Guide: Microsoft Teams Share Files with External Users

We all love Microsoft Teams for keeping our internal teams connected, right? But then comes the moment you need to share a crucial file with a client or a freelancer outside your company. Suddenly, it feels a bit… complicated.

You're not alone! Figuring out how to operate team share files with external users in Teams is a common hurdle. This guide will walk you through the process, step-by-step, and clear up any confusion, so you can collaborate seamlessly.

Is Microsoft Teams Share Files with External Users Available

Yes! Microsoft Teams allows you to share files with external users, but there are specific conditions to remember. External sharing is available in Teams, but administrators must enable guest access in the Microsoft 365 admin center. If enabled, you can share files in teams chat with external users and provide them with access to relevant documents.

Microsoft Teams integrates with OneDrive and SharePoint, meaning any shared files are stored securely within Microsoft’s ecosystem. However, your organization’s policies may restrict external sharing, so it’s always good to check with your IT department if you run into issues.

External users can view and edit shared files, depending on your grant permissions. They don’t need a Teams account; a simple link allows them to access files. This makes collaboration easy while maintaining control over your documents. If security is a concern, Teams provides additional settings like password-protected links and expiration dates for shared files.

Steps for Teams Share Files with External Users

Sharing files in teams chat with external users is super easy if you follow these steps:

1. Open in SharePoint: From your Teams "Files" tab, click "Open in SharePoint."
2. Select & Share: In SharePoint, find your file/folder, select it, and click "Share."
3. Enter Email & Permissions: Input the external user's email and choose view or edit permissions, and set expiration if desired.
4. Send Link: Copy the generated shareable link or send an email invitation directly from SharePoint.

By following these steps, you can ensure sharing files in teams with external users while controlling your shared files. You can also follow the video guide below.

How to Secure File Sharing with External Users

Security is super important when sharing files externally. Here’s how to ensure your files remain protected:

1. Use Expiry Links: Set expiration dates for shared file links to limit access over time.
2. Enable Password Protection: Set a password before external users can open shared files.
3. Restrict Editing Permissions: Share files as ‘view-only’ if external users don’t need editing access.
4. Monitor Access Logs: Use Microsoft 365 audit logs to track file access and downloads.
5. Revoke Access When Needed: Remove access from external users once collaboration is complete.

Following these best practices ensures your files remain secure while you teams share files with external users.

2 Alternative Methods to Share Files with External Users

Sometimes, sharing files via Microsoft Teams is not the best option. Here are two alternative methods for sharing files in teams with external users:

1. Email Attachments

The most common way to share files is through email. Simply attach the document to an email and send it to your external contact. Most email providers support attachments up to 25MB, making this a great option for smaller files.

Pros of Email Attachments:

• Simple and widely used method
• No need for special software
• Allows sending to multiple recipients easily

Cons of Email Attachments:

• File size limitations (typically 25MB)
• Security concerns if the email is intercepted

You may need to use a cloud storage link instead of a direct attachment for larger files.

2. Raysync - For Large File Transfer

If you need to send large files quickly and securely, Raysync is a great alternative. It is an enterprise-level file transfer solution designed for high-speed, reliable, and encrypted data transfers, even for massive files.

Raysync uses proprietary UDP-based transmission technology, significantly boosting transfer speeds compared to traditional methods. It also provides solid security features, including end-to-end encryption, access control, and detailed audit logs to ensure data integrity.

Whether you need to transfer large media files, engineering datasets, or software builds, Raysync ensures efficient and uninterrupted collaboration. It is available as both a cloud-based service and an on-premise solution, giving users flexibility in deployment.

Pros of Raysync:

• High-speed transfers using proprietary UDP technology
• No file size limitations
• Secure encryption for data protection
• Cloud and on-premise solutions available
• Centralized management and tracking

Cons of Raysync:

• It is a paid service (not free like email)

Pricing Model:

• Raysync Cloud: $99/month
• Raysync SMB: $1,599/year
• Raysync Enterprise: Custom pricing for large businesses

Request a Free Trial

Raysync is perfect for businesses that need to transfer large files efficiently without slowing their operations.

The End

Microsoft Teams makes it easy to share files in teams chat with external users and ensures smooth collaboration. You can confidently share files while maintaining control by enabling guest access, setting proper permissions, and using additional security features.

For those who need alternative options, Raysync is an excellent solution for large file transfers. If your business regularly deals with large data exchanges, consider using Raysync for a faster and more secure experience.