Sharing Files Externally via OneDrive

Sharing Files with People Outside FAU

If you need to send a document or folder to someone who doesn't have an @fau.edu email address, follow these steps. This process ensures the file stays secure while making it easy for them to get in.

What you need to do

  1. Pick your file: In OneDrive or Teams, find the file or folder and click the Share icon (the small arrow icon).

  2. Check your settings: Click on the text that says "People in Florida Atlantic University with the link can view." This opens your security settings.

  3. Choose "Specific People": * Select Specific People. This is the most secure way to share.

    • Decide if they can Edit or just View.

    • Click Apply.

  4. Send the invite: Type the person's full email address and hit Send.

What the other person will see

It helps to know what happens on their end so you can troubleshoot if they get stuck. Here is their experience:

  • The Invitation: They will get an email from you via Microsoft OneDrive. They just need to click Open.

    Uploaded Image (Thumbnail)

  • The Identity Check: A web page will open asking them to prove who they are. They should click Send Code.

    Uploaded Image (Thumbnail)

  • The Code: Microsoft sends a 6-digit code to their email inbox. They copy that code, paste it into the browser window, and click Verify.

    Uploaded Image (Thumbnail)Uploaded Image (Thumbnail)

A few helpful tips

  • Links expire: By default, these links won't last forever. If they tell you the link does not work a month later, you may just need to send a new one.

  • Stopping access: If you share the wrong thing, don't panic. Go back to the file, click the three dots (...), then Manage Access. You can click Stop Sharing to stop access.

  • Sharing a whole folder: If you share a folder, the person can see everything inside it, including any new files you put there later.

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