Sharing Files with External Users

Navigation

• How to share a file as an HVCC user
• How to open a shared file as an external user

Introduction

External sharing in OneDrive and SharePoint allows you to share content with people outside of the HVCC organization, such as partners, vendors, prospective students, and community members.

In OneDrive, you have the ability to share any file you own in your OneDrive storage.

In SharePoint, your ability to share a file may be limited by your site permission level. If you are unsure whether you should be able to share a file, check with your SharePoint Site Owner or IIT.

How to share a file as an HVCC user

1. Locate the file or folder you wish to share in OneDrive, then select the Share icon, usually to the right of the file name.
   
2. In the Add a name, group, or email field, enter the full email address of the external user then select it from the drop down so that it populates in the field. There will be a note below the field that "email@example.com is outside of your organization".
   
3. Select the drop down menu to the right of the email address to confirm you are assigning the intended level of access.
   
4. Enter any special notes or instructions in the Add a message field.
5. When ready, select the Send button at the bottom right. This will send an email invitation to the email address you entered. 

For additional instructions on sharing management, read the Share files and folders in Microsoft OneDrive article on the Microsoft Support website.

How to open a shared file as an external user

1. When an HVCC user has shared a file with your email address, you will receive an email invitation.
   If this was an expected file share, continue by selecting the Open button.
   If this was not an expected file share and you are concerned about it being a phishing attempt, please contact infosec@hvcc.edu to confirm the validity. 
   
2. You will be brought to the HVCC single sign-on form. As an external user, you should enter your full email address and then select Next.
   
3. You will then be prompted to enter a code. Check your email for an account verification code and enter it in the Enter code field and then select Sign in.
   
   
4. On the next screen, review the permissions requested. Please note that Microsoft will only collect data on the actions you take within the HVCC OneDrive environment as a guest user. Select Accept to finishing logging in and view the file that has been shared with you.