SharePoint (Classic Sites) - Granting access to the SharePoint site to someone outside the company Tutorial
In this video, you will learn about granting access to the SharePoint site to someone outside the company.
The video covers the process of adding external members to your SharePoint site and the different permission levels you can assign to them.
This will help you effectively manage access and collaboration with external colleagues while ensuring security.
- 3:46
- 2951 views
-
SharePoint (Classic Sites) - Restricting a document to read-only mode (Extract a document)
- 2:05
- Viewed 2639 times
-
SharePoint (Classic Sites) - Sharing a folder or document with someone outside the company
- 3:44
- Viewed 2670 times
-
SharePoint (Classic Sites) - Targeting content using a specific audience
- 3:35
- Viewed 2726 times
-
SharePoint (Classic Sites) - Recovering deleted items (Recycle bin and Second-stage recycle bin)
- 2:18
- Viewed 4270 times
-
SharePoint (Classic Sites) - Checking the granted shares
- 2:27
- Viewed 2667 times
-
Teams - Restrict a document to reading only
- 1:03
- Viewed 3015 times
-
SharePoint (Classic Sites) - Restoring an earlier version of your document
- 1:50
- Viewed 2870 times
-
Teams - Create and manage team channel
- 1:51
- Viewed 3206 times
-
Protect a document shared by password
- 1:41
- Viewed 8997 times
-
How do I prevent the transfer of an email?
- 2:07
- Viewed 6529 times
-
Recovering deleted items (Recycle bin and Second-stage recycle bin)
- 2:18
- Viewed 4270 times
-
How do I block a sender?
- 1:01
- Viewed 3239 times
-
Create and manage team channel
- 1:51
- Viewed 3206 times
-
How do I share a document securely with Outlook?
- 1:49
- Viewed 3174 times
-
Do I share with OneDrive, SharePoint, or TEAMS?
- 2:24
- Viewed 3131 times
-
Manage permissions
- 1:10
- Viewed 3016 times
-
Restrict a document to reading only
- 1:03
- Viewed 3015 times
-
Restrict a folder/document to certain members of your team
- 1:49
- Viewed 2942 times
-
Restoring an earlier version of your document
- 1:50
- Viewed 2870 times
-
How do I recognize a fraudulent email?
- 2:01
- Viewed 2743 times
-
Creating a personalized permission level
- 2:46
- Viewed 2738 times
-
Targeting content using a specific audience
- 3:35
- Viewed 2726 times
-
Understanding the different types and roles of team sites in SharePoint
- 3:05
- Viewed 2684 times
-
Sharing a folder or document with someone outside the company
- 3:44
- Viewed 2670 times
-
Checking the granted shares
- 2:27
- Viewed 2667 times
-
Restricting a document to read-only mode (Extract a document)
- 2:05
- Viewed 2639 times
-
How to protect an email by encryption?
- 2:41
- Viewed 2589 times
-
Creating a permission group
- 3:53
- Viewed 2556 times
-
General security practices in Outlook
- 1:03
- Viewed 2383 times
-
Ensure data security during a Teams meeting
- 1:48
- Viewed 2312 times
-
Manage permissions
- 1:03
- Viewed 1463 times
-
Understand and Secure Information Sharing in Instant Messaging
- 2:38
- Viewed 937 times
-
Manage Privacy in Private Channels
- 2:34
- Viewed 705 times
-
Restrict a Document to Certain Team Members
- 1:50
- Viewed 704 times
-
Secure a Shared Document with a Password
- 1:28
- Viewed 690 times
-
Secure Teams Upon Creation
- 2:57
- Viewed 671 times
-
Restrict a Document to Read-Only
- 0:58
- Viewed 658 times
-
Protect My Document with a Password and Expiration Date
- 01:02
- Viewed 252 times
-
Best Security Practices on OneDrive
- 01:27
- Viewed 243 times
-
Modify Sharing Rules
- 00:53
- Viewed 243 times
-
Restore Your OneDrive Space
- 01:42
- Viewed 237 times
-
Check Granted Shares
- 00:48
- Viewed 232 times
-
Avoid Abusive Document Sharing
- 00:57
- Viewed 218 times
-
Recover deleted items
- 01:09
- Viewed 151 times
-
Block a sender
- 01:54
- Viewed 92 times
-
Recall or replace an e-mail message
- 01:45
- Viewed 82 times
-
Prevent the forwarding of an email
- 01:01
- Viewed 78 times
-
Share a document securely with Outlook
- 02:21
- Viewed 67 times
-
Identify a fraudulent email
- 02:06
- Viewed 64 times
-
Protect an email by encrypting
- 01:10
- Viewed 61 times
-
Prevent transfer for a meeting
- 01:19
- Viewed 59 times
-
Provide an overview of best security practices in Outlook
- 01:08
- Viewed 54 times
-
Concept of Multi-Factor Authentication
- 01:51
- Viewed 45 times
-
Guide to Using the Microsoft Authenticator App
- 01:47
- Viewed 36 times
-
Turn on Multi-Factor Authentication in the Admin Section
- 02:07
- Viewed 33 times
-
Manual Activation of Multi-Factor Authentication
- 01:40
- Viewed 23 times
-
Interact with a web page with Copilot
- 00:36
- Viewed 0 times
-
Create an image with Copilot
- 00:42
- Viewed 1 times
-
Summarize a PDF with Copilot
- 00:41
- Viewed 0 times
-
Analyze your documents with Copilot
- 01:15
- Viewed 0 times
-
Chat with Copilot
- 00:50
- Viewed 0 times
-
Particularities of Personal and Professional Copilot Accounts
- 00:40
- Viewed 1 times
-
Data Privacy in Copilot
- 00:43
- Viewed 0 times
-
Access Copilot
- 00:25
- Viewed 1 times
-
Use a Copilot Agent
- 01:24
- Viewed 22 times
-
Modify with Pages
- 01:20
- Viewed 22 times
-
Generate and manipulate an image in Word
- 01:19
- Viewed 34 times
-
Create Outlook rules with Copilot
- 01:12
- Viewed 22 times
-
Generate the email for the recipient
- 00:44
- Viewed 27 times
-
Action Function
- 04:18
- Viewed 22 times
-
Search Function
- 03:42
- Viewed 34 times
-
Date and Time Function
- 02:53
- Viewed 24 times
-
Logical Function
- 03:14
- Viewed 46 times
-
Text Function
- 03:25
- Viewed 32 times
-
Basic Function
- 02:35
- Viewed 21 times
-
Categories of Functions in Power FX
- 01:51
- Viewed 35 times
-
Introduction to Power Fx
- 01:09
- Viewed 27 times
-
The New Calendar
- 03:14
- Viewed 51 times
-
Sections
- 02:34
- Viewed 27 times
-
Customizing Views
- 03:25
- Viewed 23 times
-
Introduction to the New Features of Microsoft Teams
- 00:47
- Viewed 50 times
-
Guide to Using the Microsoft Authenticator App
- 01:47
- Viewed 36 times
-
Turn on Multi-Factor Authentication in the Admin Section
- 02:07
- Viewed 33 times
-
Manual Activation of Multi-Factor Authentication
- 01:40
- Viewed 23 times
-
Concept of Multi-Factor Authentication
- 01:51
- Viewed 45 times
-
Use the narrative Builder
- 01:31
- Viewed 48 times
-
Microsoft Copilot Academy
- 00:42
- Viewed 43 times
-
Connect Copilot to a third party app
- 01:11
- Viewed 46 times
-
Share a document with copilot
- 00:36
- Viewed 40 times
-
Configurate a page with copilot
- 01:47
- Viewed 53 times
-
Use Copilot with Right-Click
- 01:45
- Viewed 86 times
-
Draft a Service Memo with Copilot
- 02:21
- Viewed 73 times
-
Extract Invoice Data and Generate a Pivot Table
- 02:34
- Viewed 76 times
-
Summarize Discussions and Schedule a Meeting Slot
- 02:25
- Viewed 113 times
-
Formulate a Request for Pricing Conditions via Email
- 02:20
- Viewed 127 times
-
Analyze a Supply Catalog Based on Needs and Budget
- 02:52
- Viewed 127 times
-
Retrieve Data from a Web Page and Include it in Excel
- 04:35
- Viewed 169 times
-
Create a Desktop Flow with Power Automate from a Template
- 03:12
- Viewed 124 times
-
Understand the Specifics and Requirements of Desktop Flows
- 02:44
- Viewed 57 times
-
Dropbox: Create a SAS Exchange Between SharePoint and Another Storage Service
- 03:34
- Viewed 140 times
-
Excel: List Files from a Channel in an Excel Workbook with Power Automate
- 04:51
- Viewed 66 times
-
Excel: Link Excel Scripts and Power Automate Flows
- 03:22
- Viewed 69 times
-
SharePoint: Link Microsoft Forms and Lists in a Power Automate Flow
- 04:43
- Viewed 180 times
-
SharePoint: Automate File Movement to an Archive Library
- 05:20
- Viewed 51 times
-
Share Power Automate Flows
- 02:20
- Viewed 54 times
-
Manipulate Dynamic Content with Power FX
- 03:59
- Viewed 59 times
-
Leverage Variables with Power FX in Power Automate
- 03:28
- Viewed 57 times
-
Understand the Concept of Variables and Loops in Power Automate
- 03:55
- Viewed 59 times
-
Add Conditional “Switch” Actions in Power Automate
- 03:58
- Viewed 80 times
-
Add Conditional “IF” Actions in Power Automate
- 03:06
- Viewed 54 times
-
Create an Approval Flow with Power Automate
- 03:10
- Viewed 132 times
-
Create a Scheduled Flow with Power Automate
- 01:29
- Viewed 169 times
-
Create an Instant Flow with Power Automate
- 02:18
- Viewed 112 times
-
Create an Automated Flow with Power Automate
- 03:28
- Viewed 107 times
-
Create a Simple Flow with AI Copilot
- 04:31
- Viewed 82 times
-
Create a Flow Based on a Template with Power Automate
- 03:20
- Viewed 57 times
-
Discover the “Build Space”
- 02:26
- Viewed 49 times
-
The Power Automate Mobile App
- 01:39
- Viewed 48 times
-
Familiarize Yourself with the Different Types of Flows
- 01:37
- Viewed 64 times
-
Understand the Steps to Create a Power Automate Flow
- 01:51
- Viewed 61 times
-
Discover the Power Automate Home Interface
- 02:51
- Viewed 51 times
-
Access Power Automate for the Web
- 01:25
- Viewed 68 times
-
Understand the Benefits of Power Automate
- 01:30
- Viewed 66 times
-
Add a third-party application
- 02:40
- Viewed 91 times
-
Send a survey or questionnaire by email
- 02:06
- Viewed 82 times
-
Collaborate directly during an event with Microsoft Loop and Outlook
- 02:01
- Viewed 81 times
-
Create a collaborative email with Microsoft Loop and Outlook
- 02:30
- Viewed 72 times
-
Streamline Note-Taking with OneNote and Outlook
- 01:03
- Viewed 59 times
-
Create your reservation page for appointment booking (Bookings)
- 03:17
- Viewed 99 times
-
Share a document securely with Outlook
- 02:21
- Viewed 67 times
-
Block a sender
- 01:54
- Viewed 92 times
-
Identify a fraudulent email
- 02:06
- Viewed 64 times
-
Prevent transfer for a meeting
- 01:19
- Viewed 59 times
-
Prevent the forwarding of an email
- 01:01
- Viewed 78 times
-
Protect an email by encrypting
- 01:10
- Viewed 61 times
-
Provide an overview of best security practices in Outlook
- 01:08
- Viewed 54 times
-
Recover deleted items
- 01:09
- Viewed 151 times
-
Recall or replace an e-mail message
- 01:45
- Viewed 82 times
-
Respond to invitations as a delegate
- 02:55
- Viewed 54 times
-
Use a Shared Mailbox
- 01:18
- Viewed 89 times
-
Create and Manage Appointments in Delegated Calendars
- 02:04
- Viewed 67 times
-
Send Emails on Behalf of Someone Else
- 01:13
- Viewed 86 times
-
Mailbox Delegation Setup
- 01:59
- Viewed 55 times
-
Calendar Delegation Setup
- 01:21
- Viewed 83 times
-
Grant delegate access in Microsoft 365 administration
- 01:23
- Viewed 147 times
-
Make changes to a text
- 01:05
- Viewed 82 times
-
Consult the adoption of Copilot through Viva Insights
- 00:52
- Viewed 75 times
-
Search from emails with Copilot
- 00:53
- Viewed 344 times
-
Using Copilot in OneNote with Right-Click
- 01:21
- Viewed 67 times
-
Organizing OneNote with Copilot
- 00:46
- Viewed 87 times
-
Tracking changes in a Loop page with Copilot
- 01:16
- Viewed 75 times
-
Summarizing a Loop Page with Copilot
- 00:55
- Viewed 65 times
-
Generating Loop Content with Copilot
- 01:18
- Viewed 64 times
-
Send invitations or reminders with Copilot
- 00:53
- Viewed 104 times
-
Generate formulas from a concept
- 01:02
- Viewed 66 times
-
Analyzing a OneDrive file with Copilot
- 01:25
- Viewed 88 times
-
Analyzing multiple OneDrive documents with Copilot
- 01:01
- Viewed 101 times
-
Use the Meeting Dashboard
- 02:48
- Viewed 131 times
-
Respond to a Meeting Poll
- 01:30
- Viewed 91 times
-
Create a Meeting Poll
- 02:48
- Viewed 85 times
-
Display Three Time Zones
- 01:52
- Viewed 57 times
-
View Other Calendars
- 00:50
- Viewed 81 times
-
Open a Shared Calendar
- 01:29
- Viewed 84 times
-
Share Your Calendar
- 01:54
- Viewed 84 times
-
Use the Scheduling Assistant
- 01:42
- Viewed 68 times
-
Use the Immersive Reader Feature
- 01:33
- Viewed 64 times
-
Dictate Your Email to Outlook
- 01:35
- Viewed 63 times
-
Translate Emails in Outlook
- 01:32
- Viewed 75 times
-
Make Your Outlook Signature Accessible
- 01:12
- Viewed 61 times
-
Add Accessible Tables and Lists
- 02:32
- Viewed 84 times
-
Improve the Accessibility of Images in Emails
- 01:18
- Viewed 59 times
-
Improve Email Accessibility
- 02:02
- Viewed 69 times
-
Send Automatic Out-of-Office Replies
- 02:22
- Viewed 75 times
-
Prepare for Time Out of Office (Viva Insights)
- 02:08
- Viewed 75 times
-
Respect Your Colleagues' Off Hours (Viva Insights)
- 01:27
- Viewed 53 times
-
Delay Email Delivery
- 01:10
- Viewed 76 times
-
Use Conversation View
- 01:47
- Viewed 61 times
-
Clean Up Your Inbox
- 01:18
- Viewed 83 times
-
Organize Your Messages with Rules
- 02:01
- Viewed 313 times
-
Use Categories
- 02:51
- Viewed 57 times
-
Easily Sort Your Mails
- 01:38
- Viewed 67 times
-
Automate Routine Actions
- 02:19
- Viewed 66 times
-
Create an Email Template
- 01:40
- Viewed 89 times
-
Create a task from a message
- 02:00
- Viewed 117 times
-
Share a task list
- 03:10
- Viewed 124 times
-
Create a task or reminder
- 01:50
- Viewed 128 times
-
Task Module Overview
- 01:56
- Viewed 151 times
-
Manage Teams online meeting options
- 01:56
- Viewed 127 times
-
Edit or delete an appointment, meeting or event
- 01:50
- Viewed 212 times
-
Create a reminder for yourself
- 01:59
- Viewed 132 times
-
Respond to a meeting
- 01:00
- Viewed 131 times
-
Create an appointment or meeting
- 01:44
- Viewed 136 times
-
Create different types of events
- 01:46
- Viewed 138 times
-
Edit and customize views
- 01:55
- Viewed 143 times
-
Presentation and introduction to the calendar
- 01:35
- Viewed 143 times
-
Search options
- 01:23
- Viewed 119 times
-
Sort and filter emails
- 02:51
- Viewed 133 times
-
Request a Read Receipt or Delivery Confirmation
- 02:01
- Viewed 196 times
-
The Bcc Field in Detail
- 01:53
- Viewed 127 times
-
Save and Print a Message
- 01:48
- Viewed 142 times
-
Insert Elements in Emails (Tables, Charts, Images)
- 02:49
- Viewed 174 times
-
Attach files efficiently in Outlook
- 02:20
- Viewed 135 times
-
Process an incoming message
- 01:53
- Viewed 122 times
-
Send an Email and Create a Draft in Outlook
- 03:10
- Viewed 148 times
-
Organize into Folders
- 01:57
- Viewed 139 times
-
Set Your Work Hours in Outlook
- 02:02
- Viewed 126 times
-
Create and add a signature to messages
- 01:26
- Viewed 136 times
-
Manage new message notifications
- 01:40
- Viewed 127 times
-
Change the default font of your emails
- 01:05
- Viewed 123 times
-
Manage Views
- 02:36
- Viewed 111 times
-
Add and manage multiple accounts on Outlook
- 01:24
- Viewed 169 times
-
Explore the Interface
- 03:22
- Viewed 125 times
-
Introduce the new version of Outlook
- 02:01
- Viewed 132 times
-
Survey Consumer Satisfaction Panel with ChatGPT
- 01:55
- Viewed 224 times
-
Enhance Your Product on Social Media with ChatGPT
- 02:13
- Viewed 244 times
-
Write a Product Description with ChatGPT
- 02:30
- Viewed 212 times
-
Structure Your Product Launch Project
- 01:51
- Viewed 257 times
-
Initiate a Market Research Study with ChatGPT
- 02:08
- Viewed 192 times
-
Manage Storage Space
- 02:08
- Viewed 240 times
-
Synchronize Your Teams and SharePoint Files on Your Computer
- 01:29
- Viewed 232 times
-
Use Documents in a Synchronized Library Folder
- 01:32
- Viewed 257 times
-
Make a File Request
- 01:24
- Viewed 258 times
-
Restore Your OneDrive Space
- 01:42
- Viewed 237 times
-
Find All Shares from the Same Person
- 01:08
- Viewed 249 times
-
Modify Sharing Rules
- 00:53
- Viewed 243 times
-
Check Granted Shares
- 00:48
- Viewed 232 times
-
Protect My Document with a Password and Expiration Date
- 01:02
- Viewed 252 times
-
Avoid Abusive Document Sharing
- 00:57
- Viewed 218 times
-
Best Security Practices on OneDrive
- 01:27
- Viewed 243 times
-
Use Recycle Bins to Restore Documents
- 01:49
- Viewed 252 times
-
Search for Documents
- 01:31
- Viewed 230 times
-
Use Document History or Restore a Document to a Previous Version
- 02:11
- Viewed 311 times
-
Discover the Meaning of OneDrive Icons
- 02:16
- Viewed 245 times
-
Sync OneDrive with a Computer
- 02:38
- Viewed 242 times
-
Edit, Delete a Share
- 02:16
- Viewed 307 times
-
Share and Collaborate OneDrive
- 02:45
- Viewed 243 times
-
Power and Manage OneDrive
- 01:36
- Viewed 233 times
-
What is OneDrive ?
- 01:14
- Viewed 450 times
Objectifs :
This document aims to provide a comprehensive guide on how to grant access to a SharePoint site for external users, detailing the necessary steps, permissions, and security considerations involved in the process.
Chapitres :
-
Introduction to External Access in SharePoint
Granting access to your SharePoint site for individuals outside your organization can enhance collaboration. However, this capability is contingent upon your company's policies regarding external sharing. This guide will walk you through the process and considerations for adding external members to your SharePoint site. -
Understanding Company Policies
Before attempting to add external users, it is crucial to understand your organization's strategy regarding external access. If your company does not permit external invitations, you will receive an alert when trying to add an external member. -
Types of SharePoint Sites
It is important to note that sharing is only possible with team SharePoint sites. Communication sites do not allow for external sharing. Ensure you are working within the correct type of site to proceed. -
Steps to Add an External Member
Array -
Setting Permissions for External Users
Array -
Security Considerations
For security reasons, guests cannot invite others to the SharePoint site, regardless of their permissions. Regularly review who has access to your site by checking the members list. You can change permissions or remove members as necessary. -
Managing Guest Access
To view and manage your SharePoint site's guest list, visit the permissions panel. Here, you can adjust permissions or delete guests. Always grant only the necessary permissions and remove individuals who are no longer collaborating with your team. -
Conclusion
Understanding how to manage external access to your SharePoint site is essential for maintaining security and effective collaboration. By following the outlined steps and considerations, you can ensure that external users have the appropriate access while safeguarding your organization's resources.
FAQ :
Can I grant access to my SharePoint site to someone outside my organization?
Yes, you can grant access to external users, but it depends on your organization's policies. If external sharing is not allowed, you will receive an alert when trying to add an external member.
What types of permissions can I assign to external users on my SharePoint site?
You can assign external users different levels of permissions: 'Read' allows them to view content, 'Edit' gives them the same access as internal members, and 'Full Control' allows them to manage the site, but they cannot access Office 365 group resources.
How do I add an external user to my SharePoint site?
To add an external user, go to the members tab in your SharePoint site's contact sheet through Outlook, and invite them by entering their email address.
What happens if I want to remove an external user from my SharePoint site?
You can remove an external user by visiting the site's permission panel and deleting them from the members list.
Are external users able to invite others to the SharePoint site?
No, external users, regardless of their permissions, cannot invite others to the SharePoint site for security reasons.
Quelques cas d'usages :
Collaborating with External Partners
A marketing team can invite external partners to their Teams SharePoint site to collaborate on a campaign. By granting them 'Edit' permissions, the partners can contribute to documents and share insights while ensuring they do not access sensitive internal resources.
Project Management with Clients
A project manager can add a client as a 'Guest Visitor' to a SharePoint site dedicated to a project. This allows the client to view project updates and documents without giving them full access to the internal team’s resources.
Training and Workshops
An organization can create a SharePoint site for training materials and invite external trainers as 'Full Control' members. This enables them to manage the content and facilitate workshops while maintaining security over internal resources.
Regular Access Review
A compliance officer can regularly check the members list of a SharePoint site to ensure that only current collaborators have access. They can remove any external users who are no longer involved in projects to maintain security.
Glossaire :
SharePoint
A web-based collaboration platform developed by Microsoft that integrates with Microsoft Office. It is used for storing, organizing, sharing, and accessing information from any device.
External Access
The ability to grant individuals outside of an organization access to specific resources within a SharePoint site.
Communication Site
A type of SharePoint site designed for sharing information broadly across an organization, typically not allowing external sharing.
Teams SharePoint Site
A SharePoint site that is associated with a Microsoft Teams team, allowing for collaboration among team members, including external users.
Guest Visitor
An external user added to a SharePoint site with limited permissions, allowing them to view content but not access other resources or invite others.
Permissions
Settings that determine what actions users can perform on a SharePoint site, such as viewing, editing, or managing content.
Office 365 Group
A collection of people that can collaborate using shared resources like a shared mailbox, calendar, and document library in Office 365.