How to Share a Document Library Link with an External User in SharePoint Online

Many organizations use SharePoint Online to manage and share documents internally. However, if you need to share a document library with an external user who is not part of your company or Active Directory, this can present a challenge. This article will guide you through the process of sharing a document library link with an external user and discuss alternative methods when external sharing is not possible.

Step-by-Step Guide to Share a Document Library

1. Ensure External Sharing is Enabled:

First, ensure that external sharing is enabled at the library, site, or tenant level. If external sharing is not enabled, you will not be able to use the share button. If this is the case, you will need to speak with your SharePoint site administrator.

2. Click the Share Button:

If external sharing is enabled, click the 'Share' button at the top of the document library. This will open a menu where you can share the library with specific people, groups, or through a link. You can also choose to send an invitation to the external user.

3. Customize Sharing Settings (Optional):

You can customize the sharing permissions, such as read access, edit access, or full control. You can also choose to set an expiration date or notify users when they receive the invitation.

Alternative Methods When External Sharing is Disabled

If your SharePoint Online site is configured to allow only internal users, there are still a few alternative methods to share documents with external users:

1. Use a Teams Channel for External Collaboration

Moving your collaboration efforts to a Teams channel is a viable solution. You can create a Teams team and add the external user, then share your documents through the Teams channel. This method allows for real-time collaboration and faster interactions.

2. Use OneDrive for Business as an Intermediate

Another alternative is to upload the documents to a OneDrive for Business that is accessible to both internal and external users. Share this OneDrive folder with the external user and use it as a central repository.

3. Share via Email with a Download Link

You can share a direct download link of the document with the external user via email. This method is the simplest but may not be suitable for frequent collaboration or large files.

Conclusion

When it comes to sharing document libraries with external users, SharePoint Online presents some challenges, especially when external sharing is disabled. However, with the right approach and some alternative methods, you can still effectively collaborate with external parties. Whether you use the built-in share options, Teams channels, OneDrive for Business, or email download links, you have several options to achieve your collaboration goals.