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.

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Available in Microsoft365

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I have been working on a KPI presentation

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for my colleagues from the sales team

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and I would like now to share that

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presentation to one of our assistants.

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That person is not in the SharePoint site.

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Several options are offered to me.

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The first thing to notice is that in

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order to share the KPI PowerPoint,

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I will not have to add the assistant

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to the complete Sales SharePoint site.

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This would be counterproductive

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to give him access to so much

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information just for one PowerPoint.

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Let's see how I can share a document to

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someone outside of my SharePoint site.

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Several options are offered to me.

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I'm going to click on the share button

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right here and start creating a link

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to that document from the get go.

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I can start by adding a name.

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Let's share it to Deezer.

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Decide if this I can edit,

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view or can view and not download.

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I can write her an e-mail and

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then click on invite.

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An invite will send her an e-mail.

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If I write anything in that box,

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this text will go with the e-mail.

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But what if I'm in a meeting

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in teams with Visa?

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Well,

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I can just copy the link and paste it

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in a team's conversation or maybe in

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another mail that I already started with.

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I can also use the three ellipses

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and use the share in Outlook option.

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This will automatically open an

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e-mail window with a link to the file.

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This is main address is already

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in the two compartment.

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One thing to notice in terms of security

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is that when I share a file like this,

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I would also invite you to take a look

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at the gear button, the link settings.

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By default my company these

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links are people you choose.

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I can only share with specific

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people I choose.

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You could also use the second type,

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which basically means that anyone

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inside of your organization could open

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the link should they stumble upon it.

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The first one that is not available in

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my company would be open to anyone,

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absolutely anyone inside,

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just like outside your organization.

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This would mean that this is the

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least secure type of link here

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in terms of good practices,

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we will strongly advise you to

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always use people you choose.

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This allows Microsoft to realize

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specifically who is intending

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on opening a document.

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If you have to share it though

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to quite a big group of people,

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well the second one would also work as

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it is strictly inside your organization.

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Once you have shared that document,

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we would also advise you maybe a few days,

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few weeks later maybe to go to the

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three ellipses on the KPI presentation

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and click on Manage Access.

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We can see right here that Lisa has a key,

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a link and she can edit.

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If I go to Links, I can see the

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specific link I sent her and

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once she gave me her feedback,

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I'm going to remove the link.

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The idea is not to leave

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opened links forever,

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and now with that option you are

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allowed to share documents to

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someone outside your SharePoint

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site without having to share

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the entire SharePoint site.

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