External user access to the SharePoint Online library - howto
Hi everyone, I'm documenting this so as I found the related articles (see end of this post) were challenging to follow and didn't quite cover my scenario. My use case As an external user I need to to read ALL files in <company intranet> or other SharePoint online Library, but not have access to the entire site. Issues with Share button SharePoint online sharing is usually simple, select the file OR folder, click Share button, select type of sharing, enter email address of external user. BUT in this case the external user needs access to the ENTIRE library (all files and folders). If you go to the library e.g. https://<your365tenant>.sharepoint.com/sites/<sitename>/<libraryname> and click the SHARE Button in the top right of that page you aren't sharing the library but the entire site. To give an external user access to an entire SharePoint online library requires the following: URL of the library that needs to be shared Email address of the external user Then you need to For the 365 tenant check Azure active directory, to see if the external user already has a Guest account (if you can't do the following steps, you can share just one file from the library with the user, have them view it, and this creates the Azure account, once they've done it). go here https://aad.portal.azure.com/#blade/Microsoft_AAD_IAM/UsersManagementMenuBlade/MsGraphUsers search for external user email address if the user doesn't exist then click the "new guest user" choose invite user the external user will get an email, they have to click the "Accept invitation" link at the bottom in Azure AD you'll see that their account now says "invitation accepted" = Yes I ask the user to let me know that they've been redirected to myapplications.microsoft.com Now that the account exists you can share the library with it Go to the library URL , click the cog, click Library settings link click "Permissions for this document library" click "Grant permissions" click "invite people", enter the external user's email address, it should then resolve to the first name lastname from Azure AD click "show options" select the options you need this user to have click Share The user will get another email, that has a link to the library and they should have access. Errors and Fixes If the user get's an error like the following <User email> "can’t be found in the <your365tenant>.sharepoint.com directory error", Then I found I could resolve it by doing the following: Go to the following URL (update it with the site your library is in) https://<your365tenant>.sharepoint.com/sites/<sitename>/_layouts/15/people.aspx?MembershipGroupId=0 search through the list to find the external user mouse over the user's name, look at the link and find what this user's ID = you should see something like https://<your365tenant>.sharepoint.com/sites/<sitename>/_layouts/listform.aspx?PageType=4&ListId={EEB5FB7D-8DF6-4274-BB3F-072B95C134A6}&ID=609 note down the external user's ID number create the following URL using the external user's ID number in notepad https://<your365tenant>.sharepoint.com/sites/<sitename>/_layouts/15/userdisp.aspx?ID=<userIDnumber>&force=1 visit the URL you've built e.g. https://<your365tenant>.sharepoint.com/sites/<sitename>/_layouts/15/userdisp.aspx?ID=609&force=1 Now the user will be able to click on the link in the second email they got from the system, and will see the library contents rather than the error message. I hope this helps, it took me a couple of days to test and find this. But only 2 mins to do for subsequent users. References https://techcommunity.microsoft.com/t5/sharepoint/sharing-a-document-library-with-external-users/m-p/13718#M1156 https://techcommunity.microsoft.com/t5/sharepoint/sharing-a-document-library-with-external-users/m-p/8098#M627 https://docs.microsoft.com/en-us/sharepoint/troubleshoot/administration/access-denied-or-need-permission-error-sharepoint-online-or-onedrive-for-business#determine-which-account-has-access-as-an-external-user specifically the 1-8 items under “If you can't access the site as the incorrect external user, follow these steps:”
Sharing PDF on Microsoft Teams
Good morning, I am trying to upload a PDF to TEAMS to share with my students. They need to see the book on their screen as we are going through the lesson. I went to the share box with the arrow and tried to upload it. A message appears saying that it can not be uploaded. How can I upload and share with my students so they are able to read it from their screen? Also, I had eight students that signed into teams but I could only see two students. However, I could not see them at the same time. It would flip between the two students. How do I get all students to appear on the screen at the same time? Thank you for any help you can provide.
