Sharing Nicely with Others - External Sharing in SharePoint Online

Achieve TransformationalResults

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Sharing Nicely

With Others

External Sharing in SharePoint Online

Request Site Sharing:

[email protected]


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Housekeeping…

• Download EventBoard Mobile and remember to fill out session evaluations…

• Phasers set to stun, mobile devices set to silent…

• You must be present to win at the wrap-up…

App.spsdc.org


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Thanks to our Sponsors!!!


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Join us at #SharePint sponsored by K2 at World of Beer of Reston in the Towncenter just across the bridge

Why? To network with fellow SharePoint professionalsWhat? SharePint!!!When? 6:00 PMWhere? World of Beer Reston1888 Explorer StreetReston, VA 20190

Thanks to?K2!


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Customer Focus Technology Focus Core Values We Are Hiring

Federal

Associations

GovCon

Professional Services

Mid-Atlantic

SharePoint

Office 365

Azure

.NET

Business Intelligence

Passionate

Transformational

Humility

Experts

Knowledge Sharing

Growth

SharePoint Farm Admin

Collaboration Specialist


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Agenda

• Speaker bios

• What is an external user?

• What external users can do

• Videos: The “old way” and the “new way”

• Turn sharing on and off

• Manage external users

• How to share content

• Preparing for External Sharing

• External sharing best practices

• External sharing in Yammer


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Speaker Bios

Dean Virag David Snyder


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What Is An External User?

An external user is a person who has been granted access to your SharePoint Online site, but is not a licensed userwithin your organization.

Site

Organization

Site Site Site

Author Vendor Collaboration Partner

Source: https://support.office.com/en-us/article/Manage-external-sharing-for-your-SharePoint-Online-environment-c8a462eb-0723-4b0b-8d0a-70feafe4be85


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What Is An External User?

External users are users who are not employees, contractors, or onsite agents for you or your affiliates.

Site

Organization

Site Site Site

Author Vendor Collaboration Partner

Source: https://support.office.com/en-us/article/Manage-external-sharing-for-your-SharePoint-Online-environment-c8a462eb-0723-4b0b-8d0a-70feafe4be85


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What External Users Can Do

Inherit Office365 features

Based on the permission level that they are assigned

Will be able to see all types of content

Can use Office Web Apps

Source: http://www.slideshare.net/marwan.tarek/share-pointonline-external-users-slideshare


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What External Users Can’t Do


Personal Sites(No OneDrive)

be a Site CollectionAdministrator Search Everything

ChangeOwnPhoto

CompanyNewsFeed

EditOwnProfile

AggregateTasks


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What External Users Can’t Do


Access Site Mailboxes

Access PowerBI

features -

Power View,

Power Pivot,

Quick Explore,

or Timeline Slicer.Use eDiscovery


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Video: The Old Way


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Video: The New Way


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Turn Sharing On And Off

Tenant Level Site Collection Level

SC

Site Site Site

SC

Site Site Site

SC

Site Site Site

SC

Site Site Site

Both of these require Tenant Admin Permissions


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Video Demonstration @ Tenant Level


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Video Demonstration @ Site Collection Level


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Video Demonstration @ Site Collection Level


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How to Manage External Users

Important Issues

• There is no global way to see a list of all the sites to which an external user has access. You need to go to the individual sites to determine whether a specific user has access to it.

• There is also no global way to see a list of all documents that have been shared externally.


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Tenant Admin Video DemonstrationIdentify External Users and Delete


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Site Owner Video DemonstrationView | Withdraw |Resend Invitations


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How to Share Content

Share a Site Send a Linkto a Document

Share a Document


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Share a Site Send a Linkto a Document

Share a Document• Sends user an invitation via email• Requires user to authenticate using

• Existing O365 account• Microsoft Account

(Hotmail, Live.com, outlook.com, Xbox Live)• User is added to a SharePoint Security Group


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Share a Document Send a Linkto a Document

Share a Document• Sends user an invitation via email• Requires user to authenticate using

• Existing O365 account• Microsoft Account

(Hotmail, Live.com, outlook.com, Xbox Live)• User is added to a SharePoint Security Group


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Send a Linkto a Document


Share a Document• Sends user a link to the document.• Can create separate links for edit permissions and read only.• User can forward link to others.


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Share a Document

DemonstrationShare a Site | Share a Doc | Link to a Doc


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Preparing for External Sharing

• Evaluate current external sharing practices.

• Evaluate current business practices that could benefit from external sharing.

• Develop sharing solutions that meet both security requirements and collaboration needs on a case-by-case basis.


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Who

How

Where

Preparing for External Sharing

Which users (owners or members)can externally share?

Allow anonymous access or require authentication?

Enable sharing at tenant level and/or site collection level?Share entire site or just a document?


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External Sharing Best Practices - Tips

• Follow the Principle of least privilege

• Be sure you know the identity of external users before you invite them to your site.

• Create separate permission group(s) for just external users


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External Sharing Best Practices - Tips

• Create separate permission group(s) for just external users

• Create separate site collection for external sharing

• Create a sub-site of your Team site that has unique permissions, and then share only that sub-site with external users.

• Do not use guest links to share documents that are sensitive


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External Sharing in Yammer

Myth: Yammer is only for collaboration within your organization.

Fact: Yammer has many options to include people outside your organization.


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Yammer and Office 365


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Yammer and SharePoint


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Options for collaborating externally on the Home network

• Add guests to your Home network if you are comfortable with external users being part of your organization's social network. To do so, select Admin->User Management->Invite Guests. These users can have email addresses from any domain, but their domain will not be added to the list of authorized domains. You can review a list of invited guests at any time on the Invite Guests page. Note: only Yammer admins may invite guests to the Home network.

• External sharing is configurable for administrators. Go to Admin -> Network -> Configuration. Unchecking this feature means that the Email a File or Email a Note options are disabled for all users. Note: this feature is only available in Yammer Enterprise plans.


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Collaborating on an External network

External networks are used to enable collaboration between members of the Home Network and external parties outside of the organization (e.g., customers, suppliers, partners).

Think of this as similar to creating a separate site collection for external sharing in SharePoint. External users do not see any activity on the Home network.


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Options for Collaborating on an External network

• Decide who can create and join External Networks. In Admin->External Networks, admins can choose whether all users or only admins can create External networks. You can also require Admin approval for members of your Home Network to join other External networks.

• View External Networks by selecting Networks->Browse External networks. This option can be disabled in Admin->External Networks.

• Configure your External Network. In each external network, you can decide whether members or only admins can invite new users in Admin->Configuration. You can also choose to add domains whose users do not require invites to join (for example, your company or a partner company).


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Questions?

• Dean Virag, [email protected]

• David Snyder, [email protected]

mailto:[email protected]

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