Join Sharon Bennett for an in-depth discussion in this video How to use the exercise files, part of Office 365: Provision SharePoint Online Site Collections.
- [Instructor] So far we've covered sharing site collections from the administrative point of view. Now we will examine the process from the user perspective. You need to be a site owner, or have full control permissions to share with external users. I am currently in the Office 365 Demo site collection. I have a few files here, most of them are related to coffee. I wanna go ahead and share out the file, secret files. To do so I'm gonna highlight the file, and then click share.
You will notice that this file has already been shared with Watson, the Office 365 admin, and Lucy. I'm now going to share with Sherlock. I can choose the permission level for Sherlock. He can edit the file, or he can just view it. I'm gonna give him view permission only. All that is left to do is click share. To share files with an external user, the process is going to be very similar. Highlight the file, click share, enter the email of the external user.
I have a dummy account set up for this. We are immediately informed that this account is outside of our organization. As before, I can allow this user to edit or view. They can go ahead and view. If I did not require that user to sign in, I would uncheck this box. Go ahead, click share. And finally, I wanna share agenda, but in this case I'm gonna use an anonymous link, therefore external users do not need to sign in to be able to access these documents.
The process is very similar to what we've already done. Select the document, click share, click get link, choose the link type for these anonymous users. Because they're anonymous users and I probably don't want them making changes to my data, I'm gonna go ahead and select view link, but no sign in required. My link is gonna expire in 30 days because that's what I set up as default in the administrative portal.
I may only want this link active for five days. Click save. This link can now be shared to anonymous users. You could do this through email, you could do this through social media, or even instant messaging. Before sending out anonymous links, there are some rules that you do need to be aware of. First of all, if your document has information rights management applied to it, that document will be unshareable using anonymous links.
Anonymous links can be forwarded. That means if you sent an anonymous link via an email, the end user could then forward that email to somebody else. That third person could then access your documentation. Anonymous links can only view the data online. The files cannot be opened with Office desktop apps. If we wanna see who has access to our files, again we're gonna select the file, click share, and then click shared with.
And we will see here that secret files is shared with Watson, Sherlock, Office 365 Admin, and one more. Or we can scroll down the list. And finally, users who wish to access your files and folders, they can request access. This should be enabled by default. To ensure that the access request is turned on, click on the settings clog, then site settings, site permissions, and then access request settings.
In our demo it is already turned on, but I would like Lucy to be able to manage this. Now when someone requests access to a file, Lucy will be notified of that. Click OK. As you have seen, having your users share files is a very easy process.
- Configuring site collections
- Managing access of internal and external users
- Sharing data
- Adding site collection admins
- Assigning resources
- Configuring Yammer and Office 365 groups
- Accessing files across multiple client devices
- Migrating files to OneDrive for Business
- Implementing enterprise eDiscovery
- Configuring data loss protection