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Share files with people who don't have a Microsoft Cloud account

How to share files with someone who does not have a Microsoft Cloud account (e.g. someone@gmail.com)

Quick start

  1. In your OneDrive file view, right-click the file you want to share.
  2. Choose Share from the pop-up menu.
  3. Enter the name of the person you want to share with.
  4. Un-tick the 'require sign-in' checkbox.
  5. Click Share.

Detailed instructions

  1. In this example we are going to share the right-hand photograph, pharos.jpeg, with the user bob.dowling.xx@gmail.com. Start with your files showing in your browser:

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  2. Right-click on the file to share to reveal a menu of options. Click the Share menu item at the top of the menu:

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  3. This will pop up a dialogue box to set the options. Start typing the email address for the user. If you have not used this address before, it will be flagged as 'no results' until you complete the address. Once the address is complete it will also appear in the drop-down menu – click the name to select it:

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  4. The system alerts you that the user in question 'is outside of your organization'. This means that this particular email address is outside of the University's Active Directory:

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  5. Given that the user will not be able to authenticate against the Microsoft Cloud you should un-tick the 'require sign-in' checkbox. If you do not wish them to be able to edit your file, change 'Can edit' to 'Can view' (i.e. open in read-only mode) from the drop-down menu beside their name. Then click the Share button:

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  6. Control is then returned to the previous page and you will see a confirmation pop-up message apear for a few seconds:

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  7. The receiving user, bob.dowling.xx, will receive an email carrying your message and a link to the file that has been shared. This email does not come from you and cannot be (usefully) replied to.

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  8. If the user clicks the link in the email they will be be prompted to download the file:

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  9. Depending on local configuration options, this may launch the file viewer locally.

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