How to share files securely (using OneDrive or SharePoint)

Although this article focuses on the process using SharePoint, the method described applies identically to sharing a file or folder from your personal OneDrive.

Important note: external sharing links automatically expire after 180 days. However, remember to disable sharing as soon as it's no longer needed.

Steps to Follow:

• Access the Document Library in SharePoint
  • Open the relevant team in Microsoft Teams and click on the Files tab.
    

1. Create a Dedicated Folder for Sharing

   • Click on New > Folder.
   • Name the folder (e.g., "External Sharing - Read Only").Drop the files you want to make available to your external contact here. 
     

2. Configure Folder Permissions

   • Select the newly created folder, click on the three dots (...) or right-click, and choose Manage Access or click on Share and then select the settings gear icon for advanced controls.
   • Choose Specific People and View Only to prevent edits or modifications. Alternatively, enable the Block Download option if downloads should be restricted.

3. Add External Users

   • Enter the email addresses of external users who need access to the folder.
   • Ensure the sharing link only allows View Access.
4. Send the Invitation
   • Click Send on the sharing window.

• The recipient will receive an email with a link. Upon opening it, Microsoft will send a temporary verification code to their inbox to validate their identity :

• You will also receive a read confirmation via email. 

Monitor and Adjust Permissions

• Return to SharePoint’s access management settings to modify or revoke permissions at any time.