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SharePoint and Teams have revolutionised collaboration and information sharing in the workplace. These Microsoft platforms provide powerful tools for organisations to share, manage, and collaborate on documents, files, and data. However, it’s crucial to understand the implications of sharing and the importance of maintaining privacy, security, and workflow efficiency. This article delves into the ins and outs of sharing content in SharePoint, Teams and the rest of Office 365, and highlights key considerations to keep in mind.
SharePoint serves as a centralised hub for collaboration and document management. It enables users to create sites, document libraries, and a list of files for organising and sharing content. SharePoint provides version control, metadata management, and workflow automation, making it easier for teams to collaborate on documents and maintain a centralised repository of information.
Microsoft Teams is a communication and collaboration platform that offers chat, video conferencing, and file sharing capabilities. A team site allows internal users and guest users to collaborate in real-time, share different file types, and communicate seamlessly within channels. Teams integrates with other Microsoft 365 and Office 365 services, facilitating efficient collaboration across various tools and applications. It also has a mobile app so users can manage access requests from wherever they are.
OneDrive is a cloud-based storage service provided by Microsoft. It allows individuals, including internal users, to store and sync their files across devices. OneDrive offers personal file storage, making it convenient for users to access any list of files from anywhere. It also provides external sharing options, including link permissions, allowing users to share files or folders with others outside their organisation.
Azure Active Directory (Azure AD) plays a significant role in enabling controlled external and guest access to SharePoint, Teams, and OneDrive. Azure AD provides identity and access management services in Office 365, allowing organisations to define and manage user access rights. This includes the ability to control permissions for guest users and external sharing with people outside the company, like clients or contractors.
With Azure AD, organisations can:
By utilising Azure’s capabilities, organisations can maintain granular control over external and guest access, safeguarding shared content and mitigating potential risks.
When sharing content in SharePoint, Teams, and OneDrive, it’s crucial to follow best practices to ensure security. Here are some key practices to consider:
Now that you understand the implications of sharing content in SharePoint, Teams, and OneDrive, and the role Azure plays in ensuring controlled access, here are some next steps you can take to enhance the security of your shared content:
By taking these next steps, you can strengthen the security of your shared content and protect sensitive information from unauthorised access. Remember, maintaining a proactive and vigilant approach to secure sharing is essential for maintaining the privacy and integrity of your organisation’s data.
Is it time to review your organisation’s access and permissions settings? Effective collaboration and secure sharing of content are critical for organisations using platforms like SharePoint, Teams, and OneDrive and right across Office 365. Understanding the capabilities of these tools, along with Azure’s role in controlled external and guest access, enables organisations to establish secure sharing practices.
By following best practices and leveraging Azure AD’s features, organisations can maintain data security and privacy while benefiting from enhanced collaboration and seamless information sharing. And Propelle can help get you started – our consultants know the ins and outs of Microsoft and Office 365’s file sharing settings, and we’ll guide you through the process of editing permissions to keep your information secure.