Manage External Users with shareXT & SharePoint Online!

08 Nov 2016 | Sajin Sahadevan

In every organization or business, we need to collaborate with external users who could be your vendors or customers. You have to enable sharing and access for them to effectively collaborate with your organization. Office 365 and SharePoint Online has got the feature for enabling accessing of external users to the intranet portal in different based depending on the requirement.

An external user doesn’t belong to your organization and doesn’t have a SharePoint Online license or O365 subscription. But, it’s mandatory to provide access to your SharePoint Online or site to work. 

These are the external sharing features:-

  1. Turn On/Off external sharing globally for entire Office 365 tenancy that can be done by the System administrator.
  2. Turn On/Off external sharing for individual site collections.
  3. Turn On/Off sharing of sites and documents with authenticated users (Organization/school/Microsoft Account holder)
  4. Turn On/Off sharing documents with guest users using Guest Link feature.

But what if the user is not willing to use a new email or their existing Hotmail ID?

You don't have to worry anymore as we have come up with a great tool, shareXT that handles external users even if they use their personal emails (e.g. gmail, yahoo, AOL, Comcast etc.) or even their company email IDs.

Let's see the above features one by one:-

1. Turn On/Off global sharing for entire Office 365 tenancy, you need to follow below steps:

Go to your SharePoint Online Admin Center page and click on settings

You can find “External Sharing” option by scrolling down the page.

By default, sharing is enabled that be turned off by selecting first option “Don’t allow sharing outside your organization”.'

2. Turn On/Off global sharing for individual site collections, you need to follow below steps:

Go to SharePoint Admin Center screen, click on “Site Collection” link to view all created site collection.

When you will select a site collection using the check box. It will enable commands on Ribbon to perform sharing

Click on “Sharing” button on Ribbon, It will open a new screen for you with options as depicted in below screenshot.

You can choose any of the option to turn On/Off the sharing for this specific Site Collection. That’s it.

 

3. Turn On/Off sharing of sites and documents with authenticated users, you need to follow below steps:

Go the document library or site that you want to share and select that content

Click on (…) button to get the SHARE option, Click on SHARE button

By default, Invite people is selected. Provide the authenticate user details and select the access permission to view/edit

Click on share button to finish. Finally, user will be receiving a mail with file details.

4. Turn On/Off sharing documents with guest users using Guest Link feature. You need to follow below steps:

Go to the document library from which you want to share a document with external user

Click on (…) button to get the SHARE option, Click on SHARE button

Click on Get a link option on left panel of the screen

Copy the link from the Text box to enable anonymous users.

Please note that only single documents can be shared at a time with guest/anonymous users using this approach.

So, we have seen all the case to share site collections, sites, documents etc. with external users.

So how shareXT is going to benefit your organization?

1. shareXT helps you to share your intranet content outside your firewall without worrying about security implications.

2. shareXT’s unique Microsoft Azure based security architecture allows companies to easily create Microsoft accounts for external users.

3. Manage access for large numbers of external users with ease.