the ultimate guide to office 365 external sharing

The Definitive Guide to

Office 365 External Sharing

The Definitive Guide to Office 365 External Sharing

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Office 365 – External Sharing

Office 365 is a great collaborative platform: the possibility to share externally is awesome.

However, this powerful feature can be very tricky to understand. Let's take a look at it!

http://en.share-gate.com/blog/ultimate-guide-deal-with-office-365-external-sharing?%20utm_source=Sharegate&utm_medium=slideshare&utm_campaign=ExternalSharing



What is an external user?

"An authenticated user from outside of your organization, joining in your tenant to collaborate by creating, editing or

viewing content"




Particularity

Signing in is required before they can view content (Microsoft account or Office 365 user account)

Can access content from a shared link without signing in

vs

Authenticated (external users) Anonymous Guests




What you can share

• A complete list

• Lists and Libraries

• Documents

• Folders

• Only documents

vs





Who can share

• Site owners and others with full control permissions can share site

• All members as contributors can share lists, libraries and documents

• All site users can share a document and generate a view or edit link for external sharing

vs





What kind of sharing

• Exactly the same you have with your internal users

• View only link

• Edit link

vs





What are the security risks

• An external user with full control can decide to share the content with others

• Sometimes difficult to link the email address you made the invite to and the Microsoft Account Associated

• Permission inheritance if you give access to a site

• Anonymous guest links can be shared to other people who might be able to view or edit the content. You won’t be able to track any changes.

vs



Learn More About the Security Breach That Happened to Us

Learn More

Don't Make the Same Mistakes We Did!

http://en.share-gate.com/blog/office-365-security-breach-can-happen-to-you?utm_source=Sharegate&utm_medium=slideshare&utm_campaign=ExternalSharing



How to Configure External Sharing on Office 365

Go to your admin Login and go to the Settings menu





Don't allow sharing outside your organization

Allow external users who accept sharing invitations, and sign in as authenticated users

Allow both, external users who accept sharing invitations, and anonymous guest links. (With the link generated, users can access the content without signing in.)

Choose between the 3 Options :

1

2

3





For each Site Collection, External Sharing can be set from the Site Collection Menu




Learn how to share your content

• Use the "Invite People" feature to share a Site. (Warning! The invite is valid for 7 days only)

Authenticated Users :

Share a document from the "Document Menu Dialog"

Share a List or a Library directly from the "Shared With" button in the Ribbon





• Only available on a specific Document!

• Use the Get a Link button

• P.S. You can set an expiration date to the link if you wish!

Anonymous Guest :





• Limit the sharing to what's needed. Don't share an entire site collection if the user only needs to access a file

• Add expiration dates to your anonymous links

Don’t overshare





• If you need to remove external users so that they no longer have access to sites that have been shared with them, you can do so by removing them from the list of external users in Office 365 Service Settings.

Remove Individual External Users

1. Go to Admin > Service Settings > Sites and Document Sharing

2. Click Remove individual external users.

3. Select the external users you want to remove, and then click Delete (the trash can icon).

HOW-TO




Manage and keep track

• When a document has been shared through a guest link, you can see this information in the properties menu for the document.

• You can revoke access to a document that has been shared through a guest link by disabling the link.

Disable an Anonymous Guest Link

1. Go to the library that contains the document for which you want to remove a guest link.

2. Point to the document, and click Open Menu.

3. Click a guest link in the sentence. Open to anyone with a guest link.

4. Next to the URL for the guest link, click the Delete button.

5. When you are asked if you want the link disabled, click Disable Link.

HOW-TO




Manage and keep track

Withdraw invitations• If you want to withdraw an invitation you have sent to an external user, you can revoke the

invitation before it is accepted.

HOW-TO

• Go to the site on which you want to withdraw an invitation

• Go to Settings > Site Settings.

• Under Users and Permissions, click Access requests and invitations.

• Under External User Invitations, find the person you would like to uninvited to the site and click Open Menu.

• In the properties window, click Withdraw.

• If the external user has already accepted an invitation, and you want to remove their access, you can do so by removing them from the SharePoint permissions group to which you assigned them.




Discover External Users with Powershell• The command Get-SPOExternalUser helps you find your SharePoint External Users

• Use it to know what's happening on your sites.


Discover How

Make it simple, use Sharegate to stay in control of your External Sharing

http://en.share-gate.com/sharepoint-security?utm_source=Sharegate&utm_medium=slideshare&utm_campaign=ExternalSharing



Read More:

• Collaborate & Connect with Office 365 (eBook)

• What is Office 365 – The Grand Tour (Webinar)

• 20 MVPs Sharegate Their Thoughts on Office 365


http://yourock.share-gate.com/collaborate-and-connect-with-office365/?%20utm_source=Sharegate&utm_medium=slideshare&utm_campaign=ExternalSharing

http://en.share-gate.com/blog/what-is-office-365?utm_source=Sharegate&utm_medium=slideshare&utm_campaign=ExternalSharing

http://en.share-gate.com/blog/mvp-share-their-thoughts-on-office-365?utm_source=Sharegate&utm_medium=slideshare&utm_campaign=ExternalSharing

Thank you!

the ultimate guide to office 365 external sharing

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