Creating a shared document to be accessed by external partners

Hello @Rachael AMON

As you have shared, you would like to create an Excel file that external partners can access and edit together, and you want to make sure the data is shared safely.

To guide you better, may I ask:

• Will you be storing the Excel file in SharePoint or in your OneDrive for Business?
• Do you want the external partners to edit the file in real time, or only download and re-upload changes
• Are these external partners already added as guest users in your Microsoft 365 environment?

Besides, you can follow some simple steps you can follow:

1/ Decide where to store the file. SharePoint is best if many people will work together. OneDrive for Business is fine if only a few partners need access.

2/ Open the file and click the “Share” button in the top right corner.

3/ Choose “Specific people” instead of “Anyone with the link.”

This way only the people you invite can open the file.

4/ Enter the email addresses of your partners.

Select “Can edit” if you want them to collaborate directly. Select “Can view” if you only want them to read the file.

5/ Send the invitation.

• Your partners will receive an email with instructions to sign in. They may need a Microsoft account.
• To check or change permissions later, go to “Manage access” on the right side of the file.

This process helps ensure that only the right people can access and edit your file. If you would like more details, Microsoft has a helpful guide here: Share files and folders in Microsoft 365.

For your reference:

Share a document using SharePoint or OneDrive

Share SharePoint files or folders

Please let me know how it goes or if you need more guidance. I am happy to walk through the steps with you.If you still need my assistance, please come back with screenshots or any additional details so I can review it again and see if there’s anything more I can help you with.  

Wishing you all the best!

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