SharePoint File Request: How to Collect Files from External Users

SharePoint doesn't have a native file request feature. Microsoft briefly tested one in 2020 and pulled it before general release. The feature request has collected hundreds of votes on Microsoft's feedback portal, but there's no timeline for release.

If you need external clients, vendors, or partners to upload files into your SharePoint environment, you have four options: OneDrive file requests, SharePoint guest access, Power Automate workflows, and third-party file collection tools. This guide walks through each method with step-by-step instructions, limitations, and a comparison table to help you choose.

Method 1: 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.

This is the closest thing to a native SharePoint file request.

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.
• No upload notifications. OneDrive doesn't tell you when someone uploads a file. You'll need to check manually or build a notification flow.
• 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 support. The link stays active indefinitely. There's no way to set a cutoff date or send follow-up reminders.
• Business accounts only. Not available on OneDrive Personal, Office 365 Government, or Office 365 Germany.

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

Method 2: 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 3: 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 4: 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.

These tools are designed specifically for the problem SharePoint doesn't solve: giving external people a simple, branded way to upload files that land in your SharePoint environment automatically.

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: 4 Methods for SharePoint File Requests

Here's how the four methods stack up across the factors that matter most when collecting files from external users.

Which Method Should You Choose?

The right approach depends on how often you collect files, who you're collecting from, and how much automation you need.

Choose OneDrive file requests if you need to collect files from a handful of external people on an ad-hoc basis. Setup takes minutes, and the upload experience is frictionless. The trade-off: files land in your personal OneDrive, not SharePoint, and there's no branding, reminders, or form fields.

Choose SharePoint guest access if you're working with a small group of external partners who need ongoing access to shared folders — not just one-way uploads. This works best when collaborators already have Microsoft accounts and your IT team is comfortable managing external permissions.

Choose Power Automate + Microsoft Forms if you need structured data alongside file uploads from people who already have Microsoft 365 accounts. The authentication requirement makes this impractical for collecting files from external clients or vendors who don't use Microsoft.

Choose a third-party tool if you regularly collect files from external users and need a branded, automated experience. This is the only method that combines a frictionless upload experience (no account required) with direct SharePoint integration, automated reminders, and custom branding.

SharePoint File Request FAQ

Does SharePoint have a file request feature?

No. SharePoint does not have a built-in file request feature. Microsoft briefly tested one in 2020 but removed it before general release. The feature request on Microsoft's feedback portal has hundreds of votes and remains open, but there's no public timeline for release. To collect files from external users into SharePoint, you'll need to use one of the workarounds described in this guide.

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.