SharePoint File Request: How to Collect Files from External Users

SharePoint in Microsoft 365 now has a native file request feature. An administrator must first enable the necessary tenant or site settings. People can then upload files to a selected SharePoint folder without opening the folder or seeing what anyone else has submitted.

There are five practical ways to collect files from clients, vendors, or partners in SharePoint: a native SharePoint file request, a OneDrive file request, guest access, a Power Automate workflow, or a dedicated collection tool. The right choice depends on your sharing policy and how much follow-up the request needs.

Method 1: Native SharePoint file requests

SharePoint in Microsoft 365 can create a native file request after an administrator enables Anyone links and the Request Files settings for the tenant or site. The link lets recipients upload to one folder, but they cannot open that folder, download files, or see anyone else's uploads.

1. Open the SharePoint document library and select the folder where the files should go.
2. Choose Request files from the folder actions.
3. Enter a clear name for the files you need, then select Next.
4. Copy the request link or enter the recipients' email addresses.
5. Add a message if you need one, send the request, and select Done.

Anyone with the link can upload files, but they cannot see or edit the folder contents. Microsoft asks unsigned uploaders for a first and last name. It does not verify that the name they enter is genuine, so do not treat it as proof of identity.

Why the Request files option may be missing

The Request files button appears only if your Microsoft 365 administrator allows Anyone links and has enabled file requests for the tenant or site. Some organizations block these settings by policy. If you cannot find the button, ask the site owner or administrator to check the configuration below.

• CoreRequestFilesLinkEnabled must allow file requests at the SharePoint tenant level.
• RequestFilesLinkEnabled must allow requests for the individual SharePoint site.
• Anyone links and the required upload permissions must be enabled.
• Turning off Anyone links also turns off file requests in SharePoint and OneDrive.

Microsoft lists the current administrator settings in Enable File Requests in SharePoint or OneDrive.

Method 2: OneDrive File Requests (with SharePoint Sync)

OneDrive for Business includes a built-in file request feature that lets anyone upload files to a folder you control — without needing a Microsoft account. Since OneDrive and SharePoint both live inside Microsoft 365, you can move files from OneDrive into SharePoint manually or with a Power Automate flow.

Use this OneDrive workaround if your SharePoint site does not have the native Request files option.

How to set it up

1. Open OneDrive for Business. Sign in to your Microsoft 365 work or school account at onedrive.com. File requests are not available on personal OneDrive accounts.
2. Create a dedicated folder. Name it something clear like "Client Uploads - Q1" or "Vendor Tax Forms." This folder name is visible to recipients.
3. Click "Request files." Select the folder, then click Request files in the toolbar. If you don't see it, click the three-dot menu on the folder.
4. Write a description. Be specific about what you need. "Please upload your signed NDA as a PDF" works better than "Upload your files here."
5. Share the link. Copy the URL and send it via email, Teams, or any other channel. You can also enter email addresses directly to have Microsoft send the invitation.
6. Set up a Power Automate flow (optional). Create a flow that copies new files from your OneDrive folder to a SharePoint document library automatically. Use the trigger "When a file is created in a folder" and the action "Create file" in SharePoint.

What the external user sees

Recipients click the link and see a Microsoft-branded upload page. They enter their first and last name, select their files, and click upload. No account creation, no sign-in. Each uploaded file gets the person's name prepended to the filename — "Jane Smith - Contract.pdf" — so you can identify who sent what.

Limitations

• Files land in OneDrive, not SharePoint. You need a manual step or a Power Automate flow to move files into SharePoint document libraries.
• Only basic notifications. OneDrive emails the request owner after an upload. It does not keep a checklist of required documents or show which recipients have yet to respond.
• No form fields. You can only collect files and a name. No fields for project numbers, document types, or notes.
• No branding. The upload page shows Microsoft's branding. You can't add your logo or colors.
• No deadline or reminder workflow for the request. Administrators can make request links expire, but request owners cannot give recipients individual due dates or automatically chase missing uploads.
• A business account and the right tenant settings are required. OneDrive file requests are unavailable on OneDrive for home. An administrator can also remove the feature by restricting Anyone links.

Best for: Quick, ad-hoc file collection from a small number of people when you don't need branding, form fields, or automation.

Method 3: SharePoint Guest Access and Sharing Links

SharePoint allows you to share folders or document libraries with people outside your organization. Instead of a one-way upload link, you grant external users permission to access a specific SharePoint folder and upload files directly.

This approach uses SharePoint's built-in external sharing capabilities — no extra tools needed. But it requires more setup and creates a different experience for your recipients.

How to set it up

1. Check your tenant's external sharing settings. Go to the SharePoint admin center and verify that external sharing is enabled. Your IT admin controls this at the organization level. Options range from "Anyone" (most permissive) to "Only people in your organization" (no external access).
2. Create a document library or folder. In your SharePoint site, create a dedicated folder for incoming files. Don't use a folder that contains sensitive internal documents — external users may see other files in the same library depending on permission settings.
3. Generate a sharing link. Right-click the folder and select Share. Choose "Specific people" and enter the external user's email address. Set the permission level to "Can edit" so they can upload files.
4. Send the invitation. The external user receives an email with a link. They may need to verify their identity using a one-time passcode or sign in with a Microsoft account, depending on your tenant configuration.

What the external user sees

The experience depends on your sharing settings and the recipient's account type. In some configurations, external users click the link and land directly in the SharePoint folder, where they can drag and drop files. In others, they need to create a Microsoft account or enter a verification code sent to their email.

Unlike OneDrive file requests, external users may be able to see other files in the shared folder — they have folder access, not just upload access.

Limitations

• Permissions management at scale. Each external user needs an individual invitation. For 50 clients, that's 50 separate permission setups. There's no bulk "send upload link to everyone" option.
• Uploaders can see folder contents. External users with edit access can view, download, and even delete other files in the shared folder. You'll need careful permission scoping to avoid exposing sensitive documents.
• Microsoft account friction. Depending on your settings, some external users will need to create a Microsoft account or verify with a passcode. This adds friction, especially for people who use Google Workspace or don't have a Microsoft account.
• IT involvement often required. Enabling external sharing at the tenant and site level typically requires IT admin action. Changing settings for individual folders can get complicated.
• No branding or form fields. Recipients see the standard SharePoint interface. No way to add your logo, custom instructions, or form fields.
• No automated reminders. You can't track who has uploaded and who hasn't. Every follow-up is manual.
• Security considerations. Granting external users access to SharePoint folders — even with limited permissions — creates a larger surface area for accidental data exposure than a one-way upload link.

Best for: Ongoing collaboration with a small group of known external partners who already have Microsoft accounts and need to access (not just upload) shared files.

Method 4: Power Automate Workflow for File Collection

Power Automate (formerly Microsoft Flow) lets you build automated workflows that connect Microsoft 365 apps. You can create a custom file collection workflow using Microsoft Forms as the frontend and Power Automate to route files to SharePoint.

This method takes more setup than the first two, but it gives you a form-based experience with automatic file routing to SharePoint.

How to set it up

1. Create a Microsoft Form with file upload. Go to forms.office.com and create a new form. Add a File Upload question (click the three-dot menu to find it). Add any other fields you need — name, email, project reference, document type. Configure the file size limit and accepted file types.
2. Build a Power Automate flow. Go to flow.microsoft.com and create a new automated flow. Use the trigger "When a new response is submitted" (Microsoft Forms).
3. Get the file content. Add a "Get response details" action to retrieve the submission data. For file upload questions, you'll get a link to the file in the form creator's OneDrive.
4. Copy to SharePoint. Add a "Create file" action that saves the file to your SharePoint document library. Map the file name and content from the previous step.
5. Add metadata (optional). Use the form responses to populate SharePoint metadata columns — project name, submitter email, document category. This makes files searchable and filterable in SharePoint.
6. Share the form link. Send the Microsoft Forms URL to your external users.

What the external user sees

Recipients open a Microsoft Forms page, fill in the fields, attach their files, and click submit. The form handles the upload, and Power Automate moves the file to SharePoint in the background.

Here's the catch: Microsoft Forms file upload only works when the respondent is signed into a Microsoft 365 work or school account. External users outside your organization cannot upload files through Microsoft Forms by default. You can enable external sharing on the form, but the external user still needs to authenticate with a Microsoft account — our guide on sharing Microsoft Forms with external users walks through exactly what's possible and what isn't. Anonymous file uploads through Microsoft Forms are not supported.

Limitations

• External users need authentication. The file upload feature in Microsoft Forms requires respondents to sign in with a Microsoft 365 work or school account. Anonymous file uploads are not supported. This is the biggest limitation for external file collection.
• 10-file limit per question. Each file upload question accepts a maximum of 10 files. For larger collections, you'll need multiple questions or multiple submissions.
• Flow building required. Handling file attachments in Power Automate means working with file content expressions, dynamic content, and error handling. If you're not familiar with Power Automate, expect to spend time debugging.
• No branding. Microsoft Forms uses Microsoft's standard branding. You can change the form's theme color and add a header image, but you can't use your own logo, custom fonts, or a branded URL.
• No automated reminders. There's no built-in way to track who has submitted and send reminders to people who haven't. You'd need to build a separate tracking system.
• Files temporarily stored in OneDrive. Uploaded files first land in the form creator's OneDrive before Power Automate copies them to SharePoint. This means files exist in two places until you clean up the OneDrive folder.
• Power Automate licensing. While basic flows are included in most Microsoft 365 plans, complex flows or premium connectors may require a separate Power Automate license.

Best for: Teams that need structured data alongside file uploads from internal users or authenticated external partners, and have someone comfortable building Power Automate flows.

Method 5: Third-Party File Collection Tools

If you need to collect files from external users at any scale — with branding, form fields, reminders, and direct SharePoint integration — a purpose-built file collection tool is the most practical option.

Dedicated tools cover work that a native SharePoint file request leaves to you, such as building custom forms, applying your branding, tracking each required document, and reminding people who have not uploaded.

What to look for in a file collection tool

• Native SharePoint integration. Files should route directly to SharePoint document libraries — not to a separate platform that you then need to sync.
• No account required for uploaders. External users should be able to upload without creating an account or signing in.
• Custom branding. Your logo, colors, and custom URL on the upload page.
• Form fields. Collect structured data alongside files — names, emails, project references, document categories.
• Automated reminders. Track who has submitted and send follow-ups to people who haven't.
• File organization. Automatically sort files into subfolders based on submitter name, email, project, or other criteria.

How it works with File Request Pro

File Request Pro connects natively with SharePoint and OneDrive, filling the gap that Microsoft's built-in tools leave open. Here's a typical setup:

1. Connect your SharePoint account. Link File Request Pro to your Microsoft 365 tenant. Choose the SharePoint site and document library where uploaded files should be stored.
2. Build your upload page. Add your company logo, brand colors, and a custom URL. Create a multi-page or single-page form with file upload zones, text fields, dropdowns, checkboxes, and date pickers.
3. Set up file organization. Choose how files are organized in SharePoint. For example, route files into subfolders by submitter name: Client Uploads / Acme Corp / Signed Contract.pdf.
4. Configure reminders. Set up automated email sequences that go out to anyone who hasn't submitted by your deadline. Control the timing, frequency, and message.
5. Share the link or embed the form. Send the upload page URL directly, or embed it in your website or client portal.

External users open the branded upload page, fill in any required fields, drag and drop their files, and click submit. Files appear in your SharePoint document library within minutes, organized exactly how you specified. No Microsoft account needed.

Limitations

• Additional cost. File collection tools are paid services. File Request Pro starts at $29/month with a free trial. This adds to your Microsoft 365 subscription cost.
• Another tool in the stack. Even with native SharePoint integration, you're adding a third-party service. Some organizations prefer to keep everything within the Microsoft ecosystem, even if it means more manual work.

Best for: Teams that regularly collect files from external users and need a professional, branded experience with automated follow-ups and direct SharePoint integration.

Comparison: 5 methods for SharePoint file requests

A native SharePoint file request is usually the shortest route if your administrator has enabled it. The alternatives become useful when Anyone links are blocked, guests need ongoing access to a folder, an upload needs form answers or routing, or staff must track missing documents and send reminders.

Which SharePoint file request method should you choose?

For a basic upload-only link, start with SharePoint's native file request if your administrator has enabled it. Another method is a better fit if policy blocks Anyone links, people need shared-folder access, uploads require form answers, or your team has to manage checklists, approvals, branding, and reminders.

• Use a native SharePoint file request for simple external uploads straight into a document library.
• Use a OneDrive file request if SharePoint Request files is unavailable and you can move the uploads later, manually or with automation.
• Use SharePoint guest access when known partners need to see and work in a shared folder.
• Use Microsoft Forms and Power Automate when authenticated users must provide form answers along with their files.
• Use a dedicated collection tool for branded forms, document-by-document tracking, automatic reminders, or routing rules.

SharePoint File Request FAQ

Does SharePoint have a file request feature?

Yes. SharePoint in Microsoft 365 has native file requests, provided an administrator enables Anyone links and the necessary tenant or site settings. Recipients can upload to the chosen folder without seeing what it contains. If Request files is missing, ask your administrator to review the file-request configuration.

Can external users upload files to SharePoint without a Microsoft account?

Not directly through SharePoint. SharePoint's sharing features typically require external users to authenticate, either with a Microsoft account or a verification code. OneDrive file requests allow uploads without any account, but files go to OneDrive rather than SharePoint. Third-party tools like File Request Pro let external users upload without an account, with files routed directly to SharePoint.

How do I move files from OneDrive to SharePoint automatically?

Use Power Automate to create a flow with the trigger "When a file is created in a folder" (OneDrive) and the action "Create file" (SharePoint). Select the OneDrive folder where file request uploads land and the SharePoint document library where you want them stored. You can also add a "Delete file" action to remove the OneDrive copy after it's been moved to SharePoint.

Is SharePoint guest access secure for external file collection?

It depends on how you configure it. Guest access gives external users visibility into the shared folder, which means they may be able to see, download, or delete other files. You should create dedicated folders for each external user, set granular permissions, and audit access regularly. For one-way file collection where you don't want external users browsing your folders, a dedicated upload link (OneDrive file request or third-party tool) is more secure.

Can I brand a SharePoint file upload page?

Not with native Microsoft tools. SharePoint and OneDrive upload pages use Microsoft's default branding. You can customize SharePoint site themes for internal users, but external-facing upload experiences are not customizable. To present a branded file collection page that routes to SharePoint, you'll need a third-party tool with SharePoint integration.

What is the file size limit for SharePoint uploads?

SharePoint supports individual file uploads up to 250 GB. The total storage limit depends on your Microsoft 365 plan — most business plans include 1 TB per organization plus 10 GB per licensed user. OneDrive file requests share the same 250 GB per-file limit, subject to your OneDrive storage quota.

More SharePoint guides: how to add a form to a SharePoint page, and whether you can build a customer portal with SharePoint.