How to Enable External Sharing in OneDrive for Business - A DIY Walkthrough!

External sharing has become essential for productivity in today's collaborative work environment. OneDrive for Business allows users to share files and folders with people outside their organization, enabling seamless collaboration with clients, partners, and other stakeholders. In this comprehensive guide, we will explore how to enable external sharing in OneDrive for Business, covering various methods, step-by-step instructions, and frequently asked questions.

Understanding OneDrive for Business External Sharing!

Before diving into the technical details, it’s important to understand what external sharing in OneDrive for Business entails:

1. External Sharing: The ability to share files and folders with users outside of your organization.
2. Types of External Sharing: You can share files with specific people, anyone with the link, or people within your organization.
3. Permissions: You can set permissions for view or edit, ensuring control over how shared content is accessed.

Prerequisites to Enable External Sharing in OneDrive for Business!

Before enabling external sharing, ensure that:

1. Administrator Access: You have administrative rights to make changes in the SharePoint admin center.
2. OneDrive for Business Plan: Your organization has a valid OneDrive for Business subscription.
3. User Licenses: Users who need to share files must have the appropriate licenses.

Here are All the Possible Solutions to Enable External Sharing -

Method 1: Using the SharePoint Admin Center

The primary method for enabling external sharing in OneDrive for Business is through the SharePoint Admin Center. Here’s how to do it:

1. Go to the Microsoft 365 Admin Center.
2. In the left-hand navigation pane, select Admin Centers> SharePoint.
3. In the SharePoint Admin Center, select Policies > Sharing.
4. You’ll see different options for external sharing:
5. Select your preferred option for sharing.
6. After selecting your sharing preference, click Save to enable external sharing in OneDrive for Business.
7. Note that changes might take some time to propagate across the organization.

Method 2: Adjusting User-Specific Sharing Settings

In addition to setting global sharing policies, you can also enable or restrict sharing at the individual user level.

1. In the SharePoint Admin Center, select Active Sites.
2. Choose the specific OneDrive site associated with the user you want to configure.
3. Click on Sharing.
4. Here, you can adjust the external sharing settings for that specific OneDrive site.
5. Select the desired sharing level (similar to the global settings).
6. Click Save to confirm your settings.

Method 3: Sharing Files and Folders

Once external sharing is enabled, users can share files and folders directly from their OneDrive interface.

• Go to OneDrive for Business and sign in with your organizational account.

• Navigate to the file or folder you want to share.
• Click the Share button to enable external sharing in OneDrive for Business, usually found in the top menu or by right-clicking the item.

• In the sharing dialog, enter the email addresses of the people you want to share with.
• Adjust the sharing settings: Can edit or Can view. Set expiration dates for the link if needed. Allow or restrict download options.

• Click Send to share the file/folder with the specified recipients.
• They will receive an email with a link to access the shared content.

Method 4: PowerShell

This solution is quite complex for naive users, but technical users can opt for this due to effectiveness, using the below steps -

Phase 1. Configure the External Sharing Settings

1. Open your web browser and navigate to Office.com.
2. Log in to your Microsoft 365 account using your credentials.
3. Click on the app launcher (the grid icon) and select the Admin app.
4. In the left-hand navigation, go to SharePoint.
5. Click on Policies, then select Sharing.
6. Locate the OneDrive slider and set it to either "Anyone" (for public sharing) or "New and existing guests" (for controlled sharing) based on your preference.
7. Click on the Save button to apply the changes.

Enable Sharing for a Specific User

To adjust external sharing settings for a specific user, follow these steps:

1. Sign in to the Microsoft 365 Admin Center with global admin credentials.
2. Click on Users in the left panel, then navigate to Active Users.
3. From the list, select the user whose sharing settings you wish to modify.
4. Click on the OneDrive tab for that user.
5. Under the sharing section, select Manage External Sharing.
6. You will see checkboxes for different sharing levels; choose the appropriate permissions for the user.
7. Click on the Save button to finalize the settings.

Using PowerShell for External Sharing

If you decide to use PowerShell, here’s a brief overview of how to get started:

Prerequisites

• Install the SharePoint Online Management Shell.
• Connect to SharePoint Online using your admin credentials.

Example PowerShell Commands

1. Connect to SharePoint Online:

Connect-SPOService -Url https://exampletenant-harsh.sharepoint.com

1. Set External Sharing for a Site:

Set-SPOSite -Identity https://exampletenant-my.sharepoint.com/personal/user_domain_com -SharingCapability ExternalUserSharingOnly

1. Check Sharing Status for a Site:x

Get-SPOSite -Identity https://harshtenant-my.sharepoint.com/personal/user_domain_com | Select SharingCapability

Best Practices for External Sharing

1. Regular Audits: Periodically review shared files and folders to ensure that access is still necessary.
2. User Training: Educate users on the importance of data security and proper sharing practices.
3. Utilize Expiration Dates: For temporary collaborations, set expiration dates for shared links to automatically revoke access.
4. Monitoring and Reporting: Use monitoring tools to track sharing activities and generate reports for compliance.

For organizations looking to manage their OneDrive data more efficiently, especially during migration processes, tools like SysTools OneDrive Migration Tool can be incredibly helpful. This tool simplifies the migration of data from various sources to OneDrive, ensuring a smooth transition while maintaining data integrity. With features that support bulk migrations, detailed reporting, and user-friendly interfaces, SysTools provides an excellent solution for organizations aiming to enhance their OneDrive experience.

Author's Suggestion!

Enabling external sharing in OneDrive for Business can significantly enhance collaboration and productivity. By following the outlined steps and best practices to enable external sharing in OneDrive for Business, organizations can effectively manage and control external access to their data. Regular audits and user education are crucial to maintaining a secure sharing environment. With the right settings and practices in place, external sharing can be a powerful tool for modern organizations.

Technical FAQs

Q1: What are the security implications of enabling external sharing?

Enabling external sharing can expose your organization’s data to potential security risks. It is crucial to implement strict policies and regularly audit shared files to mitigate these risks. Consider using Azure Active Directory Conditional Access policies for additional security.

Q2: Can I revoke access to shared files?

Yes, you can revoke access at any time. Go to the file or folder, click Manage Access, and select the user you want to remove access for. Click Stop sharing.

Q3: What if I want to limit sharing to specific domains?

You can configure sharing settings to allow sharing only with specific domains. In the SharePoint Admin Center, under Policies > Sharing, look for the option to restrict sharing to certain domains.

Q4: Are there any limitations to enable external sharing in OneDrive for Business?

Yes, there are limitations, such as:

• Certain file types may not be shareable.
• The maximum size for shared files is subject to OneDrive storage limits.
• Guest users may have restricted access to some features.

Q5: Can I track who has accessed my shared files?

Yes, you can use the auditing features in the SharePoint Admin Center to track who has accessed shared files and folders. This is essential for compliance and security reviews.

Q6: Is it possible to share a file with users who don’t have a Microsoft account?

Yes, if your sharing settings allow it, you can share files with anyone who has the link, regardless of whether they have a Microsoft account. They will only need to enter their email address to gain access.

Q7: How can I enable external sharing for a group?

To enable external sharing for a group in Microsoft 365:

1. Go to the Microsoft 365 Admin Center.
2. Navigate to Groups and select the group you want to modify.
3. Under Settings, adjust the external sharing settings.

Q8: What should I do if external sharing is not working?

If external sharing is not functioning as expected, check the following:

• Ensure that external sharing is enabled in the SharePoint Admin Center.
• Verify user-specific permissions.
• Check for any security settings or policies that may be blocking sharing.