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How to collect files from people outside your company with a OneDrive file request
Use OneDrive's Request files feature to collect documents from clients, vendors and applicants who are outside your organization. They upload with a link, without signing in and without seeing your folder.
By Nur Islam- 4:12 video
- 6 steps
Jump to a step (6)
As soon as you add a file upload question in Microsoft Forms, the form is locked to people in your organization and Anyone can respond is greyed out. Small businesses that need documents from clients or applicants end up chasing email attachments instead.
A OneDrive file request gives you an upload-only link to one folder. The person uploading does not need a Microsoft account, cannot see your folder or other files, and each file arrives with their name added. You get an Outlook email for each upload, and you can set an expiry date or turn the link off at any time.
What you need
- Microsoft 365 with OneDrive for Business
- A OneDrive folder for the files you want to collect
- Optional: a Microsoft Form to collect the person's details
Step by step
0 of 6 done-
01
Create a folder for the uploads
Open OneDrive and create a new folder for the documents (the demo uses
Weekly Reports). -
02
Create the file request
Select the folder and choose
Request filesat the top, or right-click the folder and selectRequest files. Type a short description of what you need and selectNext.Copy the link. Send it by email, put it on a website, or add it to a Microsoft Form.
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03
Know what the uploader sees
The link opens a page that only allows uploads. The person selects
Select files, picks one or more files, can add more withAdd files, then enters a first and last name (because they are not signed in) and selectsUpload. No login and no access to your OneDrive. -
04
Find the files in OneDrive
Open the folder. Each file has the uploader's name added to its file name, so you know who sent what. You also receive an Outlook email for each upload with a
See new filesbutton that opens the folder. -
05
Use it with Microsoft Forms
Collect name, email, phone, document type or request details in a form that anyone can respond to, and place the file request link in the form description, the confirmation message, or the email you send after submission.
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06
Set an expiry date or stop the request
Right-click the folder and select
Manage access. On theLinkstab select the gear icon next to the file request link and set an expiration date. After it, uploads stop.To stop right away, delete the file request link. Files you already collected stay in the folder.
Tips and common problems
- Adding a file upload question in Microsoft Forms limits the form to people in your organization. Use a OneDrive file request for outside people.
- Uploaders cannot see the folder or other people's files. They can only upload.
- The uploader's name is added to each file name, so ask people to enter their real name.
- Deleting the request link stops new uploads but keeps the files already received.
- File requests also work from a phone, so people can upload photos or documents from mobile.
Quick version
The short Create a file upload request on OneDrive shows the same feature in under a minute: create a folder, right-click it, select Request files, add a description, then copy the link or enter email addresses to send the request directly. Uploaders add their name, can send several files at once, and can upload from a phone.
Prefer a non-Microsoft option? See Collect files with a MEGA file request.
Questions
Why can't external users upload files in Microsoft Forms?
Forms stores uploads in the form owner's OneDrive, so a file upload question only works when the form is limited to people in your organization. The Anyone can respond option is greyed out once you add one.
Do people need a Microsoft account to upload to a OneDrive file request?
No. Anyone with the link can upload. They only enter a first and last name.
Why is Request files missing in my OneDrive?
File requests use Anyone links. If your Microsoft 365 admin has turned off Anyone sharing links, the Request files option is not available. Ask your admin to enable it.
