Attach File to MS Teams Chat with External contact

Question

Attach File to MS Teams Chat with External contact

Herschel Salan 56

I am connected with an "External" contact in MS Teams Chat and would like to share a file or graphic. The paperclip attachment is not available. I confirmed the other user is logged in to MS Team.

Both companies using MS Teams enterprise.

73454-missing-paper-clip-for-attachement-ms-teams-chat-w.jpg

Michael Uray 1 Reputation point

2022-01-24T09:01:14.317+00:00

There is also a request for it in the Microsoft feedback portal:
https://feedbackportal.microsoft.com/feedback/idea/6e59eda6-272e-ec11-b6e6-00224827b493
Samantha 6 Reputation points

2022-05-02T04:18:19.193+00:00

Just in case anyone is still looking for this - if you start a new chat, attach a document and THEN add the recipient in the To: field, the attachment will still be there. This has worked in a few scenarios for me anyway which is kinda frustrating. I don't want users to be able to share to external this way as it increases the risk of unmonitored data exfiltration but it's not supposed to work, so there's going to be some mental gymnastics involved in preventing users for using this work around.
Darell Craighead 16 Reputation points

2022-06-22T19:31:32.157+00:00

I would like to add more to this conversation. @Herschel Salan

I collaborate frequently with another Teams organization. From both sides we see each other as "external". I am not able to drop files into chat with the other organization, but users in the other organization CAN drop files into chat. How can that be? I understand the guidance in the article posted as accepted answer, but either there IS a setting somewhere that changes that behavior or the article is incorrect, or something else must be going on here.

Please advise.
Eric S 6 Reputation points

2022-10-31T14:05:53.913+00:00

If it's strictly an image you want to include (haven't tried it with anything else), you can copy the image in File Explorer and then paste it into the Teams chat box.
Anonymous

2023-04-21T13:39:08.1766667+00:00

This is hard to believe. Does MS set that rule or do individual organizations? Can it be overridden?
Martin Petz 40 Reputation points

2023-05-08T08:15:11.6066667+00:00

I have looked far and wide in settings and the MS documentation.

It seems this is a setting that Microsoft has locked for all tenants.

As far as I can see there is no way to open up the second most basic function of a chat client, being sharing a file with anyone.

I can understand, why this is not open by default, larger companies will want to restrict file sharing, but ther needs to be a way to open up sharing with any contact inside or outside the company (for specific users or company wide) in the admin interface.

Yes, you can set up guests and channels but a lot of the time all users want to do is share a doc or snap from a meeting session with someone outside the org. There is no need for channels or guest accounts for this.

As it stands the lack of this option is turning into a security issue. What happens with this setting unavailable is that users are hindered in their productivity. In the end frustrated users will look for ways to solve their problem, ignore corporate policy and default back to e-mail or even worse, personal messenger apps.

MS needs to enable global file transfer via Teams as an option ASAP.
Scott Endersby 15 Reputation points

2023-09-22T00:35:54.51+00:00

Yet you can do this easily on your phone Teams app with the same external users but not the desktop, this is ridiculous beyond belief that it is simply not a admin managed switch to enable or disable for your OWN organization. If your organization does not want it employees to file share thru teams they can very easy hit the switch off. Microsoft could very well just make this the default starting configuration. Put simply this is a Microsoft bug in teams they cant fix or simply don't listen to their customers wishes here. Its time to get this function fixed and available for those that just don't want it but need it to run there business efficiently. We want action NOW.
Kyle Maulden 55 Reputation points

2023-09-22T00:44:10.4833333+00:00

If I've learned one thing in my career in IT, it's that Microsoft doesn't listen to users in the forums what so ever. I think unless you're part of a special very limited focus group, specifically recruited to give feedback, your wants, needs, and opinions just go into a black hole. And these focus groups clearly don't represent the vast user base, because there's so many insanely basic features and issues that Microsoft continues to ignore year after year, like this. Or... when are we getting categories in Outlook mobile again? Another super basic feature that they haven't bothered to implement on mobile for years now?
Daniel Klotz 0 Reputation points

2024-09-04T08:47:27.68+00:00

So just switched to MS Teams as our main chat app, both for internal and external.
Can't believe this is still not possible via the desktop app even though you can share documents, images, media (whatsoever) via the mobile app.

Come on, Microsoft. Just ignoring the elephant in the room doesn't mean it's not there.
Just make this feature available asap!
Tim Maiden 6 Reputation points

2024-09-05T10:34:39.7066667+00:00

Is this still not possible?

From what I can see, it seems like you can only share files with gusts, so users showing with (Guest) after their name, but not users with (External) after their name.

The issue with this, though, is that the external users need to switch to a different organisation in Teams to be able to share files
Kyle Maulden 55 Reputation points

2024-09-05T12:31:31.3566667+00:00

Still can't share with external users. Blows my mind this still doesn't work. The ability to share files is one of the most BASIC functions a communications platform should offer. But Microsoft is too busy adding in useless features than adding in what should have been there from day 1.
Tim Maiden 6 Reputation points

2024-09-06T11:03:29.7633333+00:00

Yeah, this seems baffling. I get if they want it to be disabled by default, but it is surely a basic thing to have as a configurable option.

Even if, for security, they make it so that you have to manually configure the "allowed domains", for this option, instead of just enabling it for all domains.
Ian McGuinness 20 Reputation points

2024-10-22T03:41:58.6566667+00:00

The thing that confuses me is, with some external meetings where we are both external to each other, they can attach a file but I can not.
If it was the case that neither could then yes, boo Microsoft for not having this basic feature.
But, as they can and I can't, a) how do I get it to work for me and b) boo Microsoft for not making this a default allow or at least an easy to find feature to turn on!
Peter Birrell 0 Reputation points

2025-01-23T14:11:03.1+00:00

is it this setting in teams admin i.e. only for premium subscriptions?
Tim Maiden 6 Reputation points

2025-01-23T14:16:07.27+00:00

That says meetings. This would indicate it only relates to chats related to a meeting, as opposed to just a chat with an external user.

Where is this out of interest, though?
Luiz Felipe 65 Reputation points

2025-03-13T14:22:38.29+00:00

In teams admin panel

https://admin.teams.microsoft.com/teams-premium

Accepted answer

0 additional answers

Your answer

Michael Uray 1 Reputation point

2022-01-24T09:01:14.317+00:00

There is also a request for it in the Microsoft feedback portal:
https://feedbackportal.microsoft.com/feedback/idea/6e59eda6-272e-ec11-b6e6-00224827b493
Samantha 6 Reputation points

2022-05-02T04:18:19.193+00:00

Just in case anyone is still looking for this - if you start a new chat, attach a document and THEN add the recipient in the To: field, the attachment will still be there. This has worked in a few scenarios for me anyway which is kinda frustrating. I don't want users to be able to share to external this way as it increases the risk of unmonitored data exfiltration but it's not supposed to work, so there's going to be some mental gymnastics involved in preventing users for using this work around.
Darell Craighead 16 Reputation points

2022-06-22T19:31:32.157+00:00

I would like to add more to this conversation. @Herschel Salan

I collaborate frequently with another Teams organization. From both sides we see each other as "external". I am not able to drop files into chat with the other organization, but users in the other organization CAN drop files into chat. How can that be? I understand the guidance in the article posted as accepted answer, but either there IS a setting somewhere that changes that behavior or the article is incorrect, or something else must be going on here.

Please advise.
Eric S 6 Reputation points

2022-10-31T14:05:53.913+00:00

If it's strictly an image you want to include (haven't tried it with anything else), you can copy the image in File Explorer and then paste it into the Teams chat box.
Anonymous

2023-04-21T13:39:08.1766667+00:00

This is hard to believe. Does MS set that rule or do individual organizations? Can it be overridden?
Martin Petz 40 Reputation points

2023-05-08T08:15:11.6066667+00:00

I have looked far and wide in settings and the MS documentation.

It seems this is a setting that Microsoft has locked for all tenants.

As far as I can see there is no way to open up the second most basic function of a chat client, being sharing a file with anyone.

I can understand, why this is not open by default, larger companies will want to restrict file sharing, but ther needs to be a way to open up sharing with any contact inside or outside the company (for specific users or company wide) in the admin interface.

Yes, you can set up guests and channels but a lot of the time all users want to do is share a doc or snap from a meeting session with someone outside the org. There is no need for channels or guest accounts for this.

As it stands the lack of this option is turning into a security issue. What happens with this setting unavailable is that users are hindered in their productivity. In the end frustrated users will look for ways to solve their problem, ignore corporate policy and default back to e-mail or even worse, personal messenger apps.

MS needs to enable global file transfer via Teams as an option ASAP.
Scott Endersby 15 Reputation points

2023-09-22T00:35:54.51+00:00

Yet you can do this easily on your phone Teams app with the same external users but not the desktop, this is ridiculous beyond belief that it is simply not a admin managed switch to enable or disable for your OWN organization. If your organization does not want it employees to file share thru teams they can very easy hit the switch off. Microsoft could very well just make this the default starting configuration. Put simply this is a Microsoft bug in teams they cant fix or simply don't listen to their customers wishes here. Its time to get this function fixed and available for those that just don't want it but need it to run there business efficiently. We want action NOW.
Kyle Maulden 55 Reputation points

2023-09-22T00:44:10.4833333+00:00

If I've learned one thing in my career in IT, it's that Microsoft doesn't listen to users in the forums what so ever. I think unless you're part of a special very limited focus group, specifically recruited to give feedback, your wants, needs, and opinions just go into a black hole. And these focus groups clearly don't represent the vast user base, because there's so many insanely basic features and issues that Microsoft continues to ignore year after year, like this. Or... when are we getting categories in Outlook mobile again? Another super basic feature that they haven't bothered to implement on mobile for years now?
Daniel Klotz 0 Reputation points

2024-09-04T08:47:27.68+00:00

So just switched to MS Teams as our main chat app, both for internal and external.
Can't believe this is still not possible via the desktop app even though you can share documents, images, media (whatsoever) via the mobile app.

Come on, Microsoft. Just ignoring the elephant in the room doesn't mean it's not there.
Just make this feature available asap!
Tim Maiden 6 Reputation points

2024-09-05T10:34:39.7066667+00:00

Is this still not possible?

From what I can see, it seems like you can only share files with gusts, so users showing with (Guest) after their name, but not users with (External) after their name.

The issue with this, though, is that the external users need to switch to a different organisation in Teams to be able to share files
Kyle Maulden 55 Reputation points

2024-09-05T12:31:31.3566667+00:00

Still can't share with external users. Blows my mind this still doesn't work. The ability to share files is one of the most BASIC functions a communications platform should offer. But Microsoft is too busy adding in useless features than adding in what should have been there from day 1.
Tim Maiden 6 Reputation points

2024-09-06T11:03:29.7633333+00:00

Yeah, this seems baffling. I get if they want it to be disabled by default, but it is surely a basic thing to have as a configurable option.

Even if, for security, they make it so that you have to manually configure the "allowed domains", for this option, instead of just enabling it for all domains.
Ian McGuinness 20 Reputation points

2024-10-22T03:41:58.6566667+00:00

The thing that confuses me is, with some external meetings where we are both external to each other, they can attach a file but I can not.
If it was the case that neither could then yes, boo Microsoft for not having this basic feature.
But, as they can and I can't, a) how do I get it to work for me and b) boo Microsoft for not making this a default allow or at least an easy to find feature to turn on!
Peter Birrell 0 Reputation points

2025-01-23T14:11:03.1+00:00

is it this setting in teams admin i.e. only for premium subscriptions?
Tim Maiden 6 Reputation points

2025-01-23T14:16:07.27+00:00

That says meetings. This would indicate it only relates to chats related to a meeting, as opposed to just a chat with an external user.

Where is this out of interest, though?
Luiz Felipe 65 Reputation points

2025-03-13T14:22:38.29+00:00

In teams admin panel

https://admin.teams.microsoft.com/teams-premium

Answer 1

Sharon Zhao-MSFT 25,756 Microsoft External Staff

@Herschel Salan ,

This is by default.

External access user cannot share files. The following image shows what could external users do:

For more details, please refer to this article.

If the response is helpful, please click "Accept Answer" and upvote it.

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.

Sharon Zhao-MSFT 25,756 Reputation points Microsoft External Staff

2021-03-05T06:37:08.043+00:00

@Herschel Salan
Do you have any further question on this topic?
If the suggestion helps, please be free to mark it as an answer for helping more people.
Herschel Salan 56 Reputation points

2021-03-05T15:25:02.387+00:00

Sharon,
Thank you for your comment. Just to confirm, sharing by files is not available for External Users and it's by Default and can't be changed. Only Guest in Team Channel can access shared files.
Thanks in advance for my follow-up question.
Herschel
Sharon Zhao-MSFT 25,756 Reputation points Microsoft External Staff

2021-03-08T08:48:48.027+00:00

@Herschel Salan
sharing by files is not available for External Users and it's by Default and can't be changed. Only Guest in Team Channel can access shared files.
That's true.

If you have any further question on this topic, please feel free to drop us a note.
If the suggestion helps, please be free to mark it as an answer for helping more people.
Miroslav Zaťko 11 Reputation points

2022-01-29T13:40:44.283+00:00

Hi all,
any chance to change this strange default setting in future releases?
Or make it configurable at least?

Thank you.
Mirec
Kyle Maulden 55 Reputation points

2023-07-11T21:19:38.3266667+00:00

This shouldn't an accepted answer as the explanation makes no sense.

I can't drag and drop an image I want to share into an external user's chat, or attach it with the paperclip icon. Yet I can copy, then paste that image into the chat and it works! So obviously the ability is THERE, Microsoft just decided to make it difficult. Same with the mobile app. I can't "Share" an image into an external user chat... but I can go into the chat, hit the + icon, select Media, then send the image that way.

So obviously the ability to send this stuff EXISTS, Microsoft has just decided to implement it in a picky, non-sensical manner.
---- 0 Reputation points

2025-03-27T09:36:49.4233333+00:00

I am the one sharing files, not the external user. I have a normal Microsoft 365 account in our own organization. The external user has their own license for Microsoft 365 in their own organization. And it is me, within our Microsoft 365 domain/tenant who cannot share a file with an external contact.
Not sure why there's even a setting in our Microsoft 365/Teams environment which control what an external user can do in their environment. En external user could always just send n email with an attached file, so not sure what is gained by preventing external users from sending files in Teams.
Anyway, the setting you mention is not applicable when an internal user is prevented from sending files toan external user. It should work just line in outlook where anyone can send files to anyone no matter which organization they belong too.

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Attach File to MS Teams Chat with External contact

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