Share SharePoint Information Outside the Tenant
A SharePoint Online tutorial by Peter Kalmström
of the most important reasons for using SharePoint is that
you want to share information within a company or organization.
However, sometimes you also need to share SharePoint sites
or files with people outside the tenant.
You can of course send a document to the external people
who need to see it, but you will have better control and
you can keep metadata and workflows if you instead share
the document from inside the library.
In the demo below Peter Kalmström, CEO and Systems Designer
of kalmstrom.com Business Solutions, shows how to use the
'Share' command to share a whole SharePoint site or just
one document with people outside the tenant without having
to create user accounts for them.
There are two kinds of external users:
Important to consider if you use the Share command:
- Authenticated users have a Microsoft account
or another Office 365 account, and they are asked to
log in before accessing the site or file. When authenticated
users log in for the first time, they are added to the
tenant’s users list, and permissions and groups work
as they do for internal users.
- Anonymous users can view or edit files without
having to log in. You can set an expiration date for
the sharing link. Only files can be shared with anonymous
Administrators can set rules for external sharing in the
SharePoint Admin center, so all options shown in the demo
might not be visible in your tenant. (The site collection
setting is shown in the beginning of the next demo, which
is about Excel Surveys.)
- By default, all users get Edit permission, even
if they are external.
- When you share with authenticated users, you can
see which user has made any modifications.
- When a file has been changed by an anonymous user,
you can only see that it is modified by a 'Guest Contributor'.