How to Share a OneDrive File with an External User

OneDrive files and folders can be shared to external users who do not have an @uoguelph.ca / @guelphhumber.ca email address. The email address of the external user needs to have OneDrive access. If it is an Outlook account it will already have OneDrive access. Go to Microsoft OneDrive homepage, click "Create a free account" and follow the prompts. You can use an existing email address or make a new one.

Share a OneDrive File/Folder to an external user

1. Go to the OneDrive file or folder and click on the share icon to the right of the name.

Picture of OneDrive with yellow icon of folders. Next to a folder is a picture of an arrow that is curved and this is the share icon you need to click.

2. The Share screen window will open. Enter the email address(es) of the external user. Click on the Gear icon so you can set all of the share properties: who can access the file, if they can view only or edit and can set an expiration date. Make sure to choose Apply to save the changes. Visit this Microsoft page for more information on the properties of sharing a file.

Picture of the text box that has Share Apps and the first line is for email and then select the gear icon that looks like a cog at the bottom right.

Heading is the Link Settings and halfway down the box is the option is the People you choose option with a radio button beside it to select it. Then choose Apply button at the bottom right corner.

3. After applying the changes, you can copy a link to paste into an email or add an email address and a message to send directly to the external user.

Under the title Share apps enter the email addresses if you want to email users or click on the copy link below to get a shareable link.

External User accessing the shared OneDrive file

1. When the external user opens the link, they will be prompted with a University of Guelph sign-in page.

2. Accept the permission notice and then enter your email address

3. External users must set-up a multi-factor (MFA) method to access any files. The default method is the authenticator app (which you install on a mobile phone) but you can choose "other options" and set-up a phone number. For all of the steps to set-up an MFA method please visit this page.

The screen says More information is required and explains we use multi factor. Click on Next bottom at bottom right corner.