How to share link of Sharepoint video file with multiple external users at once

Hi Bhaskar, Addressing the requirement to share video files in bulk with external users via SharePoint, alongside setting expiration dates for those shares, reminds me of a situation I've encountered before. The process can be streamlined with SharePoint's built-in features and, for more complex needs, some PowerShell scripting for automation. Here's a recap of the approach based on previous experiences:

Bulk Sharing with External Users in SharePoint

• Prepare the Document Library: Ensure all the videos intended for sharing are uploaded to a specific SharePoint document library or are organized within a dedicated folder.
• Verify External Sharing Is Enabled: Confirm that your SharePoint and Microsoft 365 configurations permit sharing with external users. This is a setting usually managed by an IT administrator.
• Opt for Folder-Level Sharing: It's more efficient to place all videos within a single folder for sharing purposes rather than sharing files one by one. You can then share this folder with external parties by using the "Share" feature and inputting their email addresses. If the list of external users is extensive, employing a distribution list can save time and reduce manual input.
• Leverage PowerShell for Automation: For scenarios involving numerous files or recipients, automating the sharing process via Microsoft PowerShell scripts can be highly effective. Utilizing SharePoint Online Management Shell or PnP PowerShell allows for the generation and distribution of share links en masse.

Implementing Expiration Dates for Access Setting expiration dates for the shared links when working with external users ensures access is only granted temporarily:

1. Utilize SharePoint Link Settings:
   • SharePoint offers the capability to set an expiration date directly through the UI when sharing a file or folder. This option becomes available when selecting "Anyone with the link" and can be an easy way to limit access duration.
   • The availability of setting expiration dates can vary based on your organization's specific SharePoint and Microsoft 365 configuration.
2. PowerShell for Bulk Management: For those needing to manage expiration dates on a larger scale or apply specific configurations, PowerShell scripting can offer the necessary control. Scripts can automate the process of setting or updating the expiration of shared links.
3. Regularly Audit Shared Links: It's wise to periodically review the links you've shared externally. This practice helps ensure access is provided appropriately and that no outdated links remain active.

Reflecting on previous cases, these steps have proven effective in managing bulk sharing with external users in SharePoint, ensuring projects progress smoothly without compromising security or control. Remember, adapting these recommendations to fit your specific situation and organizational policies is crucial. I hope these steps also work for you