skip to content
 

How to share files with someone who does not have a Microsoft Cloud account (e.g. someone@gmail.com).

Quick start

  1. In your OneDrive file view, right-click the file you want to share.
  2. Choose Share from the pop-up menu.
  3. Enter the name of the person you want to share with.
  4. Un-tick the 'require sign-in' checkbox.
  5. Click Share.
     

Detailed instructions

  1. In this example we are going to share the right-hand photograph, pharos.jpeg, with the user bob.dowling.xx@gmail.com. Start with your files showing in your browser:

    C01
     

  2. Right-click on the file to share to reveal a menu of options. Click the Share menu item at the top of the menu:

    C02
     

  3. This will pop up a dialogue box to set the options. Start typing the email address for the user. If you have not used this address before, it will be flagged as 'no results' until you complete the address. Once the address is complete it will also appear in the drop-down menu – click the name to select it:

    C03
     

  4. The system alerts you that the user in question 'is outside of your organization'. This means that this particular email address is outside of the University's Active Directory:

    C04
     

  5. Given that the user will not be able to authenticate against the Microsoft Cloud you should un-tick the 'require sign-in' checkbox. If you do not wish them to be able to edit your file, change 'Can edit' to 'Can view' (i.e. open in read-only mode) from the drop-down menu beside their name. Then click the Share button:

    C05
     

  6. Control is then returned to the previous page and you will see a confirmation pop-up message apear for a few seconds:

    C06
     

  7. The receiving user, bob.dowling.xx, will receive an email carrying your message and a link to the file that has been shared. This email does not come from you and cannot be (usefully) replied to.

    C07
     

  8. If the user clicks the link in the email they will be be prompted to download the file:

    C08
     

  9. Depending on local configuration options, this may launch the file viewer locally.

    C09

UIS Service Desk

UIS Service Status

Phone padded  Service status line: (01223 7)67999
Website  Sign up for SMS/email status alerts
Website  Read major IT incident reports

UIS bITe-size bulletin

A regular newsletter aimed at the University's IT community, highlighting service and project news from UIS.

Sign up >

Latest news

University Wireless Service maintenance: Tuesday 21 September, 08:00–09:00

16 September 2021

The University Wireless Service will be undergoing essential maintenance between 08:00 and 09.00 on Tuesday 21 September while we apply a security software patch. This is a security update to ClearPass, which provides Wireless Service network access control. We're not expecting any disruption to service, but it should be...

Mailing list migrations from Mailman to Sympa

31 August 2021

We intend to migrate all remaining lists associated with colleges from Mailman to Sympa during the week commencing 13 September 2020. The current total is 1,567. How this will affect users of the mailing list management service Most mailing list subscribers shouldn't notice any difference. During the switchover, there will...

Managed Zone Service closedown and migration to Mythic Beasts

24 August 2021

The Managed Zone Service (MZS) is being shut down, and its data content migrated to a commercial provider, Mythic Beasts. There will be no interruption to the service, but MZS users in institutions will need to make arrangements to retain management access to their zones. What is changing? UIS set up the MZS many years ago...