How to Grant External Access to a SharePoint Communication Site
Question details
The user needs to provide external guests (such as students) access to an entire SharePoint communication site without requiring them to use Microsoft passwords.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- Attempting to share a full communication site with external users who do not have Microsoft or school accounts, preferably using a one-time passcode.
- Observed behavior
- SharePoint allows one-time passcodes for individual files or folders, but it does not currently support this authentication method for granting access to an entire communication site.
Verify with your Microsoft 365 administrator that external sharing is enabled for your organization's tenant and specifically allowed for the communication site you intend to share.
Invite External Users via Site Permissions
Use the built-in Site Permissions menu to send invitations to external guests, keeping in mind the authentication requirements.
Currently, Microsoft SharePoint does not support sharing an entire communication site using one-time passcodes. This feature is strictly limited to individual files and folders. To share a full site, external guests are required to use a Microsoft account, work account, or school account.
Navigate to your SharePoint communication site. Click the gear icon located in the top right corner of the screen to open the Settings menu.
Select 'Site permissions' from the settings panel.
Click on 'Share site' or 'Add members' depending on your site configuration.
Type the email addresses of the external students or guests you wish to invite.
Assign the appropriate permission level (such as Read) and click 'Send'. The users will receive an email invitation containing a link to the site.
Share Documents Seamlessly with WPS Office
If Microsoft SharePoint's rigid external access requirements are hindering your collaboration, consider WPS Office. WPS provides robust cloud document sharing where you can easily distribute files via simple links without forcing viewers to create new accounts. It is lightweight, free, and highly compatible with Microsoft formats.
- 1. Open your file: Launch WPS Office and open the document you wish to share with your students or external guests.
- 2. Click Share: Click the 'Share' button located in the top right corner of the application window.
- 3. Set permissions: Adjust the link settings to 'Anyone with the link can view' or edit, depending on your needs.
- 4. Distribute the link: Copy the generated link and paste it into an email or messaging app to share it directly with your recipients.
Frequently Asked Questions
Can I share an entire SharePoint site using a one-time passcode?
No, Microsoft SharePoint currently only supports one-time passcodes for sharing individual files or specific folders. Accessing an entire site requires the external user to authenticate with a Microsoft, work, or school account.
Do external users need a Microsoft account to access a SharePoint communication site?
Yes. When you invite them to an entire site, they must sign in. If they do not have an existing Microsoft account, they will be prompted to create a free one using their email address upon clicking the invitation link.
Why can't my students access the SharePoint site I shared with them?
This usually happens because your organization's SharePoint admin has restricted external sharing at the tenant level or for that specific communication site. You will need to contact your IT administrator to ensure external guest sharing is enabled.
Is there a workaround to share multiple files at once without requiring user login?
Yes. Instead of sharing the whole site, you can place multiple files into a single SharePoint folder and share that specific folder using the 'Anyone with the link' option. This allows external users to access the folder's contents using a one-time passcode without needing to create an account.
