External sharing - The external user experience


Purpose

External sharing allows you to give people outside Deakin access to files, folders, or sites so you can collaborate without sending attachments

Before sharing externally, check:

  • The content is appropriate to share outside the organisation
  • External sharing is enabled on the site or file
  • You are sharing with the correct email address
  • The access level is appropriate (view vs edit).

Table of Contents

Microsoft have changed the way external users access SharePoint online, Microsoft Teams and Office365 services.

The transition from legacy SharePoint One-Time Passcode (OTP) to Microsoft Entra B2B external sharing will directly impact how external partners, vendors, and external organisations access Deakin's tenant. Microsoft is moving all external access toward Entra B2B and Microsoft Entra ID-based identity management.

What the external user will see

When you share a link, document or site, the external user will receive an email with a link.
After selecting the link, the external person will either:

External users may be directed to a Deakin log in screen. In this screen, they can log in with their own email account.
It is not required to be a Deakin email account. 

Deakin log in screen for external users

 

If accessing an older style link and the user experiences an issue, the link can be reshared to re-establish guest access.

Having issues?

If you are having issues, please reach out to the Deakin IT HELP by raising a ticket through the IT HELP Homepage or call us at 1800 463 888