External Sharing

What is External Sharing?

The External Sharing feature allows users to share a specific form with people outside your organisation who do not have access to your SharePoint environment. These external users can:

• View and edit the shared form.
• Participate in workflows defined within the form.

This feature is particularly useful when you need external contributors to fill out forms without giving them full access to your Microsoft 365 / SharePoint Online environment.

Common Use Cases:

• Collecting feedback from clients or external stakeholders.
• Gathering signatures for approvals.
• Allowing suppliers, contractors, or partners to complete required forms.

Note: External Sharing works independently and does not require External Submissions or External Collaboration features to be enabled.

Example

 

The External Sharing setting

How to Use External Sharing

1. Enter an Email Address and Name – Simply provide the external user’s details to share a form with them.
2. Grant Access – The external user will be able to access and interact with the form based on the permissions you set.

Simply enter an Email Address and a Name to share a form with an external user

Invitation Email (Optional)

If enabled, the Invitation Email will notify external users when they are granted access to a form. This email can contain a direct link to the form.

How it Works:

• When an external user attempts to access the form, they must request a temporary PIN.
• The system will send the PIN via email.
• Once they enter the PIN, they can open and edit the form.

This ensures secure access without requiring a SharePoint login.