OneDrive – Sharing Photos Outside the Trust

This guide will show you the process on sharing photos to people outside the organisation, in line with the trusts processes.

Please note, for security reasons, External Users must only be able to view the folder and cannot edit it.

Due to this, the download function will be unavailable whilst accessing the folder. However, depending on the device they are using, they will be able to either take a screenshot or print screen.

Step 1

Create a new folder in your OneDrive for the photos you wish to share.

Step 2

Copy the photos to the specific folder.

Step 3

Right-click on the folder containing the photos and click “Share”.

Step 4

The following pop-up box will then open, from here, you will be able to add user(s) you want to share the folder with, set a expiration on how long they can access it as well as limiting their permissions within the folder.

Adding User(s):

Select the “Add a name, group, or email” box (highlighted below) and type in the correct email address. Once the email has been entered, left-click the account from the drop-down menu.

Please double-check that the email address entered is correct.

Permissions:

To change access permissions, left-click the icon on the right (highlighted below) and select either “Can view” or “Can’t download”.

DO NOT SELECT “CAN EDIT” OPTION

Setting Expiration Date:

To set a link expiration date, click the “Settings” symbol at the bottom of the pop-up box.

A new page (as shown below) will open; select “Set expiration date (MM/DD/YYYY)” and choose how long you wish the user to have access to the folder for. Once done, press “Apply”.

Step 5

When you have added the user(s), set permissions and set expiration date, click send.

Step 6 – External User

The external user(s) will receive an email from you containing a link to the shared folder.

Step 7 – External User

When they open the link, they will be asked to verify there email address and will then receive a following email from Microsoft containing a verification code. Once the code has been inputted, the shared folder will then open.