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Users: Available: All users
Practice Management Source: Available: All sources
Support has now ended for Legacy Collaborate.
To upgrade to New Collaborate, refer to Upgrading to New Collaborate.
When a document is shared using Legacy Collaborate, recipients receive an email containing a secure link to access the document.
This article explains the recipient experience when accessing shared documents, including opening the link and logging in using either their Microsoft 365 account or a one-time verification code.
For information on sharing documents from FYI, refer to Sharing Documents via Legacy Collaborate.
Accessing Shared Documents
The shared document link is specific to the recipient’s email address. Recipients must use the same email address that the document was shared with when accessing the document.
Note: This article applies to Legacy Collaborate only. For New Collaborate, refer to Sharing Documents using New Collaborate.
Step 1 - Email is received
The email includes a secure link to each document that was shared with the recipient.
Note: Only the recipients of the email can access shared documents.
Step 2 - Recipient Log In
The login experience will vary depending on whether the recipient is a Microsoft 365 Business user.
- Microsoft 365 Business users can log in to their account and access documents immediately.
- Non-Microsoft 365 Business users need to enter their email address and will be sent a verification code to access the documents.
Note: Practices should not advise recipients to bookmark document links in their browser. Recipients must always access documents using the links in the email. If needed, they can pin or star the email so it is easier to find in the future.
From the email, the recipient clicks the link to the document.
- If the recipient is already logged in to their account in an open browser, the document is displayed.
- If they are not already logged in to their Microsoft account, they will be prompted to log in.
- From the email, the recipient clicks the link to the document.
- A message may display prompting the recipient to verify or enter the email address where the verification code will be sent.
- If prompted to send a code, when the recipient clicks Send Code, the verification code is emailed to the recipient's email address.
- The recipient enters the verification code that has been sent for the specific document and clicks Verify. The document is displayed.
Note: Selecting the Keep me signed in option will bypass the verification code step to access documents in the future.