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How to Share Specific SharePoint Documents with an External Guest
Question details
The user wants to provide an external guest with access to selected files or folders in SharePoint without granting them access to the entire site.
- Product
- SharePoint
- Device & OS
- not provided
- Scenario
- Collaborating with external clients or partners on targeted documents without exposing internal organizational data.
- Observed behavior
- External guests need specific viewing or editing permissions exclusively for the files or folders shared with them.
Ensure that your organization's SharePoint administrator has enabled external sharing, as guest access features may be globally restricted by your IT department.
Share Documents via Specific Link Settings
This method allows you to generate a secure link tailored for a specific external guest, ensuring they only access the exact files or folders you choose.
By utilizing the 'Specific people' link setting, you retain strict control over your SharePoint environment. The guest will undergo a brief verification process to prove they own the email address you specified, maintaining your document's security.
Navigate to the SharePoint site and open the specific document library that contains the files you wish to share.
Hover over the specific file or folder you want to share, click the circular checkbox that appears on the left to select it, and then click the 'Share' icon at the top of the page or next to the file name.
In the sharing dialog box, click on the link settings (it usually defaults to 'People in your organization'). Select the 'Specific people' option from the list.
Enter the external guest's email address. Click the pencil icon to choose either 'Can view' or 'Can edit' based on their required access. Finally, click 'Apply' and then 'Send' to dispatch the invitation.
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Frequently Asked Questions
Why is the 'Specific people' sharing option greyed out in SharePoint?
This usually happens because your organization's SharePoint or IT administrators have restricted or completely disabled external sharing for your site. You will need to contact your IT support to request that external sharing be enabled.
Does the external guest need a Microsoft account to access the shared SharePoint document?
No. When you share using the 'Specific people' link, the external guest can access the document by verifying their identity using a one-time passcode (OTP) sent to the email address you provided, regardless of whether it is a Microsoft account.
How do I revoke access from an external guest after sharing?
To stop sharing, select the previously shared file or folder in SharePoint, click the 'Details' pane (the 'i' icon on the top right), click 'Manage Access', and then remove the specific guest or delete the sharing link.
Can I prevent guests from downloading a view-only SharePoint file?
Yes. When creating the share link and selecting the 'Can view' permission, you can toggle the 'Block download' switch to prevent the external guest from downloading a local copy of the document.
