Share Document with External Collaborators

Table of Contents 

• Introduction 
• Sharing a Document with an External Collaborator 
• Guiding External Collaborator to access Shared file

Introduction

To align with Kean University's security measures, users may share files with external collaboration. However, external users will be required to authenticate their identity before accessing shared document. 

This article is intended for Kean University faculty and staff who need to share documents with individuals outside the University, such as vendors, consultants, or external partners. It explains how to securely share a document and how external collaborators authenticate access. 

Sharing a Document with an External Collaborator  

1. Open the document in OneDrive or SharePoint you wish to share
2. Click the 'Share' button, usually located at the top right corner of the screen.

   
   
   

3. In the sharing pop-up window, enter the collaborator's email address in the recipient field.
   
   
   
   
4. To customize the collaborator's access permission, click the eye icon on the right side of the share prompt, and select the appropriate options bases on need. 
   
5. Click the 'Send' button to share the document with the collaborator. 
   

Guiding External Collaborator to access Shared file

1. The external collaborator will receive an email invitation from the Kean University.

2.  Open the email then click the blue "Open" button.

   

   
   

   
   

3. A Microsoft sign in screen will appear.  The collaborator should enter the same email address that the file was shared to, then click 'Next' button.

   

   
   

4. The Kean University login page will load, asking for the same email address again. Enter the same shared email and then click 'Next'.

   

   1. There may be an option to create a password. If the collaborator chooses not to create a password, they can continue the authentication code each time they access the document. This option is available under “sign in options" at the bottom of the login page.

5. Upon signing-in, the external collaborator will be prompted to agree to mandatory permission. Click 'Accept' then proceed. If 'Cancel' is selected, access to the file will be denied.

   

6. Once these steps are completed, the external collaborator will be able to access the shared document.

Common Issues & Troubleshooting 

• Access denied: Ensure the collaborator is signing in with the exact email address the file was shared to.
• Authentication code not received: Use the “Send code to email” option to request a new code.