SharePoint (Classic Sites) - Granting access to the SharePoint site to someone outside the company Tutorial

In this video, you will learn about granting access to the SharePoint site to someone outside the company.
The video covers the process of adding external members to your SharePoint site and the different permission levels you can assign to them.
This will help you effectively manage access and collaboration with external colleagues while ensuring security.

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  • 3936 views

Objectifs :

This document aims to provide a comprehensive guide on how to grant access to a SharePoint site for external users, detailing the necessary steps, permissions, and security considerations involved in the process.

Chapitres :

  1. Introduction to External Access in SharePoint
    Granting access to your SharePoint site for individuals outside your organization can enhance collaboration. However, this capability is contingent upon your company's policies regarding external sharing. This guide will walk you through the process and considerations for adding external members to your SharePoint site.
  2. Understanding Company Policies
    Before attempting to add external users, it is crucial to understand your organization's strategy regarding external access. If your company does not permit external invitations, you will receive an alert when trying to add an external member.
  3. Types of SharePoint Sites
    It is important to note that sharing is only possible with team SharePoint sites. Communication sites do not allow for external sharing. Ensure you are working within the correct type of site to proceed.
  4. Steps to Add an External Member
    Array
  5. Setting Permissions for External Users
    Array
  6. Security Considerations
    For security reasons, guests cannot invite others to the SharePoint site, regardless of their permissions. Regularly review who has access to your site by checking the members list. You can change permissions or remove members as necessary.
  7. Managing Guest Access
    To view and manage your SharePoint site's guest list, visit the permissions panel. Here, you can adjust permissions or delete guests. Always grant only the necessary permissions and remove individuals who are no longer collaborating with your team.
  8. Conclusion
    Understanding how to manage external access to your SharePoint site is essential for maintaining security and effective collaboration. By following the outlined steps and considerations, you can ensure that external users have the appropriate access while safeguarding your organization's resources.

FAQ :

Can I grant access to my SharePoint site to someone outside my organization?

Yes, you can grant access to external users, but it depends on your organization's policies. If external sharing is not allowed, you will receive an alert when trying to add an external member.

What types of permissions can I assign to external users on my SharePoint site?

You can assign external users different levels of permissions: 'Read' allows them to view content, 'Edit' gives them the same access as internal members, and 'Full Control' allows them to manage the site, but they cannot access Office 365 group resources.

How do I add an external user to my SharePoint site?

To add an external user, go to the members tab in your SharePoint site's contact sheet through Outlook, and invite them by entering their email address.

What happens if I want to remove an external user from my SharePoint site?

You can remove an external user by visiting the site's permission panel and deleting them from the members list.

Are external users able to invite others to the SharePoint site?

No, external users, regardless of their permissions, cannot invite others to the SharePoint site for security reasons.

Quelques cas d'usages :

Collaborating with External Partners

A marketing team can invite external partners to their Teams SharePoint site to collaborate on a campaign. By granting them 'Edit' permissions, the partners can contribute to documents and share insights while ensuring they do not access sensitive internal resources.

Project Management with Clients

A project manager can add a client as a 'Guest Visitor' to a SharePoint site dedicated to a project. This allows the client to view project updates and documents without giving them full access to the internal team’s resources.

Training and Workshops

An organization can create a SharePoint site for training materials and invite external trainers as 'Full Control' members. This enables them to manage the content and facilitate workshops while maintaining security over internal resources.

Regular Access Review

A compliance officer can regularly check the members list of a SharePoint site to ensure that only current collaborators have access. They can remove any external users who are no longer involved in projects to maintain security.

Glossaire :

SharePoint

A web-based collaboration platform developed by Microsoft that integrates with Microsoft Office. It is used for storing, organizing, sharing, and accessing information from any device.

External Access

The ability to grant individuals outside of an organization access to specific resources within a SharePoint site.

Communication Site

A type of SharePoint site designed for sharing information broadly across an organization, typically not allowing external sharing.

Teams SharePoint Site

A SharePoint site that is associated with a Microsoft Teams team, allowing for collaboration among team members, including external users.

Guest Visitor

An external user added to a SharePoint site with limited permissions, allowing them to view content but not access other resources or invite others.

Permissions

Settings that determine what actions users can perform on a SharePoint site, such as viewing, editing, or managing content.

Office 365 Group

A collection of people that can collaborate using shared resources like a shared mailbox, calendar, and document library in Office 365.

résultat(s)
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site to someone outside the company.
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It is possible to grant access to
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your SharePoint site to people
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outside your organization, however.
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It depends entirely on the
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strategy or company has in place.
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You may not be allowed to
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invite external colleagues.
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In this case, an alert message will
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notify you when you try to add
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an external member to your side.
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Also be aware that you cannot
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share your share point site if
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it is a communication site.
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Sharing would.
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Externals is only possible with teams,
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SharePoint sites.
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To add an external person as a
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member of your team SharePoint site,
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you need to go through outlook.
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Your share point sites contact sheet appears.
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Go to the members tab to add new ones.
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The external people you add through
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this will have the same rights as
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the internal members of your company.
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If you want to add an external
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person to your SharePoint site
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while limiting their access and
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possible actions on the side,
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you can add them as a guest visitor.
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To do this,
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go to permissions of the
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site and invite people.
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Then choose to share your side only.
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Include the name of the contact
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you want to add as a guest.
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Share point informs you that this
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person is outside the organization.
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Below your context name,
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set his her permissions read will rank
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this contact in the sites visitor list.
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This contact will be able to
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access content and view it only.
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Edit will give this contact the same
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axis as a member of the SharePoint site.
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However,
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this contact will not be able to access
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the other resources of the Office
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365 group associated with the site,
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such as the calendar, conversations, etc.
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Full control.
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Will rank this contact among
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the owners of the site.
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You contact will be able to add it,
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add, delete items etc.
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However,
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this contact will not have
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access to the permissions.
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The sites members list and the resources
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of The Associated Office 365 group.
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For security reasons,
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Please note the guests regardless
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of the permission you have given
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them will not be able to invite
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others to the SharePoint site.
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To maximize security,
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considered checking regularly
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for who has access to your side,
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check out the sites members list by
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clicking on the dedicated button.
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You can also change their
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permissions from this panel.
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Or delete members.
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To view your share point's guest list.
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Visited the sites permission panel.
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Once again, you can change their
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permissions or delete them.
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Keep in mind to grant only the
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permissions you think are necessary and
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do not hesitate to remove the people
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you know longer collaborate with.

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