This article will show you how to give an external guest access to files or folders within your OneDrive.
Externals will join our environment as a guest and have limited access to files and folders you choose to share with them. This article will show how the external user can join using an existing Microsoft account from their home organization, or if they do not have a Microsoft account, they can bypass creating one and use a one-time code to join and access our environment.
NOTE: Highly Confidential data should never be stored or shared using Microsoft OneDrive.
Please visit (https://www.jmu.edu/computing/communication-and-collaboration/sharepoint.shtml) for more information on how to obtain a site from JMU Information Technology that is appropriate for storing and sharing Highly Confidential data.
There are different ways that you and your guest user can access OneDrive across devices. This article is written from the perspective of using the OneDrive web app.
1. Access your JMU OneDrive account and navigate to My files.
2. Click on the ellipses out to the right of any file or folder that you wish to grant access to and click on Share.
3. Enter the email address of the external guest you are sharing with. Click on the pencil icon to adjust the permissions they should have (edit, view, or download restricted)
4. Type in any custom message you wish to deliver and click send.
5. The guest user should now receive an email with a link to access the shared file or folder.
- Guests from other Microsoft organizations will be able to use their existing credentials to login and access the share.
- Guests from non-Microsoft organizations will be able to use a one-time code to login and access the share.
- The guest user will only have access to the files / folders shared with them from your OneDrive account.
- They can use the original email invitation, or make a bookmark in their web browser, to continuously access the share.
6. When you are ready to clean up and remove the guest user's access, navigate back to the file or folder shared and select Manage Access.
- Click on the guest's name and permissions to modify their access.
- Click on the Direct Access section to expand the options.
- Click on the box showing permissions assigned.
- Click on Remove direct access.
- Click on Remove to confirm and take away access.
For more information and further support options for Microsoft OneDrive please visit the page below.
https://www.jmu.edu/computing/communication-and-collaboration/onedrive-for-business.shtml