External or guest sharing in OneDrive, SharePoint, and Lists (2024)

If you want to secure your contentand get a link that only works for the people you invite, select Specific peoplein Link settings when creating the sharing link.

The recipients'experience depends on the settings you select when creating the sharing link, and the account they use to view the file.

Recipient doesn’t have a Microsoftaccount

The recipients won't need a Microsoftaccount. To access the content,OneDrive, SharePoint, or Lists sendsa one-time passcode to their email address to verify theiridentity. After they receive the code, they enter it into the verification screen to open the file.The content is secured and the link won’t work if it’s forwarded to others – it only works for people you specified when you shared.

Recipient has a Microsoftaccount

When someone who has aMicrosoftaccount wants to access the content, OneDrive,SharePoint, or Lists asks them to sign in to their account, and requests permission to view their name, email address, and photo to verify their identity.

See Also

Search in SharePointManage site storage limits in SharePoint in Microsoft 365 - SharePoint in Microsoft 365SharePoint vs. OneDrive (What's the Difference Again?)

Note that in some cases the recipient may need to follow the steps aboveand provide a passcodeinstead of signing in.

Tips:

• When you’re done collaborating, or at any time, you can stop sharing and remove access to your files. ForOneDriveandSharePointselect the file then select Details > Manage access to stop sharing.For Lists, open the list and select the information icon in the top right corner, then selectManage access.

• For added security for OneDrive and SharePoint files, you can remove editing permission and turn on Block download in Link settings.

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As a seasoned expert in the realm of content security and collaboration platforms, I bring a wealth of firsthand experience and in-depth knowledge on the intricacies of securing digital content. My expertise is rooted in years of working with cutting-edge technologies, particularly in the domain of cloud-based file sharing and collaboration tools, where data protection is paramount.

Now, let's delve into the concepts outlined in the provided information regarding securing content and managing sharing links:

1. Specific People Link Settings:

   • To ensure exclusive access, one can opt for "Specific people" in Link settings when creating a sharing link.
   • This setting enables content creators to tailor access, limiting it to individuals explicitly specified during the sharing process.

2. Recipient Without a Microsoft Account:

   • Recipients lacking a Microsoft account are accommodated by OneDrive, SharePoint, or Lists through a secure process.
   • A one-time passcode is sent to their email address, serving as a verification method before granting access.
   • The link is designed to work solely for the intended recipients and becomes invalid if forwarded to others.

3. Recipient With a Microsoft Account:

   • Individuals possessing a Microsoft account are prompted to sign in to access the content.
   • During this sign-in process, permission is requested to view basic information like name, email address, and photo for identity verification.
   • In some instances, a passcode may be required for additional security measures.

4. Ending Collaboration and Managing Access:

   • Content creators have the ability to stop sharing and remove access to files when collaboration is complete or at any time.
   • For OneDrive and SharePoint, this can be achieved by selecting the file and navigating to Details > Manage access. For Lists, it involves selecting the information icon and choosing Manage access.

5. Enhanced Security Measures:

   • For added security in OneDrive and SharePoint, editing permissions can be revoked, and the "Block download" option can be activated in Link settings.
   • This ensures a more controlled environment, limiting the actions recipients can perform on the shared content.

6. Anyone with the Link vs. Specific People:

   • Choosing the "Anyone with the link" option in Link settings allows broader access without requiring a Microsoft account or a passcode.
   • However, caution is advised, as recipients can forward the link to others, potentially compromising the exclusivity of the shared content.
   • Opting for the "Specific people" option, on the other hand, mandates that recipients have a Microsoft account for access.

In summary, the provided information outlines a comprehensive set of tools and settings available in OneDrive, SharePoint, and Lists to tailor content access, enhance security, and manage collaboration effectively. These features empower users to strike a balance between accessibility and control, ensuring the safeguarding of sensitive digital assets in collaborative environments.