File Sharing Problems

How to Share Multiple SharePoint Files or Folders Through Outlook

Adam Davis Oct 7, 2026 870 views

Question details

The user needs to share multiple SharePoint folders with external recipients via Outlook without triggering one-time verification codes.

How to Share Multiple SharePoint Files or Folders Through Outlook

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Sharing multiple files or folders externally via email using Outlook and SharePoint.
Observed behavior: Outlook and SharePoint do not natively support sending multiple separate folder permissions in a single action, and recipients are prompted for activation codes when using 'Specific people' sharing links.

Before you start

Verify with your IT administrator that external sharing is enabled for your SharePoint site, as company policies often restrict sharing files with external users.

Solution 1Recommended

Group Items into a Parent Folder or Document Library

Since SharePoint cannot natively share multiple separate folders in one action, placing them into a single parent folder or document library is the most effective workaround.

Instead of trying to generate and send multiple sharing links through Outlook, organizing your files into a single container allows you to manage permissions centrally and send just one clean link to your recipients.

Create a parent folder

Open your SharePoint site, navigate to your Document Library, click on 'New', and select 'Folder' to create a new parent folder.

Move multiple folders into the parent folder

Select the multiple folders or files you wish to share, click 'Move to' or 'Copy to' in the command bar, and place them inside the newly created parent folder.

Share the parent folder

Select the parent folder, click the 'Share' button, configure your sharing settings, and click 'Copy link'.

Paste into Outlook

Open Microsoft Outlook, create a new email, and paste the copied link to share all contained folders at once.

Group Items into a Parent Folder or Document Library

Permission Inheritance: When you share the parent folder, external recipients will automatically gain access to all the subfolders and files contained within it.

Solution 2

Use 'Anyone' Links to Avoid Verification Codes

If external recipients are being asked for a one-time verification code, you can switch to an 'Anyone with the link' sharing option to bypass authentication.

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Frequently Asked Questions

Why do external users get prompted for an activation code when opening SharePoint files?

When you share a file using the 'Specific people' option, SharePoint requires external recipients to verify their identity via a one-time passcode sent to their email. This is a security measure to ensure only authorized users can access the shared content.

How can an administrator enable 'Anyone' links in SharePoint?

Administrators can enable anonymous sharing by opening the SharePoint admin center, selecting 'Active sites', clicking on the specific site, and changing the 'External file sharing' settings to 'Anyone'.

Can I select multiple individual folders in SharePoint and share them directly in one Outlook email?

No, SharePoint does not natively support sending multiple separate folder permissions through a single action. You must place all desired folders into one parent folder or document library and share that single container instead.

Document & File Issues