KB Article: How to Share from Teams/SharePoint with External Users
Date: 01.29.2025
Summary/Issue: How to Share Files/Folders from Teams/SharePoint with External Users
What Internal Users’ Experience Will Look Like
Start by going to Microsoft Teams.
In the left pane in Teams you will see Teams icon, click on it.
Find desired Team, and choose the General tab.
Along the top of the page, there will be 3 tabs: Posts, Files, Notes. Choose Files.
In the Files location, Folders/Files are listed.
Share Options
- To share a folder, select the radio button on the left side of the document. Click on the Share at the top of the page.
- To share a file within a folder, select the radio button on the left side of the document. Click on the Share at the top of the page.
Enter the email(s) of External Users which are desired to share the document or folder. You also can send a custom message to be included with each invite.
To verify the settings of the link being sent, click on the Copy Link Gear Setting.
Verify that the “People you choose/Specific people” button is selected.
* Best practice is to set an expiration date (located under “More settings”)
After sending the link, a receipt showing who was invited to the view the folder or document:
What the External User Should Expect to See
The External User will receive an email. The link within the email will allow them access the folder or file:
The External User will need go into the email and click the Open button.
* If the External User gets this popup, just click Open Anyway link.
The External User will be redirected to the SharePoint site to the exact location of what has been shared with them.
Clicking the file name will then open the file.
IMPORTANT NOTE: CLICKING ON THE GENERAL TAB AT THE TOP TO TRY TO SEE OTHER FOLDERS, ONLY FOLDERS THAT HAVE BEEN SHARED OUT TO THE SPECIFIC EXTERNAL USER ARE SEEN, NOTHING ELSE:
Example here: Access has been given to only access the IT Dept folder, however there is Civil Folder in the same directory under General, but the External User can’t see it.
Example: Access has be given at the highest level and the External User can see all folders.
SECOND NOTE OF IMPORTANCE: THE FIRST TIME A FILE/FOLDER IS SHARED WITH AN EXTERNAL USER, THE EXTERNAL USER WILL BE REQUIRED TO VERIFY ACCESS WITH A MICROSOFT SHAREPOINT VERIFICATION CODE. THE EXTERNAL USER WILL RECEIVE AN EMAIL WITH A CODE. THE EMAIL WILL LOOK LIKE THIS.