Secure File Sharing via SharePoint: Create a Read-Only Folder in a Teams Team for External Users

Sharing files with external users through SharePoint is an effective and secure method for collaboration while maintaining control over data access and modifications. Why choose this method instead of simply sending an email with an attachment?

• Enhanced Security: External users have read-only access, preventing any modifications or deletions of files.
• Traceability: SharePoint provides an audit trail to track when and by whom documents are accessed.
• Content Control: Permissions can be adjusted at any time, and access can be instantly revoked if necessary.

Steps to Follow:

• Access the Document Library in SharePoint
• Open the relevant team in Microsoft Teams and click on the Files tab.
• Select Open in SharePoint to be redirected to the associated document library in SharePoint.
  

1. Create a Dedicated Folder for Sharing

   • In SharePoint, click on New > Folder.
   • Name the folder (e.g., "External Sharing - Read Only").

2. Configure Folder Permissions

   • Select the newly created folder, click on the three dots (...) or right-click, and choose Manage Access.
   • Click 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
   • Share the link with external users via email or another secure communication channel
5. Monitor and Adjust Permissions
   • Return to SharePoint’s access management settings to modify or revoke permissions at any time.