Folder / File Sharing to People Outside of MSLLC (SharePoint)

Problem:

• I need to share something with someone outside of msllc

• I need to provide access to a SharePoint folder to a client

• I need to provide outside access to a SharePoint folder/file

Solution:

• Navigate to the SharePoint website

• Go to the file or file path of the folder you'd like to share

• 

• Click on Share

• Enter the email address of the person you'd like to share this with

• Choose whether Can Edit, Can View, or Can't Download

• 

• Add a message (optional)

• Click Send

• The person you send this to will receive an email letting them know they have this access.

Important Note About Forwarding Shared Files

If someone forwards a shared file link to another person, the recipient may not be able to access it. This happens because sharing permissions don't automatically transfer when emails are forwarded. For proper access, files should always be shared directly with each intended recipient's email address.

Troubleshooting Access Issues

If the external user cannot access shared files/folders:

• Verify you've shared with the correct email address

• Confirm you've selected the appropriate permission level (Can Edit, Can View, or Can't Download)

• Check if the recipient received the sharing invitation email

• Ask the recipient to check their spam/junk folder for the invitation

If the recipient reports permission problems:

• Verify the recipient is using the correct SharePoint site and folder path

• Check that you have the necessary rights to share the content externally

• Try removing existing permissions and resharing the files

• Contact your IT support team if issues persist with folder permissions

If the recipient can't see newly shared folders or documents:

• Ensure folder visibility settings are properly configured

• Verify that permissions have been applied to all subfolders

• Confirm the recipient has been invited to the specific folder

• Check if folders might be set to 'hidden' by default

If you can't save files in a shared folder:

• Check your user account permissions

• Verify you have 'Full Control' or appropriate write permissions

• Contact your IT support team to review and adjust folder security settings

• Confirm your user account is correctly added to the folder's security list

File Naming Best Practices for SharePoint Sharing:

• Keep file names relatively short

• Avoid special characters like ~, ', #, %, &, *, :, <, >, ?, /, \, {, |, }

• Use underscores or hyphens to separate words (e.g., 'Client_Report_2023.docx')

• Ensure the total file path length is within SharePoint's character limits

• Avoid starting file names with a space

• Use clear, descriptive names without excessive numbers or dashes

Creating a Private Folder with Restricted Access:

• Navigate to the desired SharePoint location

• Create a new folder with a specific name

• Modify the folder's sharing settings to restrict access to only selected individuals or groups

Creating a SharePoint Site for Team Collaboration:

• Reach out to your IT support team to request a new SharePoint site

• Be prepared to specify the purpose of the site

• Identify the initial team members who need access

• Communicate any specific requirements for site functionality

• Your IT support team will help set up the site, configure access permissions, and ensure it meets your team's collaborative needs

Need Additional Help?

If you or your external recipient continue to experience access issues, contact your organization's IT administrator who can review and adjust user permissions as needed through the SharePoint Admin Console.