Platform Banner

SharePoint (Modern Sites) - Share a document to someone outside of my SharePoint site Tutorial

Learn how to share a document to someone outside of your SharePoint site. Discover different options for sharing, ensuring that you don't have to add the person to the complete Sales SharePoint site. Share your KPI presentation effortlessly and securely.

3:57
1192 views

00:00:00

I have been working on a KPI presentation

00:00:03

for my colleagues from the sales team

00:00:06

and I would like now to share that

00:00:08

presentation to one of our assistants.

00:00:11

That person is not in the SharePoint site.

00:00:14

Several options are offered to me.

00:00:16

The first thing to notice is that in

00:00:19

order to share the KPI PowerPoint,

00:00:21

I will not have to add the assistant

00:00:24

to the complete Sales SharePoint site.

00:00:28

This would be counterproductive

00:00:30

to give him access to so much

00:00:33

information just for one PowerPoint.

00:00:35

Let's see how I can share a document to

00:00:38

someone outside of my SharePoint site.

00:00:41

Several options are offered to me.

00:00:43

I'm going to click on the share button

00:00:46

right here and start creating a link

00:00:49

to that document from the get go.

00:00:52

I can start by adding a name.

00:00:54

Let's share it to Deezer.

00:00:56

Decide if this I can edit,

00:00:59

view or can view and not download.

00:01:04

I can write her an e-mail and

00:01:07

then click on invite.

00:01:08

An invite will send her an e-mail.

00:01:11

If I write anything in that box,

00:01:14

this text will go with the e-mail.

00:01:17

But what if I'm in a meeting

00:01:19

in teams with Visa?

00:01:21

Well,

00:01:22

I can just copy the link and paste it

00:01:24

in a team's conversation or maybe in

00:01:27

another mail that I already started with.

00:01:31

I can also use the three ellipses

00:01:34

and use the share in Outlook option.

00:01:37

This will automatically open an

00:01:40

e-mail window with a link to the file.

00:01:45

This is main address is already

00:01:47

in the two compartment.

00:01:50

One thing to notice in terms of security

00:01:53

is that when I share a file like this,

00:01:56

I would also invite you to take a look

00:01:58

at the gear button, the link settings.

00:02:02

By default my company these

00:02:06

links are people you choose.

00:02:08

I can only share with specific

00:02:11

people I choose.

00:02:12

You could also use the second type,

00:02:15

which basically means that anyone

00:02:17

inside of your organization could open

00:02:20

the link should they stumble upon it.

00:02:23

The first one that is not available in

00:02:27

my company would be open to anyone,

00:02:30

absolutely anyone inside,

00:02:31

just like outside your organization.

00:02:34

This would mean that this is the

00:02:38

least secure type of link here

00:02:40

in terms of good practices,

00:02:42

we will strongly advise you to

00:02:45

always use people you choose.

00:02:47

This allows Microsoft to realize

00:02:50

specifically who is intending

00:02:52

on opening a document.

00:02:54

If you have to share it though

00:02:56

to quite a big group of people,

00:02:58

well the second one would also work as

00:03:01

it is strictly inside your organization.

00:03:05

Once you have shared that document,

00:03:08

we would also advise you maybe a few days,

00:03:11

few weeks later maybe to go to the

00:03:14

three ellipses on the KPI presentation

00:03:16

and click on Manage Access.

00:03:21

We can see right here that Lisa has a key,

00:03:25

a link and she can edit.

00:03:28

If I go to Links, I can see the

00:03:32

specific link I sent her and

00:03:34

once she gave me her feedback,

00:03:36

I'm going to remove the link.

00:03:39

The idea is not to leave

00:03:43

opened links forever,

00:03:44

and now with that option you are

00:03:48

allowed to share documents to

00:03:50

someone outside your SharePoint

00:03:52

site without having to share

00:03:55

the entire SharePoint site.

Mandarine AI: WHAT YOU SHOULD KNOW

RELATED COURSES This tutorial is part of the following courses

2467 Views

Microsoft Video Training SharePoint - Discovering Microsoft SharePoint

SharePoint is a Microsoft collaboration platform that allows teams to share, organize, and collaborate on documents and projects online. It ...

Cours E-learning

3509 Views

E-learning Advanced

Microsoft 365 Video Training – Security in Microsoft 365

In this course, learn how to work securely every day with Microsoft 365 apps.

ALL COURSES