Introduction

SharePoint makes it easy to collaborate by allowing users to securely share files and folders with both internal team members and external partners. This functionality streamlines workflows, enhances productivity, and ensures data security when configured properly. This guide provides step-by-step instructions for sharing content in SharePoint Online.

Requirements

Before sharing files or folders in SharePoint, ensure the following:

• You have a SharePoint Online or Microsoft 365 subscription with appropriate permissions.
• You have Edit or Full Control access to the document or folder.
• External sharing is enabled at both the SharePoint Admin Center and site levels (for external users).
• You are using a modern SharePoint site or document library.

Step-by-Step Instructions

1. Share with Internal Users (Within Your Organization)

• Navigate to your SharePoint site and go to the Document Library containing the file or folder you wish to share.
• Select the file or folder you want to share by clicking the circle to the left of its name.
• Click the Share button on the command bar or right-click and select Share.
• In the sharing window, enter the names or email addresses of internal users (they must be part of your organization’s directory).
• Select "Can edit" or "Can view" to set permissions.
• Click Send. The users will receive an email with a link to access the content.

2. Share with External Users (Outside Your Organization)

• Navigate to the file or folder in the SharePoint Document Library.
• Select the file/folder and click Share.
• Click the permissions drop-down (usually showing “People in [Your Organization] with the link can edit”) and choose one of the following options:
  • Anyone with the link – No sign-in required (only if allowed by admin).
  • People with existing access – Does not change permissions.
  • People in your organization – Only internal users.
  • Specific people – Recommended for external sharing; allows secure access via email invitation.
• If using Specific people, enter the external user’s email address. Set permissions to Can view or Can edit.
• Optionally, set an expiration date or block download (if enabled).
• Click Send. The recipient will receive a secure email invitation.

🔒 Note: External users may need to enter a verification code or log in with a Microsoft account depending on your organization’s settings.

3. Manage or Stop Sharing

• To manage sharing permissions:
• Go to the file or folder, click the three dots (...) > Manage access.
• Here you can:
  • View who has access.
  • Change permission levels.
  • Stop sharing by removing users or deleting shared links.

Tips and Best Practices

• Use 'Specific people' for secure external sharing to prevent unauthorized access.
• Audit shared links regularly via the Manage access panel.
• Avoid using 'Anyone with the link' unless necessary and approved.
• Educate users on your organization’s sharing policies and data sensitivity levels.
• Use Microsoft Purview or SharePoint auditing tools to monitor external sharing activities.

Additional Resources

• Microsoft SharePoint Sharing Settings Documentation
• OneDrive and SharePoint External Sharing Best Practices
• Microsoft 365 Compliance Center