Microsoft 365 Help Share with a client or external contact
Send a controlled link to someone outside Initech and check their access.
Before you start
- The office allows external sharing for this location.
- Check the recipient’s exact email address and which documents they should receive.
Follow these steps
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Prepare the item
Find the file in your work OneDrive. If sharing several documents, put only those documents into a separate client folder and let them finish syncing.
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Open Share
Right-click the file or folder and choose the OneDrive Share option. If your menu does not offer it, use the OneDrive cloud icon > View online and select Share there.
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Restrict the link
Open the link-settings gear or access description. Select Specific people. This limits this invitation to the addresses you enter; it does not cancel any older access.
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Set the permission
Choose Can view unless the client must edit. Apply the settings. Where offered, Block download restricts downloads for that link; ordinary view permission can still allow downloading.
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Add the external email
Enter the complete client email address. Check every character before selecting it. If Microsoft says external sharing is blocked, contact the office.
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Send a clear invitation
Write a short message, such as “Please review the attached project documents”, then click Send. Use the sharing link instead of attaching confidential copies unnecessarily.
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Explain how the client opens it
Ask the client to open the invitation with the same email identity. Microsoft may ask them to sign in, accept an invitation, or enter a code sent to that address, depending on company settings.
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Remove access when work ends
In OneDrive web, select the item > Manage access. Review its people and links. Remove the relevant invitation/link or direct permission; ask the owner about access inherited from a folder or site.
You have finished when…
- The client confirms that the intended account can open the file with the permission you chose.
Helpful tips
- Can view does not mean the document cannot be copied or photographed. Share only what the client is allowed to receive.
- An Anyone link can be forwarded to other people. Do not switch to Anyone simply to fix an access problem.
- To restrict an existing link from edit to view, you may need to remove it and issue a replacement view link. Review other grants too.
Something looks different?
The email address is rejected.
Company policy may limit external domains, guest invitations or which staff can share. The office must check this.
The client sees the wrong-account error.
Ask them to use a private browser window and sign in with the exact address you invited. If a code is offered, it must come from that mailbox.
Microsoft help & further guidance
Menu names can change as Microsoft updates the apps. These official pages include further instructions.