The document discusses external sharing in SharePoint Online and Yammer. It provides information on what external users are and what they can/cannot do. It demonstrates how to turn sharing on/off at the tenant and site collection level, manage external users, and share content. It also covers best practices for external sharing and options for collaborating externally in Yammer, including using external networks.
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Sharing Nicely with Others - External Sharing in SharePoint Online
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Sharing Nicely
With Others
External Sharing in SharePoint Online
Request Site Sharing:
SMO-ExternalSharing@xgility.com
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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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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 professionals
What? SharePint!!!
When? 6:00 PM
Where?
World of Beer Reston
1888 Explorer Street
Reston, 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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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 user
within your organization.
Organization
Site
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.
Organization
Site
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 Office
365 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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Edit
Own
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Aggregate
Tasks
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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)
Change
Own
Photo
Company
News
Feed
be a Site Collection
Administrator Search Everything
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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,
Use eDiscovery or Timeline Slicer.
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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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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 Demonstration
Identify External Users and Delete
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How to Manage External Users
Site Owner Video Demonstration
View | Withdraw |Resend Invitations
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How to Share Content
Share a Site Send a Link
to a Document
Share a Document
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How to Share Content
• Sends user an invitation via email
• Requires user to authenticate using
Share a Site Send a Link
to a Document
Share a Document
• 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
• Sends user an invitation via email
• Requires user to authenticate using
Share a Document Send a Link
to a Document
Share a Document
• Existing O365 account
• Microsoft Account
(Hotmail, Live.com, outlook.com, Xbox Live)
• User is added to a SharePoint Security Group
28. • 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 Link
to a Document
Send a Link
to a Document
Share a Document
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How to Share Content
Send a Link
to a Document
Share a Document
Demonstration
Share 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.
31. Enable sharing at tenant level and/or site collection level?
Share entire site or just a document?
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Preparing for External Sharing
Who
Where
How
Which users (owners or members)
can externally share?
Allow anonymous access or require authentication?
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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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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, dvirag@xgility.com
• David Snyder, dsnyder@xgility.com
Editor's Notes
Dean: I moved Yammer to the end (and moved slides as well) - David
When you share a site with external users, you send them an invitation that they can use to log in to your site. You can send this invitation to any email address. When the recipient accepts the invitation, they log in using either a Microsoft account or an Office 365 user ID. When you share a site, you can select the type of permissions you want that person to have on the site.
David talk about Scenarios at ASCD.
Essentially, an external user is anyone accessing the site or its content who is not an Active User in the Office 365 Admin module.
You need to be a Tenant Administrator to Turn External Sharing on and off at the Tenant level. I have a recording that demonstrates this process.
You need to be a Tenant Administrator to Turn External Sharing on and off at the Site Collection level. I have a recording that demonstrates this process.
You need to be a Tenant Administrator to Turn External Sharing on and off at the Site Collection level. I have a recording that demonstrates this process.
How you Share content depends on what you are sharing. You can share an entire site or just a single document.
Share a Document Note: If you don’t select the Require sign-in check box, the email will contain an anonymous guest link to the document. Anonymous guest links could potentially be forwarded or shared with other people, who might also be able to view or edit the content without signing in.
Who alone: if no external sharing is allowed anywhere across the tenant.
Where alone: every site collection (or none)
How: only authentication (sites/docs) or anon (docs)
Discuss how Yammer is increasingly integrated with SharePoint and other Office 365 apps. You can use the Yammer App Part to embed Yammer group feeds into team sites. Some users can already add Yammer comments inside Office Online documents which live in SharePoint sites, and have the comments appear in a Yammer group feed.
Why are we talking about Yammer? Yammer is increasingly integrated with Office 365 and therefore Sharepoint. The three steps: Yammer App (discuss groups), Yammer in the Office 365 ribbon. Yammer Office Web Apps Integration.
Document conversations "ready" in Yammer. Replacing social features/tags and notes in SP. Comment on document in SP doc library right in Yammer and post in the appropriate group (for your team).
The "Home" network is Yammer's way of describing the default network which limits access to users with emails in the company's domain. This is the defining characteristic of Yammer and its differentiator from Facebook et al. However, Yammer has opted to allow admins to invite "guests".
David will show demo of external network (DemoANA or new one)