Microsoft 365 makes it easy to securely share files and folders with people outside of Ayin, allowing you to exchange files and collaborate securely without sending large email attachments.
- Send large files using OneDrive links instead of email attachments
- Share entire OneDrive folders with external users
- Collaborate securely with external partners in a shared workspace
- Control who has access to your content
- Remove access when it is no longer needed
Note: External sharing is only available to Ayin employees who have been approved for external sharing access. If you are unable to share externally, contact the IT Service Desk.
Option 1: Send a Large File to an External User
When a file is too large to email, upload it to OneDrive and share a secure link instead.
From Outlook
- Create a new email message.
- Click Attach File.
- Select the file you want to send.
- When prompted, choose Upload and Share instead of sending as an attachment.
- Outlook uploads the file to your OneDrive.
- Enter the recipient's email address.
- Adjust sharing permissions if needed.
- Send the email.
- The recipient will receive a secure link to access the file.
From OneDrive
- Open OneDrive.
- Upload the file if it is not already stored there.
- Hover over the file and select Share.
- Enter the external recipient's email address.
- Choose the appropriate permissions:
- Can view for read-only access
- Can edit if changes are required
- Click Send.
- The external recipient will receive an email invitation with access to the file.
Option 2: Share an Entire OneDrive Folder
Folder sharing is useful when you need to collaborate on multiple files with an outside organization, vendor, consultant, or partner.
Share a Folder
- Open OneDrive.
- Navigate to the folder you want to share.
- Select the folder.
- Click Share.
- Enter the external user's email address.
- Choose the appropriate permission:
- Can view to allow access without changes
- Can edit to allow collaboration and file updates
- Add an optional message.
- Click Send.
- The external user will receive an email invitation and gain access to the shared folder. Depending on the permissions granted, they can view, upload, edit, and collaborate on files directly within the folder. Any updates made by either party are immediately available to all users with access.
Managing Shared Access
At any time, you can review or remove access to content you have shared.
View Current Access
- Locate the file or folder in OneDrive.
- Select the item.
- Click Manage Access.
- Review the list of users and permissions.
Remove Access
- Open Manage Access.
- Locate the external user.
- Select the permissions menu.
- Choose Remove Access.
Best Practices
- Share only the files or folders needed for the collaboration.
- Use View Only permissions whenever editing is not required.
- Review shared content periodically and remove access when the collaboration ends.
- Avoid emailing large attachments when a OneDrive link can be used instead.
- Do not share confidential or regulated information with external users unless approved by company policy.