1.
The Definitive Guide to
Office 365 External Sharing

2.
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!

3.
The Definitive Guide to Office 365 External Sharing
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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"

4.
The Definitive Guide to Office 365 External Sharing
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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

5.
The Definitive Guide to Office 365 External Sharing
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What you can share
• A complete list
• Lists and Libraries
• Documents
• Folders
• Only documents
vs
Authenticated (external users) Anonymous Guests

6.
The Definitive Guide to Office 365 External Sharing
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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
Authenticated (external users) Anonymous Guests

7.
The Definitive Guide to Office 365 External Sharing
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What kind of sharing
• Exactly the same you have with
your internal users
• View only link
• Edit link
vs
Authenticated (external users) Anonymous Guests

8.
The Definitive Guide to Office 365 External Sharing
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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
Authenticated (external users) Anonymous Guests

9.
Learn More About
the Security Breach
That Happened to Us
Learn More
Don't Make the Same Mistakes We Did!

10.
The Definitive Guide to Office 365 External Sharing
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How to Configure External Sharing
on Office 365
Go to your admin Login
and go to the Settings
menu

11.
The Definitive Guide to Office 365 External Sharing
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How to Configure External Sharing
on Office 365
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

12.
The Definitive Guide to Office 365 External Sharing
Read the Full Article on Sharegate
How to Configure External Sharing
on Office 365
For each Site
Collection, External
Sharing can be set
from the Site Collection
Menu

13.
The Definitive Guide to Office 365 External Sharing
Read the Full Article on Sharegate
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

14.
The Definitive Guide to Office 365 External Sharing
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Learn how to share your content
• 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 :

15.
The Definitive Guide to Office 365 External Sharing
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Learn how to share your content
• 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

16.
The Definitive Guide to Office 365 External Sharing
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Learn how to share your content
• 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

17.
The Definitive Guide to Office 365 External Sharing
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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

18.
The Definitive Guide to Office 365 External Sharing
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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.

19.
The Definitive Guide to Office 365 External Sharing
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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.

20.
Discover How
Make it simple, use
Sharegate to stay in control
of your External Sharing

21.
The Definitive Guide to Office 365 External Sharing
Read the Full Article on Sharegate
Read More:
• Collaborate & Connect with Office 365 (eBook)
• What is Office 365 – The Grand Tour (Webinar)
• 20 MVPs Sharegate Their Thoughts on Office 365

22.
Thank you!