SharePoint External Sharing

sharepointmaven.com @gregoryzelfond
STEP BY STEP GUIDE
SHAREPOINT
EXTERNAL SHARING

sharepointmaven.com @gregoryzelfondsharepointmaven.com @gregoryzelfond
About Me
 Gregory Zelfond
 10+ years of experience with SharePoint
 Huge SharePoint Advocate, blogger
 Love to solve business problems using code-free, out of
the box SharePoint configurations
 Owner of SharePoint Maven (sharepointmaven.com)

About SharePoint Maven
I HELP ORGANIZATIONS TO UNLOCK
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MIGRATION CONSULTING TRAINING

Agenda
– External Sharing Intro
– How to Share a Site
– How to Share a Document or Folder
– External User Experience
– External Sharing Administration
• Configure External Sharing
• Remove External Users

EXTERNAL SHARING
INTRO

Who is an External User in SharePoint?
 User who does not have an Office 365 License, but
who has been given access to a site or document in
your SharePoint environment
 Not an employee of the organization
 Usually a vendor, client, contractor, any 3rd party

What can be shared with an External User?
 Whole SharePoint Site
 Specific Folder
 Specific Document

Who can share externally?
 Site Owner/Administrator
 Any User in the Site Members Group

HOW TO
SHARE A SITE

To Share the whole site
STEP 1
Click Share Button in upper right-hand corner

To Share the whole site, cont’d
STEP 2
Type in the email address of external user. The system will
recognize that it is outside of the organization. Personal message is
optional. Click Share Button

What permission will the external user get?
If shared by Site Owner
(user with Full Control)
 Any permission level can be
assigned by Site Owner (Read,
Contribute, Full Control)
If shared by Site Members
 Same permission level as already
assigned to the Site Members
Group
- Contribute  Contribute
- Read  Read

Difference between external and regular user
Once you share your SharePoint Site with an external user,
there is very little difference between what you can do and
what an external user can do. This means that:
 External Users can:
– Add/Edit/Delete documents, tasks, events, etc.
– Access all SharePoint Site Contents (Pages & Web Parts)
– Setup Alerts
– Share your SharePoint site with other external users
 External Users cannot:
– Have their own OneDrive personal account
– Have their own User Profile/Delve page

What actually happens in the background…
Once you share your site with an External User and
once External User accepts the request and logins, that
user is physically added to the Site Members Group!!!

HOW TO SHARE
A DOCUMENT
OR FOLDER

Sharing Documents
 Sharing Documents & Folders is different from
Sharing Sites
 Same instructions apply to sharing a folder as
to sharing a document

To Share a Document
STEP 1
Click the check box next to document or folder.
Click on ellipsis (3 dots), then Share Button

To Share a Document, cont’d
STEP 2
Type in the email address of an external user. The system will
recognize that email is outside of the organization. Choose
between Can Edit and View drop-down. Click Share Button

Anonymous Links
 Unlike Sites, individual documents can be
shared anonymously (without requiring
external user to login)
 Depends on how SharePoint External Sharing
was configured by your IT Administrators
PLEASE DO NOT SHARE WITH ANONYMOUS LINKS FROM
SHAREPOINT - USE ONEDRIVE FOR THIS INSTEAD!

Once you share your document or folder with an
External User, the user will only get access to the
specific file or folder you shared. User will not be able
to access other files on the site, even in the same
document library. However, if you shared a folder, all of
its contents and subfolders will be shared!!!
 Can Edit – User Can Edit Document Online
 View – User can read/download document, but can’t
edit

EXTERNAL USER
EXPERIENCE

What External User has to do
STEP 1
External User receives an email about site or
document/folder shared. User clicks a link

What External User has to do, cont’d
STEP 2
External User has to choose between authenticating
with Microsoft Account and Organizational Account

Difference between accounts
 Microsoft account
– Any Microsoft domain account (For example:
user@hotmail.com, user@live.com, user@outlook.com)
– You can login with any personal accounts above
 Organizational Account
– Some other Office 365 account
– If you have Company A Office 365 account, you can access
Company B SharePoint sites with your Company A Office
365 credentials (of course if site/documents have been
shared with you)

What an External User has to do, cont’d
STEP 3
External User logs in using account chosen in previous
Step (example below shows Microsoft Account)

No Account? No problem!
 Users can also create an account “on the fly”

CONFIGURE
EXTERNAL SHARING

Here is the fun part…
There are 3 places where you
need to configure External Sharing
 Tenant Level – settings control external sharing for
ALL site collections
 Site Collection Level – settings control external
sharing for specific site collection
 Site Level – settings control (external) sharing for
specific site

Tenant Level
STEP 1
Office 365 Admin Center > External Sharing > Sharing Overview
Switch “Let external people access your sites” On or Off

Tenant Level, cont’d
STEP 2
Office 365 Admin Center > External Sharing > Sites
Allow or disallow anonymous guest links by clicking appropriate radio button

Site Collection Level
STEP 1
Office 365 Admin Center > Admin > SharePoint

Site Collection Level, cont’d
STEP 2
SharePoint Admin Center > Site Collections
Check the box next to the site collection, then click Sharing

Site Collection Level, cont’d
STEP 3
Choose between 3 levels of External Sharing. Click Save

Site Level
STEP 1
Gear Icon > Site Settings

Site Level, cont’d
STEP 2
Users and Permissions > Site permissions

STEP 3
Permissions Tab > Access Request Settings

STEP 4
Make sure corresponding check boxes are checked
Allow members to share the site and individual files and folders
If unchecked – users will not be able to share anything
Allow members to invite others to the site members group
If unchecked – users will be able to share files and folders, but not the whole site

Review Sharing Requests & History
 Site Settings > Access requests and invitations

A piece of wisdom
Best Practice
 Put all your content that is meant for external
sharing in a separate site collection (create new
site collection specifically for external sharing)
 This way you can turn External Sharing OFF at
your Intranet Site Collection and ON at External
Site Collection
 Reference this blog post for more info

REMOVE
EXTERNAL USERS

Once you share your site or
document with an External
User and once External User
accepts the request and
logins, that user gets a
profile in your SharePoint
environment
Account field contains email
address used to access the
sites/documents
Work email field contains
email used to share the
site/document with the
external user

Remove External User from Site
STEP 1
If you shared whole site with external user, remove that user
from the [Members] Security Group

Remove External User from Document or Folder
STEP 2
If you shared individual file or folder with an external user, click
Share > Shared with > STOP SHARING

Remove External User from Site Collection
SITE COLLECTION ADMIN
Add the following string at the end of your Site Collection URL
https://companyname.sharepoint.com/_layouts/15/people.aspx?MembershipGroupId=0
List of all users (internal/external) will be displayed. Remove
users as needed

Remove External User from the Whole Tenant
SITE COLLECTION ADMIN
1. Go to Office 365 Admin Center
2. External Sharing > External Users
3. Remove External User(s)

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THANK YOU!
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