SharePoint (Modern Sites) - Share a document to someone outside of my SharePoint site Tutorial

Learn how to share a document to someone outside of your SharePoint site. Discover different options for sharing, ensuring that you don't have to add the person to the complete Sales SharePoint site. Share your KPI presentation effortlessly and securely.

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Objectifs :

This document aims to provide a comprehensive guide on how to share a PowerPoint presentation from SharePoint with someone outside of the SharePoint site, focusing on security settings and best practices.

Chapitres :

  1. Introduction
    In this guide, we will explore the process of sharing a KPI PowerPoint presentation with an assistant who does not have access to the SharePoint site. This approach allows for efficient sharing of specific documents without granting unnecessary access to the entire site.
  2. Sharing Options Overview
    When sharing a document from SharePoint, several options are available. It is important to choose the right method to ensure that the recipient has the appropriate level of access without compromising security.
  3. Step-by-Step Sharing Process
    To share the KPI PowerPoint presentation, follow these steps: 1. Click on the 'Share' button located on the document interface. 2. Start creating a link to the document. 3. Enter the recipient's name (e.g., Deezer). 4. Choose the access level: - Can edit - Can view (and not download) 5. Optionally, write a message to accompany the email invitation. 6. Click 'Invite' to send the email invitation.
  4. Alternative Sharing Methods
    If you are in a Teams meeting with the recipient, you can copy the link and paste it directly into the Teams conversation or an existing email. Additionally, you can use the three ellipses to select the 'Share in Outlook' option, which will open a new email window with the link already included.
  5. Understanding Link Settings
    It is crucial to review the link settings by clicking on the gear icon. The default setting allows sharing with specific people. Other options include: - Anyone in your organization can open the link. - Open to anyone, including those outside your organization (least secure). For best practices, it is recommended to use the 'People you choose' option to maintain document security.
  6. Managing Access After Sharing
    After sharing the document, it is advisable to revisit the link settings after a few days or weeks. To manage access: 1. Click on the three ellipses next to the KPI presentation. 2. Select 'Manage Access' to view who has access and their permissions. 3. If feedback has been received, consider removing the link to maintain security.
  7. Conclusion
    By following these steps, you can effectively share documents from SharePoint with individuals outside your organization while ensuring that security measures are in place. This method allows for targeted sharing without compromising the integrity of your SharePoint site.

FAQ :

How can I share a PowerPoint presentation with someone outside my SharePoint site?

You can share a PowerPoint presentation by clicking the share button, creating a link, and choosing the appropriate permissions. You can send an email invitation or copy the link to share it in a Teams conversation or another email.

What are the different link settings available when sharing a document?

When sharing a document, you can choose to share it with specific people, anyone within your organization, or anyone with the link. The most secure option is to share with specific people.

What should I do after sharing a document?

After sharing a document, it's advisable to periodically check the access settings by using the 'Manage Access' feature to ensure that only the intended recipients have access.

Can I revoke access to a shared document?

Yes, you can revoke access to a shared document by going to 'Manage Access' and removing the link or permissions granted to specific users.

What is the least secure type of link for sharing documents?

The least secure type of link is one that allows anyone, both inside and outside your organization, to access the document. This option is generally not recommended.

Quelques cas d'usages :

Sharing KPI Reports with External Stakeholders

A sales manager needs to share a KPI report with an external consultant. By using the share feature in SharePoint, the manager can create a secure link that allows the consultant to view the report without granting access to the entire SharePoint site.

Collaborating on Presentations in Teams

During a team meeting in Microsoft Teams, a project lead can quickly share a PowerPoint presentation by copying the link and pasting it into the chat, allowing all participants to access the document instantly.

Managing Document Access for Team Projects

A project manager shares a document with team members and later uses the 'Manage Access' feature to review who has access and to remove links that are no longer needed, ensuring document security.

Creating a Shared Resource for Internal Training

An HR manager creates a shared PowerPoint presentation for internal training sessions. By sharing it with specific employees, they ensure that only relevant staff can access the training materials.

Feedback Collection on Shared Documents

After sharing a document for feedback, a team leader can monitor access and gather input from team members, then remove access once the feedback process is complete to maintain document confidentiality.

Glossaire :

KPI

Key Performance Indicator, a measurable value that demonstrates how effectively a company is achieving key business objectives.

SharePoint

A web-based collaboration platform that integrates with Microsoft Office, allowing users to store, organize, share, and access information from any device.

PowerPoint

A presentation program developed by Microsoft, used to create slideshows composed of text, images, and other multimedia.

Link Settings

Options that determine how a shared link can be accessed, including who can view or edit the document.

Manage Access

A feature that allows users to view and modify who has access to a shared document and what permissions they have.

Teams

Microsoft Teams, a collaboration platform that combines workplace chat, video meetings, file storage, and application integration.

Ellipses

Three dots (•••) used in user interfaces to indicate more options or settings are available.

résultat(s)
00:00:00
I have been working on a KPI presentation
00:00:03
for my colleagues from the sales team
00:00:06
and I would like now to share that
00:00:08
presentation to one of our assistants.
00:00:11
That person is not in the SharePoint site.
00:00:14
Several options are offered to me.
00:00:16
The first thing to notice is that in
00:00:19
order to share the KPI PowerPoint,
00:00:21
I will not have to add the assistant
00:00:24
to the complete Sales SharePoint site.
00:00:28
This would be counterproductive
00:00:30
to give him access to so much
00:00:33
information just for one PowerPoint.
00:00:35
Let's see how I can share a document to
00:00:38
someone outside of my SharePoint site.
00:00:41
Several options are offered to me.
00:00:43
I'm going to click on the share button
00:00:46
right here and start creating a link
00:00:49
to that document from the get go.
00:00:52
I can start by adding a name.
00:00:54
Let's share it to Deezer.
00:00:56
Decide if this I can edit,
00:00:59
view or can view and not download.
00:01:04
I can write her an e-mail and
00:01:07
then click on invite.
00:01:08
An invite will send her an e-mail.
00:01:11
If I write anything in that box,
00:01:14
this text will go with the e-mail.
00:01:17
But what if I'm in a meeting
00:01:19
in teams with Visa?
00:01:21
Well,
00:01:22
I can just copy the link and paste it
00:01:24
in a team's conversation or maybe in
00:01:27
another mail that I already started with.
00:01:31
I can also use the three ellipses
00:01:34
and use the share in Outlook option.
00:01:37
This will automatically open an
00:01:40
e-mail window with a link to the file.
00:01:45
This is main address is already
00:01:47
in the two compartment.
00:01:50
One thing to notice in terms of security
00:01:53
is that when I share a file like this,
00:01:56
I would also invite you to take a look
00:01:58
at the gear button, the link settings.
00:02:02
By default my company these
00:02:06
links are people you choose.
00:02:08
I can only share with specific
00:02:11
people I choose.
00:02:12
You could also use the second type,
00:02:15
which basically means that anyone
00:02:17
inside of your organization could open
00:02:20
the link should they stumble upon it.
00:02:23
The first one that is not available in
00:02:27
my company would be open to anyone,
00:02:30
absolutely anyone inside,
00:02:31
just like outside your organization.
00:02:34
This would mean that this is the
00:02:38
least secure type of link here
00:02:40
in terms of good practices,
00:02:42
we will strongly advise you to
00:02:45
always use people you choose.
00:02:47
This allows Microsoft to realize
00:02:50
specifically who is intending
00:02:52
on opening a document.
00:02:54
If you have to share it though
00:02:56
to quite a big group of people,
00:02:58
well the second one would also work as
00:03:01
it is strictly inside your organization.
00:03:05
Once you have shared that document,
00:03:08
we would also advise you maybe a few days,
00:03:11
few weeks later maybe to go to the
00:03:14
three ellipses on the KPI presentation
00:03:16
and click on Manage Access.
00:03:21
We can see right here that Lisa has a key,
00:03:25
a link and she can edit.
00:03:28
If I go to Links, I can see the
00:03:32
specific link I sent her and
00:03:34
once she gave me her feedback,
00:03:36
I'm going to remove the link.
00:03:39
The idea is not to leave
00:03:43
opened links forever,
00:03:44
and now with that option you are
00:03:48
allowed to share documents to
00:03:50
someone outside your SharePoint
00:03:52
site without having to share
00:03:55
the entire SharePoint site.

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