Your team should be collaborating as a time-saving activity, and working off shared content rather than chasing down individually edited versions of the same document. For some teams, chasing down and collating all the different versions can be a job itself! Collaboration isn’t restricted to only people inside your organisation, and external sharing in Office 365 allows the team to invite people in to work in sites, documents and teams controlled by secured authentication.
Making sure your sharing policies are set up to support the business can ensure your users are participating in external collaboration appropriately, and complying with your internal policies. More importantly, it puts in controls around shared content when working with those outside the company.
External sharing can be set:
This gives you some flexibility about how your users engage in virtual collaboration. You might set up a share site that does allow external file sharing to collaborate with clients or other authenticated guests. Similarly, you may only allow a user share from their OneDrive and not from sites.
Sharing capabilities can be set at the different levels, but within each level there are options. It’s important to review these options and consider which ones are the best for your organisation and which ones suit your information management and protection policy.
So, what do these mean for your organisation and your users?
If the settings are set to
Consider further options for managing external in your environment, do you want to force external guests to sign in using the same email address the email invitation was sent to? How long do you want to give shared links before they expire?
With every rule there is an exception, and this is the same with sharing settings. Exceptions can be put in place to exclude particular domains (and stop your users from sharing with them).
As you’re updating the sharing settings in your environment, you may find a user account that needs to have sharing capabilities. Perhaps this user collaborates frequently with external experts or consultants. As with the SharePoint example, OneDrive can inherit settings from Office 365, but you can also change those settings for a particular user. The sharing permission for a user can be updated from the 365 admin centre
You can work through and set overall permissions for your entire tenant or an entire site, but updating the sharing settings can stop important or sensitive information from being shared with external guests or anonymous users.
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