Microsoft 365 Help Share files with external clients and set permissions
Send a named-person link, check access and remove it when the job is done.
Before you start
- External sharing must be permitted by the company.
- Confirm the client’s exact email address.
- You own the item or have permission to share it.
Follow these steps
-
Inspect what you are sharing
Find the file or folder in work OneDrive. If it is a folder, open it and check every included document is suitable for this client.
-
Open Share
Select the circle/checkbox beside the item and click Share. In the sharing window, open the settings gear or access description.
-
Choose Specific people
Set the link to Specific people. This lets you name the external recipient. People in your organisation is not suitable for an external client.
-
Choose what the client may do
Choose Can view unless editing is required. If Block download is offered and appropriate, enable it; ordinary view permission can allow download. Click Apply.
-
Enter the external address
Type the full client email and check the selected recipient. Do not proceed if the address or domain looks wrong.
-
Explain and send
Add a short note telling the client what to review, then click Send. The email contains a link to the cloud original.
-
Confirm the client can open it
The recipient opens the link with the invited identity. They may sign in, accept an invitation or verify a code sent to that address. The route depends on the account and company guest settings.
-
Review access after the job
Select the item > Manage access. Check its people, groups and links. Remove the relevant sharing link or direct grant. If access comes from a parent folder or site, ask its owner to adjust it.
You have finished when…
- The correct client confirms access and can perform the intended actions.
Helpful tips
- If edit-to-view cannot be changed on the existing link, remove that link and create a new view link. Check for other grants as well.
- Expiry and password controls are not available for every link type or work account. Use the options actually shown.
- Stopping sharing does not remove copies the client already downloaded.
Something looks different?
Microsoft says sharing outside the organisation is blocked.
Contact the office. Organisation, site, domain or guest policies can prevent sharing, even if the Share button is visible.
A forwarded link does not work for a different person.
That is expected for Specific people. Invite the additional person separately only if they should have access.
The client is signed in but gets Access denied.
Check the account they used matches the invited address. A private browser window can help avoid a different cached account.
Microsoft help & further guidance
Menu names can change as Microsoft updates the apps. These official pages include further instructions.