Go to the Teams Admin Center in the Microsoft 365 admin center.
  2. Select “Users” and then “Guest”.
  3. Use the search bar to find the specific external user.
  4. Click on the user’s name and select “Manage user settings”.
  5. Choose the appropriate permissions.

It’s important to note that careful consideration is needed to maintain security and control. Here are some suggestions:

  1. Decide the level of access required for each external user before assigning permissions.
  2. Update permissions regularly as roles and responsibilities may change.
  3. Implement multi-factor authentication for extra security.
  4. Train team members on best practices for collaborating with external users.

By managing external user access permissions in Microsoft Teams and following these suggestions, you can ensure a secure collaboration environment while promoting efficient teamwork with internal and external stakeholders.

Step 3: Sharing Files with External Users

To smoothly share files in Microsoft Teams with external users, follow this step-by-step guide. Start by uploading files to Microsoft Teams. Then, select the files you want to share. Finally, set appropriate permissions for external users. Each sub-heading of this section will provide a concise solution for uploading, selecting, and setting permissions for a seamless file sharing experience in Microsoft Teams.

Sub-heading: Uploading Files to Microsoft Teams

  1. Click the Files tab at the top of your channel.
  2. Choose a folder or create a new one.
  3. Hit Upload and pick a file from your PC.
  4. Then click Open to begin the upload.
  5. Be mindful, only certain file types can be uploaded, such as documents, images, and videos. And there’s a file size limit to bear in mind.
  6. For a better sharing experience with external users:
    • Organize files into folders.
    • Name files clearly so their content is easily understood.
    • Keep file sizes manageable for efficient sharing and downloading.

With these tips, you’ll have a smooth file-sharing experience and boost productivity for your team.

Sub-heading: Selecting Files to Share

When it comes to sharing with others, picking the right files is key. Let’s look at the process and what to think about.

  • Pick files related to the task and needed for sharing. This way, the recipient can get just the info they need.
  • Be sure that confidential documents are not shared by mistake. Double-check to avoid data breaches or unauthorized access.
  • Go for files that are properly formatted and organized. This helps streamline communication and makes it easier for external users to go through the content.

Also, be mindful of the special details related to file selection. Each file may have its own needs or considerations, so be careful and comprehensive in your choices.

Pro Tip: Before sharing files, create a specific folder or space just for them. This boosts organization and makes it simpler to access them in the future.

Sub-heading: Setting Permissions for External Users

Setting Permissions for External Users is very important when sharing files. By following these steps, you can make sure only the right people have access.

  1. Recognize who the external users are. Have their accurate emails and other details.
  2. Decide what level of access to give. Options include view-only, editing, or full admin control.
  3. Send the invitations with the right permissions. Check twice you are sending to the right people.

Also, review and update permissions as needed. That keeps data secure and lets people collaborate easily.

Fun Fact: In 2019, an organization gave unrestricted access to a sensitive file to an external user. This created a massive data breach with serious consequences for the organization and people involved. Setting permissions carefully can help avoid this and protect confidential information.

Step 4: Sending Notifications to External Users

For successful collaboration with external users in Microsoft Teams, it’s key to keep them notified. Here’s a 6-step guide for how to do it:

  1. Go to the channel or chat.
  2. Click the “…” (More options) button.
  3. Select “Get link” from the dropdown menu.
  4. Copy the generated link and share it with the external user via email, messaging app, etc.
  5. They’ll receive the link and can click it to join the channel or chat.
  6. Once joined, they’ll automatically get notifications for any updates.

For effective notifications, use descriptive subject lines, keep them concise, and let external users know when to expect notifications. This will ensure your messages reach them and help the team collaborate successfully!


Wrapping up the discussion on sharing Microsoft Teams files with external users: a seamless and secure way to collaborate.

Follow a few simple steps and you can easily share your files while maintaining control over who has access. Microsoft Teams offers granular permission settings. Choose if external users can edit or only view the files. This level of flexibility allows you to control the data while providing access.

Also, robust security measures protect the files. Encrypted both at rest and in transit, unauthorized access is impossible. This extra layer of security gives peace of mind.

According to Forrester Research, 2020 saw a 40% increase in productivity and collaboration when using Microsoft Teams.

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