SharePoint Online: External Sharing – End-to-Endbacked by enterprise-grade document lifecycle management

Mark KashmanSenior Product Manager – SharePoint@mkashman

ManageBuild

DiscoverOrganize

SHAREShare

Sharing is SharePoint

Share easily

Share responsibly

Share with anyone

Sharing is hereSimpleSharing & Shared with dialogsNew people picker

No roadblocksAccess Requests

Sharing is always at your fingertips, in …SharePointOffice clientsOffice Web Apps

Sharing is externalSharePoint Online OnlyExternal AccessSites or documents can be shared with external users External users sign in using Microsoft Account or Office365 Account Once inside, external users are treated similar to internal users

Guest LinksDocuments can be shared using Guest Links View or edit Guest LinksWhoever gets the link can access the contentDocuments open in Office Web Apps

Administrative controlsOffice 365 Enterprise3 options to configure Guest Links & External Access

Switch at company level, separate switch for each site collection & Personal Sites

DefaultsBoth Guest Links and External Access ON at company levelON for pre-created site collections (My Sites, Team Site, Public)Newly created site collections have External Sharing OFF

Office 365 Small business1 switch for both Guest Links & External Access

Switch at company level – no separate switch per site collection

DefaultsGuest Links & External Access ON at company level

External User Use RightsIn scope• View and edit with the Office Web Apps.• External users inherit the use rights of the Office 365 customer.• Add, view, edit and delete documents, lists, list items; per their permissions.• Navigate to sub-sites within the same site collection to which they were invited.• View and contribute to Site Feeds.

Out of scope•Do not get their own Personal Sites (what used to be referred to as My Sites).

• They will not have their own SkyDrive Pro.• External users cannot view the company-wide newsfeed or use the “following” capabilities. • They also cannot edit their own profile, change their photo, or see aggregated tasks.• External users do not add quota to the overall tenant storage pool.• External users cannot be an administrator for a site collection.

• However, you can designate an external user as a designer for your Public Website. • Cannot access the Search Center and will not be able to execute searches against “everything.”

More details in this “What is an external user?” Office.com help article:http://office.microsoft.com/en-us/office365-sharepoint-online-enterprise-help/what-is-an-external-user-HA104036809.aspx

A LOT OFDemoExternal Sharing: end-to-end

Resources Manage external sharing for your SharePoint online

environment http://office.microsoft.com/en-us/office365-sharepoint-online-enterprise-help/manage-external-sh

aring-for-your-sharepoint-online-environment-HA102849864.aspx?CTT=5&origin=HA104036809

What is an external user? http://office.microsoft.com/en-us/office365-sharepoint-online-enterprise-help/what-is-an-external-

user-HA104036809.aspx

SharePoint Online: software boundaries and limits http://

office.microsoft.com/en-us/office365-sharepoint-online-enterprise-help/sharepoint-online-software-boundaries-and-limits-HA102694293.aspx

Get-SPOExternalUser cmdlet article http://technet.microsoft.com/en-us/library/jj730438.aspx + SharePoint Online Management Shell:

http://www.microsoft.com/en-us/download/details.aspx?id=35588

Q&A

I will post this deck anonymously via Twitter: @MKashman

Thank You

Office Doc Scavenger HuntStart here: http://aka.ms/SPOScavenger

Hands-on Fun with SharePoint Online’s External Sharing and the Office Web Apps

Play to win:

Appendix

External Access & InvitationsSharePoint Online onlyWho can invite?Only users with “Manage Permissions” can invite external users

Invitation redemption First redeemer gets accessHistory of redemptions maintained in the Access Request List

AccessIf a document is shared – Access is limited to document onlyIf a site is shared – Access is limited to everything within site

External Access & Invitations (cont.)How does it work?

Security validationsCheck if External Access is enabledCheck if invitation is validCheck if redeemer is the same

Features blocked for authenticated guestsSkyDrive Pro, Newsfeed, Following, Sites hub, Site Mailbox

External user

invited This

creates invitatio

n in Access

Request List

Invitation email sent to guest with

invitation URL

Guest clicks URL.

Verification of

validity of

invitation and if external access

is enabled.

Guest signs in

with Microsof

t Account or Office

365 Account. Verificat

ion of redeem

er.

Guest added

to SharePoi

nt Online

Directory

Service & to site collectio

n

Guest gets

permissions on

the object &

is redirected to it

Guest LinksSharePoint Online OnlyWho can create Guest Links?Only users with “Manage Permissions” on a file can invite users to it via a Guest Link

Guest Link redemptionWhoever gets the link can access the contentOffice documents open in Office Web Apps, other files trigger download

AccessGuests get View or Edit access only to the document shared

Guest Links (cont.)How does it work?

Security validationsCheck if Guest Links are enabledCheck if the link is a valid link

Site secretDoes the document exist?

Check if this link has been disabled

User shares a

document using Edit or View

link

Hidden user

created and

granted permissions on the document

. Inheritance broken.

Guest receives

email with

Guest Link.

Clicks on the link.

Verification:

Are Guest Links

enabled? Is this a

valid link? Does the document

exist?

User impersonates the hidden

user and is

redirected to the

document in web apps.

Sharing with “Everyone”Two special “everyone” claims“Everyone”

New name for “All authenticated users”Available in SharePoint as well as SharePoint OnlineMaps to “All authenticated users in the tenancy, including external users” in SharePoint Online

“Everyone except external users”

Available in SharePoint Online only

“Shared with Everyone” folder in SkyDrive ProSharePoint: “Everyone” has access to this folderSharePoint Online: “Everyone except external users” has access to this folder

No customizations available

Administrative controls with PowerShellOffice 365 Enterprise Only

Reporting: Enumerate/Search external usersGet-SPOExternalUser -PageSize 10

Delete external users

Remove-SPOExternalUser -UniqueIDs@(“10037FFE801@live.com”)

Screenshot Click-thruExternal Sharing

© 2012 Microsoft Corporation. All rights reserved. Microsoft, Windows, and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION.