Do You Really Know What You Are Sharing in SharePoint, Teams, and OneDrive?

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: Collaboration and Document Management

A pair of male hands hold a smartphone aloft, a window in the background. On the screen is the log in screen of Microsoft Teams.

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. 

Teams: Real-Time Communication and Collaboration

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: Personal File Storage

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. 

Controlled External and Guest Access with Azure

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: 

  • Define policies and control permissions for external users or guests accessing SharePoint, Teams, and OneDrive. 
  • Implement multi-factor authentication (MFA) to add an extra layer of security for external access. 
  • Utilise conditional access policies to enforce specific security requirements based on user context, device, or location.
  • Leverage Azure Information Protection (AIP) to classify and encrypt shared content, ensuring its protection even when accessed by external users or guests. 
  • Set expiration dates or one-time access codes to control the duration of external access. 
  • Monitor and audit external access activity to detect any unauthorised access attempts or security breaches promptly. 

By utilising Azure’s capabilities, organisations can maintain granular control over external and guest access, safeguarding shared content and mitigating potential risks.

Best Practices for Secure Sharing in SharePoint, Teams &OneDrive

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: 

  • Understand the sharing settings and options available in each platform, including managing access permissions and editing permissions, and configure them according to your organisation’s policies in Office 365. 
  • Define clear guidelines and educate internal users and guest users about data privacy, security best practices, and responsible sharing, including providing training courses or resources. 
  • Regularly review and update access permissions, revoking access for external users or guests when no longer required, and managing access for internal users as roles or requirements change. 
  • Monitor and audit external access activity, including using the Search box and monitoring the sharing link activity, to detect and respond to any unauthorised access attempts or security breaches.
A large brick office, long timber tables. A team meeting in progress, one worker holding a mic and pointing to a screen

Next Steps for Secure Sharing

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: 

  1. Evaluate your current file sharing settings: Review the existing sharing settings in SharePoint, Teams, and OneDrive, including the default settings for guest users and external sharing. Assess whether they align with your organisation’s security policies and adjust them if necessary. 
  2. Educate users about secure sharing practices in Office 365: Conduct training sessions or provide resources to educate your internal users and guest users about data privacy, security best practices, and responsible sharing. Empower them with rich knowledge so they can make informed decisions when sharing content.
  3. Utilise conditional access policies: Leverage conditional access policies in Azure AD to enforce specific security requirements based on user context, device, or location. This helps ensure that only authorised users with compliant devices and from trusted locations can access shared content. Regularly review and update access permissions: Schedule regular reviews of external access permissions. Remove access for users or guests who no longer require it, and update permissions for existing users as roles or requirements change. This includes managing access permissions for individual files and controlling permissions for each team site.
  4. Monitor and audit external access activity: Implement monitoring mechanisms to track and audit external access activity. Set up alerts for suspicious behaviour, such as multiple failed login attempts or unusual access patterns, to detect and respond to potential security incidents promptly. This includes using the File Explorer and managing access through the Manage Access feature. 

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.

Change the Way You Manage Access and Permission Options

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.

How can I ensure the security of shared content in SharePoint, Teams, and OneDrive?

Understanding the sharing settings and options available in each platform is crucial. Configure them according to your organisation's policies, manage access permissions, and set up editing permissions accordingly. Regularly review and update access permissions, revoke access for external users or guests when no longer required, and monitor sharing link activity to detect unauthorised access attempts or security breaches.

What role does Azure Active Directory (Azure AD) play in controlling external and guest access?

Azure AD provides identity and access management services in Office 365, allowing organisations to define and manage user access rights. It enables organisations to set policies and control permissions for external users or guests accessing SharePoint, Teams, and OneDrive. It also supports multi-factor authentication (MFA), conditional access policies, and Azure Information Protection (AIP) for added security.

How can I educate users about secure sharing practices?

Conduct training sessions or provide resources to educate internal users and guest users about data privacy, security best practices, and responsible sharing. Empower them with the knowledge to make informed decisions when sharing content. Consider providing training courses or resources to ensure users understand the importance of secure sharing.

How can I manage access and permissions effectively in SharePoint, Teams, and OneDrive?

Regularly review and update access permissions, both for external users or guests and for internal users as roles or requirements change. Utilize the Manage Access feature in File Explorer to control permissions for individual files. Additionally, manage access permissions for each team site and regularly review and adjust access settings as needed.

How can I monitor and audit external access activity for enhanced security?

Implement monitoring mechanisms to track and audit external access activity. Utilize features such as the Search box and File Explorer to monitor activity. Set up alerts for suspicious behaviour, such as multiple failed login attempts or unusual access patterns, to promptly detect and respond to potential security incidents. Additionally, use the Manage Access feature to manage and monitor access to files and folders.

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