sharing nicely with others - external sharing in sharepoint online
DESCRIPTION
In this presentation, viewers will learn the following topics about sharing with external users: 1. What can be shared. 2. How to allow for external sharing. 3. How to share content. 4. How to manage shared users 5. Things to watch out forTRANSCRIPT
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Sharing Nicely
With Others
External Sharing in SharePoint Online
Request Site Sharing:
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Housekeeping…
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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
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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
Source: http://www.slideshare.net/marwan.tarek/share-pointonline-external-users-slideshare
Personal Sites(No OneDrive)
be a Site CollectionAdministrator Search Everything
ChangeOwnPhoto
CompanyNewsFeed
EditOwnProfile
AggregateTasks
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What External Users Can’t Do
Source: http://www.slideshare.net/marwan.tarek/share-pointonline-external-users-slideshare
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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Turn Sharing On And Off
Video Demonstration @ Tenant Level
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Turn Sharing On And Off
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Turn Sharing On And Off
Video Demonstration @ Site Collection Level
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Turn Sharing On And Off
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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How to Manage External Users
Tenant Admin Video DemonstrationIdentify External Users and Delete
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How to Manage External Users
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How to Manage External Users
Site Owner Video DemonstrationView | Withdraw |Resend Invitations
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How to Manage External Users
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How to Share Content
Share a Site Send a Linkto a Document
Share a Document
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How to Share Content
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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How to Share Content
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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How to Share Content
Send a Linkto a Document
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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How to Share Content
Send a Linkto a Document
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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External Sharing in Yammer
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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External Sharing in Yammer
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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External Sharing in Yammer
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]