How to enable SharePoint External Sharing! | Can SharePoint be shared externally?
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- Опубліковано 7 лип 2024
- Welcome to our tutorial on how to enable external sharing in SharePoint. SharePoint is a powerful collaboration platform that allows users to create, manage, and share content with others. With external sharing, you can extend the reach of your SharePoint content beyond your organization and collaborate with external partners, customers, or vendors. In this video, we will walk you through the process of enabling external sharing in SharePoint and answer some of the most frequently asked questions about this feature.
In this video we will not only answer the question can SharePoint be shared externally but we will show you how to achieve it.
To enable external sharing in SharePoint, you will need to have admin privileges to your Microsoft 365 tenant. Here are the steps to follow:
Step 1: Go to office.com
Open your web browser and go to office.com. Sign in with your Microsoft 365 credentials, and you will be directed to the Microsoft 365 home page.
Step 2: Click on the admin button to go to Microsoft 365 admin centre
On the Microsoft 365 home page, click on the "Admin" button located at the top right corner of the page. This will take you to the Microsoft 365 admin center.
Step 3: Select to see all admin centers
In the Microsoft 365 admin center, select the "Show all" link on the left-hand side of the screen. This will reveal a list of all the admin centers available in your Microsoft 365 tenant.
Step 4: Select the SharePoint admin center
From the list of admin centers, select the "SharePoint" admin center. This will take you to the SharePoint admin center.
Step 5: Click on the sharing tab under policies
Once you are in the SharePoint admin center, click on the "policies" tab located on the left-hand side of the screen. This will reveal a list of sharing policies that you can configure.
Step 6: Adjust the sliders of SharePoint to Anyone for full external access
To enable external sharing, you will need to adjust the sliders of the "SharePoint" policy to "Anyone" for full external access. You can also choose to limit external sharing to specific domains or allow only authenticated external users.
Step 7: Click save at the bottom
Once you have configured your sharing policy, click on the "Save" button at the bottom of the page to apply the changes.
Step 8: Go back to active sites
After you have enabled external sharing for your SharePoint tenant, you can go back to the active sites section of the SharePoint admin center to enable external sharing for specific SharePoint sites.
Step 9: Find the site in search you wish to enable for external sharing
To find the SharePoint site that you want to enable external sharing for, use the search bar at the top of the page to search for the site by name.
Step 10: Select the site and click the sharing button at the top
Once you have found the SharePoint site, select it from the search results and click on the "Sharing" button located at the top of the page.
Step 11: Then select Anyone (or other external sharing setting) from the pop out
From the "Sharing" dialog box, you can choose to share the site with anyone or specific external users. You can also set permissions for external users to view or edit the site.
Step 12: Click save
After you have configured your sharing settings for the SharePoint site, click on the "Save" button to apply the changes.
That's it! You have successfully enabled external sharing in SharePoint and shared a SharePoint site with external users.
You might be wondering what is SharePoint external sharing. I will show you how to share both a SharePoint site and an individual document to external parties outside of your organisation.
Often people wonder is SharePoint external sharing secure and I can ensure you that it is when done correctly.
If you are concerned by documents falling into the wrong hands, I would suggest using the share with existing guests only policy explored in this SharePoint tutorial.
Creating these external sharing SharePoint sites with external users is referred to as an Extranet.
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00:00 SharePoint External Sharing Explained
01:00 Accessing the SharePoint Admin Centre
01:45 SharePoint Policies Explained
03:00 How to create guest users in Microsoft 365
04:35 Different types of Sharing Policies
07:40 Enable a site for external access
09:10 Example of a site external sharing - Наука та технологія
Thank you so much! Took me days to look for this! Thank you!
You are more than welcome 🙏
Thank you it was really helpful.
You are welcome my friend 👍
Very well explained
Thank you! 🙏
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Thanks!
Thank you ever so much for the super thanks donation!! It is really appreciated! Thank you 🙏
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Share just documents (entire folder structure) vs individual files? Great video, thank you! Can you share just the documents folder, files, subfolders and their files? Thank you!
You can share just a file or an entire folder 👍
Thank you. I have a question though. can that person sync the folder or site to his PC?
Yes 🙌
Hi Dougie. How about creating unlicensed user IDs for the guest users. Please let us know if you found any limitations. Thanks
Yes you can create guest accounts for external users! This gives more control than just blind sharing! 😃
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If you add a user by typing their e-mail when sharing a Site from the Site, is that creating the same guest account in Azure? Or just sending them a link to go create an account if they don't use O365?
The latter 👍
Hey Dougie, I'm guessing this only works for a "communication site"? is there a way to share, or add external MEMBERS-not guest to a team site?
Hey, you would share with with them in the same way 👍
You have a Team site instead of a communication site.
Instead you need to:
Click cog top of page ⚙️
Click site permissions
Click add members
Click share site only
Then add user email
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Hi Dougie, a good video, thanks. Out of interest, do organisations build a brand new seperate site that external and internal people can get to? Or do they stick with their existing site and just share the documents they wish to share externally? My concern about the latter option, is that often site owners often don't get the SharePoint permissions thing at all ! I would be interested in your views. Sorry for such a convoluted message, just couldnt think of another way of describing it. Thanks.
Hi Sally,
From my experience organisations will have a completely separate site(s) for external use.
Often with very obvious names to outline they are for external sharing.
This is to mitigate the chances of someone accidentally sharing something they shouldn’t.
Having an internal and external set of documents on the same site is asking for trouble for the reasons you described.
@Dougie_Wood Thanks @dougie_wood, such a relief to hear this. It was my gut instinct. Great videos, thanks
Some materials are open to both internal and external users. If separating sites, would that mean we need to duplicate a set of content for external site users to access them? Thanks a lot!
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Is there a non powershell way to set the site level sharing settings to Anyone or New and Existing guests by default once External Sharing has been enabled? There is bulk edit but it has some limitation on how many it can bulk edit.
Yes, you need to do this through the SharePoint admin centre 👍
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Does this setting also affect the user's OneDrive business? If you set the external settings specifically for one site which is a group of people in it?
Yes
Thanks very much! @@Dougie_Wood
Hi wondering if you can help?
I have added a guest user to Azure but it isn't giving me the option to then invite him to the site?
Any Ideas?
Thanks
You need to enable external sharing on the site
If you want professional help doing this then contact
Www.valto.co.uk/DW
Hi Dougie. This has been very informative. One question if I may. I have one site and want to create additional pages accessible to my external partners. They will only have access to their particular pages. Is this something that is possible rather than creating many additional sites?
Technically it could be possible but it would very granular and admin heavy to manage. I would strongly suggest you use separate sites which will mitigate you accidentally sharing something you shouldn’t have.
@@Dougie_Wood Thank you. I have over 20 external partners I want to provide access to just their particular content/info without them seeing anyone else’s. So it seems that this would be easier to set up a hub site with client sites subordinate to it?
@@Ackie4966 that is how I would set it up. That way you can put generic information relevant to everyone on the hub site and then partner specific information on just their dedicated site. You can always roll up content such as news/events/docs from the partner sites to the Hub because SharePoint will only show content to those that have access.
So content on the Hub homepage will be different for each of the partners.
@@Dougie_Wood Many thanks for you time and advice. Will try this going forward. 👍
@@Ackie4966 you are more than welcome, always happy to offer advice if you have any questions just comment on my videos 👍
when you share the site, is this creating a Guest account via Invitation in Azure? And if so, is that going to require that recipient to create a password?
No, to do that you would need to create a guest account from within Azure 👍
@@Dougie_Wood So when you share a Site to an external user who doesn't use O365, how do they access the site? Won't they be prompted for a login?
any reason why i wouldnt have share option in the top right hand side. i have following and 11 members but no share option? i need to share it to an external tenant for a few users to access 2 sharepoint sites.
You have a Team site instead of a communication site.
Instead you need to:
Click cog top of page ⚙️
Click site permissions
Click add members
Click share site only
Then add user email
Hope that helps 👍
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How does external identities relate to these settings. They do conflict or overlap with these settings. Pretty confused. Pls advice
So you can have external identities and then bring those people in as external users to SharePoint or you can open up the external users to be completely anonymous
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We tried the sharing of an OneDrive Folder. When the receiver doesn't have a Microsoft 365 Business account, one can't integrate the file/folder in one's OneDrive. The MS Support told us to use Azure for that.... Maybe you have a video on this as well?
I’m not sure I understand your question fully, the receiver should be able to open/download the document regardless.
Not sure what you mean by integrate
@@Dougie_Wood Yes, the receiver will be able to up- and download from and to the folder, but he can access the folder not in his own OneDrive. He will get a Link, clicking the link will open a NEW OneDrive (then you have 2 OneDrive sessions on your computer, one is your own where you see all your files, and one where you only see the shared stuff). So one can not see the file/folder in one's own online OneDrive, nor in the OneDrive folder on the hard drive.
When opening the (Excel) file (in desktop app), one can not see that another person has it open (no collaboration feature)
I followed this video and it didn't work, so I called Microsoft. They say you can't allow external users to have access to a Sharepoint site unless you add their email address. Has this changed since you made the video? I have a Communications site.
Someone needs to have a either a Microsoft Account (Free account) or Work/School account to be able to access a SharePoint site.
Yes even with all these steps my communication site cannot be shared with an "anyone" anonymous link. The option is still completely grayed out for me. According to Microsoft, they have default sharing settings. Mine cannot seem to allow external sharing unless its onedrive files/folders learn.microsoft.com/en-US/sharepoint/change-external-sharing-site?WT.mc_id=365AdminCSH_inproduct#default-site-sharing-settings
Hi Dougie, I'm struggling so I hope you can help me :) What about if the link of an extranet site is displayed via a QR code? in this case, will anyone who scans the QR code be able to access the SharePoint site without further need of authenticate? Background: My company has created 4 microsoft form to obtain feedback from depot employees (not part of my company) we would like to build an extranet site, link it to a QR code and then hang it on the depots, so employees can scan it go to the sharepoint site and then click on one of the 4 forms displayed on that sharepoint site.
If the bar code is based on what it is shared with an anonymous link then yes 👍
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i basically need to do the same thing, allow anyone with the QR code to access a site that has a link to a form and documents without needing a password or log in. Did you figure this out? Specifically I need to be to have contractors scan a qr code to access the site to submit a damage/missing items report if needed and a document page for installation guides (pdfs).
Hey Doug, my external user doesn't receive the invitation althoug O have tried sending the linkwhich works but we need external users to get the invite.
Have they checked their junk / spam folder?
@@Dougie_Wood I would check that, what if it is not showing there?
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When I share a folder with external users from Sharepoint it will work for some and not for others. Or the link works at first and then stops working after a few days. I have content sharing set to "anyone" and "anyone with the link" and anyone can edit." I have no expiration date. Questions: 1. If I want to update files in a particular shared folder so that external users can check back repeatedly to get the latest updates to files, do I have to re-share the link with the external users every time there is an update? 2. If I add new external users to the same shared folder does that change the previous link I already shared with existing external users? The link "path" appears to be different every time I share it. The work flow I'm looking for is to share my files in one location such that external users can access daily updates without having to re-send them a new link every time something changes. Please advise. Thanks.
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Hello,Dougie.Is it possible for another user outside the organization to access a particular list through the MS LISTS application ,though I have added him to the SharePoint group by employing the same methods described in the above video,he is not able to view a particular list the MS Lists app,while the same list is accesible through SharePoint,the reason is being his dislike towards SharePoint interface,he prefers MS Lists,Is there a way?
I do not believe this is possible as Lists is an internal facing interface 👍
@@Dougie_Wood oh right,thanks
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What of I want to share a site page to the public not to a particular email address
Hi John, you can share with an anonymous sharing link if you wanted to do this!
is there a way to set the sharing default or a way to set it so someone who's creating a Sharepoint(end user not admin) to be able to set it for Anyone with a link access?
Yes, you can do that from the admin centre 👍
@@Dougie_Wood I’ve been scouring am I just over looking it? We have one where we want them to be able to set it so anyone can view their share point site without having to do it every time from admin center
The option “share link to anyone” is not possible for Sharepoint Site and Page, right? I did all the settings and the option is still greyed out for sharing the link of the SP site to anyone.
So anonymous users can’t receive a link to the site unless we invite them, right?
It must be enabled in SharePoint admin centre first by your IT admin
I can access admin center. The issue is that external users need to log in with microsoft account, correct? So, anonymous users won’t be able to get access to SP site or page at all.
Hi Dougie....great vid. If External Sharing is set to Anyone at the tenant level, I am concerned this will become the default for new sites my users create. I want the default to remain "New and Existing Guest" at the site level, and manually enable Anyone links only if I approve. Can this be done?
What you are setting at the top level is the maximum you’d allow but not the default. You’d still need to go and enable new sites for external sharing 👍
@@Dougie_Wood Fantastic!!! thanks for the quick response!
@@influenza99 you are welcome 👍
I don't have that share option in the right corner??
same problem, no "share" link
What do you see instead?
@@Dougie_Wood mine only has "public group; Following & members". Most of my sites are teams though. After watching your video was able to change settings & only the communication sites got a share tab up top right
You have a Team site instead of a communication site.
Instead you need to:
Click cog top of page ⚙️
Click site permissions
Click add members
Click share site only
Then add user email
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Christ, you need an MBA in Office 365 to figure out this shit
There is years of experience required for becoming a SharePoint expert, i am to make my videos as straight forward as possible to follow, hope you found it helpful 👍
its a fcking joke......no one knows how to use it. I have spent years trying to learn and I still don't have a clue. They literally need to clean house with the Sharepoint team at Microsoft.
@@therealjohnshelburne I abandoned learning all this garbage and just setup a Synology NAS instead. Problem solved!
Mine is still showing that your organisation dont allow to share
You need to enable it at the SharePoint admin centre level
@@Dougie_Wood can you guide me steps
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