Share Files and Folders with Non-University Collaborators

Overview:

When working with colleagues outside the University - such as former students, research collaborators, or professional peers - it’s important to use tools that support secure and reliable sharing. To ensure a smooth experience for both internal and external users, we recommend using Microsoft Teams (via SharePoint) to share files.

Recommended Approach: Use Microsoft Teams (via SharePoint)

Microsoft Teams automatically creates a connected SharePoint site for each Team created. Even if you don’t use the Teams interface, the SharePoint site can be used to securely share files and collaborate with external users.

How It Works

1. Create a Team
   Faculty and staff can create a new Team for their project or collaboration directly in Microsoft Teams.

2. Access the Team’s SharePoint Site
   In Teams, go to the “Files” tab and click “Open in SharePoint.” This opens the document library associated with the Team in your web browser.

3. Upload Files to the Document Library
   Upload the files you want to share with your external collaborator.

4. Share Files or Folders from SharePoint
   Use the “Share” button in SharePoint to generate a link for your external collaborator. Choose “Specific people” and enter their Microsoft account email (e.g., Gmail-based Microsoft account). They will receive a secure link and can access the files in their browser.