Permission & Access Issues

How to Share OneDrive and SharePoint Files Without Extra Licenses

Camila Milosovich Oct 23, 2026 868 views

Question details

Organizations need to provide access to shared folders or files without assigning a paid Microsoft 365 business license to every individual.

How to Share OneDrive and SharePoint Files Without Buying More Licenses

Product: Microsoft 365
Device & OS: not provided
Scenario: Sharing internal documents with external partners, contractors, or temporary staff without increasing software licensing costs.
Observed behavior: Administrators want to grant file access to specific SharePoint or OneDrive resources using external guest sharing instead of purchasing full organizational licenses.

Before you start

Ensure you have Microsoft 365 Administrator privileges, as modifying external sharing settings across OneDrive and SharePoint requires admin access to the organization's tenant.

Solution 1Recommended

Enable and Configure External Guest Sharing

Use Microsoft 365's guest sharing feature to allow external users to access specific files and folders without a paid organizational license.

Microsoft allows external or guest users to access shared OneDrive, SharePoint, and Microsoft Lists content without requiring a regular organizational license. This is subject to your organization's external-sharing settings and security policies configured in the Microsoft 365 admin center.

Access the Admin Center

Navigate to Sharing Settings

Go to 'Settings' in the left-hand navigation pane, then select 'Org settings'.

Adjust SharePoint and OneDrive Policies

Click on 'SharePoint' or 'OneDrive' under the Services tab. Adjust the external sharing slider to 'Anyone' or 'New and existing guests' depending on your security needs.

Share the Files

Save the changes. Your team can now open OneDrive or SharePoint, select a file, click 'Share', and enter the email address of the external user to grant access.

Enable and Configure External Guest Sharing

Licensing Terms: Always review Microsoft's current licensing terms, as guest access limits and billing policies under Azure AD External Identities may vary based on your specific enterprise agreement.

Free Microsoft Office alternative

Collaborate and Share Seamlessly with WPS Office

If managing Microsoft 365 licenses and complex sharing permissions is becoming costly and time-consuming, WPS Office offers a free, lightweight, and highly compatible alternative. Share documents effortlessly via links without worrying about restrictive per-user licensing.

1. Install WPS Office: Download and install WPS Office on your computer or mobile device.
2. Open Your Document: Launch the application and open the document, spreadsheet, or presentation you want to share.
3. Share via Link: Click the 'Share' button in the top right corner to generate a secure sharing link that anyone can open without needing a paid software license.

Free to use with a comprehensive suite of office toolsFully compatible with Microsoft Word, Excel, and PowerPoint formatsEasy file sharing via customizable links with expiration and password settingsLightweight application with a familiar, user-friendly interface

microsoft office alternative - wps office

Frequently Asked Questions

Do external users need a Microsoft account to view shared SharePoint files?

Depending on your sharing settings, you can send 'Anyone with the link' URLs that do not require the recipient to log in, or you can require verification via a secure one-time passcode sent to their email address.

Is there a limit to how many guest users I can invite without buying extra licenses?

Microsoft Azure AD typically employs a Monthly Active Users (MAU) billing model for external identities, where the first 50,000 active guest users per month are free, though specific limits can depend on your Azure AD premium tier.

Can guest users edit documents in OneDrive or SharePoint without a license?

Yes. If you grant them 'Edit' permissions when sharing the file or folder, external guest users can co-author and modify documents using Office for the web at no additional cost.

Document & File Issues