File Sharing Problems

How to Share Files and Power BI Reports Between Microsoft 365 Tenants

Adam Davis Oct 16, 2026 869 views

Question details

Users need to share files and Power BI reports between separate Microsoft 365 tenants without creating a new overarching parent tenant.

How to Share Files and Power BI Reports Between Microsoft 365 Tenants

Product: Microsoft 365
Device & OS: not provided
Scenario: Collaborating across different organizations or business units that maintain separate Microsoft 365 environments.
Observed behavior: Users want to establish secure cross-tenant collaboration for SharePoint documents and Power BI reports while avoiding the complexity of merging tenants.

Before you start

Ensure you have SharePoint Administrator or Global Administrator privileges in Microsoft 365, as modifying external sharing and B2B guest access policies requires administrative rights.

Solution 1Recommended

Enable External Sharing in SharePoint

Use SharePoint's built-in external sharing capabilities to collaborate on files with users in a different Microsoft 365 tenant.

By enabling external sharing at both the organizational and site levels, users from one tenant can securely access and collaborate on documents hosted in another tenant without needing a merged parent tenant.

Access the SharePoint Admin Center

Log in to the Microsoft 365 admin center with your administrator credentials and navigate to the SharePoint admin center.

Adjust Organizational Sharing Settings

Go to Policies, then select Sharing. Ensure the organizational external sharing level is set to allow 'New and existing guests' or 'Anyone', depending on your organization's security requirements.

Configure Site-Level Sharing

Navigate to Sites > Active sites. Select the specific SharePoint site you want to share from, click on the 'Settings' tab, and update the external sharing permissions to match your organizational settings.

Invite External Users

Open the target document library in SharePoint, select the files or folders you wish to share, click the 'Share' button, and enter the email addresses of the users located in the other Microsoft 365 tenant.

No Parent Tenant Required: You do not need to create a new parent Microsoft 365 tenant to enable this level of file collaboration. Guest access fully supports cross-tenant document sharing.

Solution 2

Configure Cross-Tenant Sharing for Power BI

Set up Azure Active Directory (Azure AD) B2B guest access to securely share Power BI dashboards and reports across different tenants.

Free Microsoft Office alternative

Simplify Document Collaboration with WPS Office

While Microsoft 365 requires complex tenant and external sharing configurations, WPS Office provides a lightweight, free alternative for seamless document creation, editing, and sharing. It bypasses complex IT admin setups and makes team collaboration effortless.

1. Download and Install WPS Office: Get the free WPS Office suite from the official website and install it on your device.
2. Create or Open Your Document: Launch the application and create a new document, spreadsheet, or presentation, or open an existing Microsoft Office file.
3. Share via a Secure Link: Click the 'Share' button in the top right corner to instantly generate a secure, shareable link that anyone can access, regardless of their organization or tenant.

Fully compatible with Microsoft Word, Excel, and PowerPoint formats.Easily share documents via secure links without complex tenant configurations.Real-time co-editing and collaboration tools for teams of any size.Lightweight application that runs smoothly on Windows, Mac, Linux, iOS, and Android.

microsoft office alternative - wps office

Frequently Asked Questions

Can I merge two Microsoft 365 tenants into one?

Microsoft does not provide a native, automated tool to merge two separate tenants directly. You must use third-party migration tools or manually migrate emails, files, and settings from one tenant to the other.

Do guest users need a Power BI Pro license to view shared reports?

Yes, both the user sharing the report and the guest user receiving it must have a Power BI Pro or Premium Per User (PPU) license, unless the report is hosted within a Power BI Premium capacity.

Why can't external users access the SharePoint link I sent?

This usually happens if the SharePoint site's external sharing settings are too restrictive. An administrator must ensure external sharing is enabled at both the Microsoft 365 organizational level and the specific SharePoint site level.

Can guest users co-author Office documents in SharePoint?

Yes, once external sharing is properly configured and the guest user authenticates, they can co-author Word, Excel, and PowerPoint documents in real time alongside internal users.

Document & File Issues