OneDrive allows you to securely collaborate with people outside of Villanova University such as your academic colleagues at other Universities, partners, or vendors, whether they have a Microsoft account or not. Whenever sharing data assets, please keep in mind our data classification and security controls.
How to Share Files Externally
- Select the ellipses next to the file or folder that you want to share. Select Share.
- Enter the email addresses of the intended external recipient(s).
- Choose the appropriate level of access for the external recipient(s). Select Invite.
External Recipient Experience
Recipient doesn’t have a Microsoft account
The recipient won't need a Microsoft account. To access the content, OneDrive sends a one-time passcode to their email address to verify their identity. After they receive the code, they enter it into the verification screen to open the file. The content is secured and the link won’t work if it’s forwarded to others – it only works for people you specified when you shared.
Recipient has a Microsoft account
When someone who has a Microsoft account wants to access the content, OneDrive asks them to sign in to their account, and requests permission to view their name, email address, and photo to verify their identity.
In some cases the recipient may need to follow the steps as if they don't have a Microsoft account and provide a passcode instead of signing in.
Tips
When you’re done collaborating, or at any time, you can stop sharing and remove access to your files. Select the ellipses > Manage access to stop sharing
It is easy to accidentally share files and folders with more people than intended. Take extreme care when using sharing links that are accessible to anyone with the link. Such links can unknowingly get shared with users you did not intend to share a document with, leading to potential leaks in sensitive information.
Visit the Microsoft OneDrive: Getting Started article to learn more about OneDrive.