External Sharing with SharePoint

1. Go to your SharePoint site which is a group department site or research site.
   
2. Click on Documents.
   
3. Select the Folder(s) or Document(s).
   
4. Click Share or Share icon (Select only One). There are several options for sharing:
   • • Anyone with the link
       • If using this option, we recommend using the Expiration Date and/or password. Be advised that this link can be shared with others after you share it.
     • People in University of Tennessee with the link
       • This would allow sharing within the UT System, but not outside of UT.
     • People with existing access
       • This does not extend sharing beyond the current group.
     • Specific people
       • This is the most restrictive method of sharing, as you are hand picking who should be able to access the document.
   
   

   NOTE: By default, the box is checked. If you do not want the user to edit, uncheck the box.

   Allow Editing - least secure method

   Unclick Allow Editing - provides view only access (more secure)

5. Click Anyone with the link (PC) or Click Anyone with the link can edit (Mac).
   
6. Click the Allow editing box if you want to grant the user(s) the right to edit document(s) or folder(s)
   
7. Click Set expiration date to set date (Optional)
   
8. Click Set password to set a password. It is recommended to create a strong password. (Optional). You must email the user the password and type Encrypt in the subject line.
   
9. Click Apply.
   

   NOTE: It will state that the email is outside of your organization.

10. Type user external email address (non-UT email address) in Enter a name or email address.
    
11. Type message in Add a message (optional)
    
12. Type user external email address (non-UT email address) in Enter a name or email address.

SharePoint Site – Sharing the Site

1. Click on the Microsoft Settings icon.
   
2. Click on Site permissions.
   
3. Click Share site.
   
4. Type email address.
   
5. Select the access level (Read or Edit or Full Control).
   
6. Click the Send email box < Type message in Add a message box (Optional).
   
7. Click Add.
   
8. Click X to Close all Windows until you return back to the SharePoint page.

Note: If the user does not see your email, ask them to check their Spam folder.