MS-900 Describe Microsoft 365 apps and services Practice Question
A sales team uses Microsoft Teams for collaboration. They need to securely share large files (up to 15 GB) with external partners without requiring the partners to sign in. Which Microsoft 365 service should they use?
⚠ Common exam trap
A common mix-up: candidates choose SharePoint Online because it is a general-purpose collaboration platform, but they overlook the specific requirement of 'without requiring the partners to sign in,' which is more natively and commonly achieved via OneDrive for Business anonymous links, whereas SharePoint Online typically enforces authentication or a verification code by default.
Answer choices
Why each option matters
Answer the question above first, then reveal the full breakdown to understand why each option is right or wrong.
Correct answer & explanation
✓
OneDrive for Business
OneDrive for Business allows users to share files with external partners via a secure link that does not require the partner to sign in, and supports file sizes up to 250 GB (including the 15 GB requirement). This meets the need for large file sharing without authentication, leveraging OneDrive's external sharing capabilities with anonymous guest links.
Answer analysis
Option-by-option breakdown
For each option: why learners choose it and why it is or isn't the right answer here.
- ✓
OneDrive for Business
Why this is correct
OneDrive for Business is a personal cloud library in Microsoft 365 that supports sharing large files via 'Anyone with the link' anonymous sharing, allowing external recipients to download without a Microsoft account or sign-in. This makes it the most direct solution for a sales team needing to send sizable files to outside parties. The default maximum file size is 250 GB, and you can set expiration dates and passwords for extra security.
- ✗
Microsoft Lists
Why it's wrong here
Microsoft Lists is a data-tracking solution for structured information, such as issue trackers, inventory logs, or event schedules, not a file-sharing service. While list items can have attachments, those attachments are limited in size and stored in the underlying SharePoint site, so they are not suitable for distributing large files to external users. Since the sales team's need is to share large documents rather than manage data, Lists is incorrect.
- ✗
Microsoft Stream
Why it's wrong here
Microsoft Stream is a dedicated video hosting and management platform, designed for uploading, storing, and playing back video and audio content. It does not support general file types like PDFs, Office documents, or compressed archives, and its sharing capabilities are oriented toward video playback permissions. Consequently, Stream cannot be used to share large non-video files to the sales team's external partners, making it incorrect.
- ✗
SharePoint Online
Why it's wrong here
SharePoint Online provides robust document management within team sites, and it can share files externally, but its default external sharing settings require authenticated access via a Microsoft account or guest link rather than allowing true anonymous downloads. For an ad-hoc request to share a very large single file with a partner, SharePoint's granular permission and site-based structure adds unnecessary friction compared to OneDrive's simple 'Anyone' link. Therefore, while SharePoint is a powerful collaboration tool, it is not the best fit for this specific scenario.
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Microsoft Teams Rooms and Meeting Devices
Key term
Microsoft 365
Microsoft 365 is a subscription-based cloud service from Microsoft that combines productivity tools like Office apps with security, device management, and online storage.
Key term
OneDrive for Business
OneDrive for Business is a cloud-based file storage and synchronization service from Microsoft, part of Microsoft 365, that lets users store, access, and share work files securely from anywhere.
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Written by Johnson Ajibi, MSc IT Security
Senior Network & Security Engineer · founder of Courseiva
This MS-900 practice question is part of Courseiva's free Microsoft certification practice question bank. Courseiva provides original exam-style practice questions with explanations, topic-based practice, mock exams, readiness tracking, and study analytics to help learners prepare for the MS-900 exam.