/
Sharing Documents with External Users (External User Guide)

Sharing Documents with External Users (External User Guide)

#SharePoint #OneDrive #Microsoft #MS365

This guide is intended to assist non-University of Cambridge users access documents shared with them from OneDrive within the University of Cambridge. In this example I am using gmail, but Microsoft use ‘someone@example.com’ as a prompt, so they’re probably not fussy.

When someone shares a document with you in OneDrive, you receive an email like this:

 

image-20240419-151201.png

 

Users have, when attempting to access shared files, reported this message:

 

image-20240419-150602.png

This is because the account is not a ‘Microsoft’ account. Furthermore, it seems it has to be a ‘work or school account’.

Microsoft’s current guidance (19/04/2024)

 

image-20240419-151042.png

Here is a guide to enable your account for access to documents from a ‘work or school’ OneDrive

  1. Access https://account.live.com/proofs/manage/additional ‘Manage how you sign in to Microsoft’ and attempt to log in with the address used to share with you.

  2. You will see something like this

    gmail-ms.jpg

    Click Create one!

  3. Follow the instructions

    image-20240419-152059.png

    choose a suitable password, random unconnected words, capitalisation, numbers etc.

    image-20240419-152244.png

     

  4. Add your name, continue to follow the instructions.

  5. You will have to validate your email address…

    image-20240419-152621.png

    once done:

    image-20240419-152650.png

    You’ll see your new Microsoft account password dashboard

    image-20240419-152754.png

     

  6. You should then return to the original sharing link you received from your contact at the University of Cambridge, click the link and login with your gmail account and the really strong password you have just set:

    image-20240419-153025.png

    You will then have to set up Multifactor Authentication, we recommend the Microsoft Authenticator app. Read the instructions carefully…
    - Download the app on your phone
    - Tap the + symbol in the top right corner
    - Select ‘Work or school account'
    - Select Scan QR code
    - On the computer, click Next through the steps until you see a QR code
    - Scan the QR code on your phone
    - On the computer click Next, this will trigger a test notification
    - Enter the number from the screen into your phone

  7. Follow the instructions and you will reach the shared material. The person who shared the document from their OneDrive will receive a notification when you are successful.

    image-20240419-154101.png