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Power Apps

Share PowerApps With External Users


Sam Mitrovic

In today’s interconnected world, collaboration extends beyond the confines of a single organisation. 

Microsoft PowerApps allows for this expansive collaboration by enabling you to share your custom apps with external users. Here’s how you can leverage this powerful feature to enhance collaboration and efficiency.

Key Facts

  • PowerApps can be shared with external users with the right licensing and permissions set up.
  • It’s important to understand security and compliance requirements of your organisation before sharing PowerApps externally.
  • Providing guidance, support, and training for external users is vital, along with incorporating their feedback for continuous app enhancement.

Share PowerApps with External Users

External sharing in Microsoft PowerApps allows users from outside your organisation to access and use custom apps you create. This feature is invaluable for projects involving partners, contractors, or clients.

  • Security First: Before sharing, ensure your app complies with your organisation’s security and compliance policies [1].
  • Licencing Requirements: External users must have either a PowerApps licence or be covered under your organisation’s licensing agreement.

How to Share PowerApps with External Users

Sharing PowerApps externally involves a few key steps, ensuring a seamless and secure process.

Step 1: Prepare Your PowerApp

  • Check App Permissions: Ensure your app does not contain sensitive information restricted to internal use.
  • Optimise User Experience: Design your app with external users in mind, focusing on intuitive navigation and functionality.

Step 2: Enable External Sharing in PowerApps

  • Admin Settings: Your organisation’s PowerApps administrator must enable external sharing.
  • User Roles: Assign appropriate roles and permissions to external users, just as you would for internal users.

Step 3: Share Your App

  • Invite External Users: Use their email addresses to send an invitation through PowerApps.
  • Guidance is Key: Provide external users with documentation or a brief tutorial on how to use the app effectively.

Best Practices for Sharing PowerApps Externally

To ensure a smooth and secure sharing process, consider the following best practices:

  • Regularly Review Access: Periodically check who has access to your app and adjust permissions as necessary.
  • Provide Support: Set up a support system for external users to address any issues or questions they may have.

Things to Keep in Mind When Sharing PowerApps


  • Data Protection: Ensure your app has robust security measures to protect sensitive data.
  • Compliance: Verify that sharing your app externally complies with relevant data protection regulations.

User Experience

  • Feedback Loop: Encourage feedback from external users to continuously improve the app’s usability and functionality.
  • Training Materials: Provide clear, concise training materials to help external users navigate the app.

The Bottom Line

Sharing PowerApps with external users can dramatically enhance collaboration and efficiency. 

By following the steps and best practices outlined above, you can ensure a secure, productive sharing experience. Remember, the key to successful external sharing lies in preparation, security, and ongoing support.

Sam Mitrovic

About the author

Sam Mitrovic is the Founder and Director at CloudJoy. Sam is a marketer, builder and IT consultant. He has consulted large government organisations, venture backed start ups and everything in between.