Is it possible to just have only one file given access to an external user, and no other access? What I mean is the file that I want them to access is about 5 levels of folders, instead of this external person clicking on each folder to get to the file, perhaps there is a way that allows just only this file to show under "documents" when they come to our SharePoint Online site. Thoughts? Otherwise I have to allow them to view only the folder structure to actually see the file when they login. Thanks.
Yes, it is doable. Although it requires few configurations.
Tenant Level Sharing Policy: Use this policy to define, what level Sharing is permitted in your organization. If your organization allow, you can set it to
Anyonewhich means, anyone with the link can access the shared content. I am using
New and Existing guest users, so they need to sign in before accessing the content.
Finally Document level Sharing: To share to external users, go to the document you like share, and click on Share button/icon using command bar or context menu. From the popup, update link setting to
Specific people, you can allow editing or downloading of document here or simply turn it off, based on your requirement. Click
Applybutton, and now add the external user Email ID. A mail will be sent to the email id you specify. Refer to the video.
To grant direct access to an external user to a document, just navigate to the document and click Share > Link settings > Specific people > Enter email address and then send link.
The external user will not have access to the document library or the folder containing this document. The link will redirect the user to the shared document in opened status.
On the other hand, I don’t think your requirement is achievable since you need to grant the user access permission of the document library for him to see “only this file to show under ‘documents’”. The folder containing the document will not be invisible in this scenario.