Sway - Managing external sharing and external content Tutorial

In this video, you will learn about managing external sharing and external content in Microsoft 365. The video covers the different ways to share documents with OneDrive, including sharing options, managing access, and changing access rights.
It also explains how to protect your documents with passwords and avoid excessive sharing.
Additionally, the video discusses privacy and security practices in OneDrive, such as recovering deleted items and restoring previous versions of documents.
This knowledge will help you securely share and manage external content in Microsoft 365.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive overview of the administrative capabilities within Sway for Office 365 administrators, focusing on external sharing settings and content source management.

Chapitres :

Introduction to Sway Administration
In this section, we will explore the functionalities available to Office 365 administrators within Sway. Understanding these features is crucial for managing how Sway is utilized in your organization.
Accessing Sway Settings
To begin managing Sway settings, navigate to the Admin panel in Office 365. From there, proceed to the 'Services & add-ins' section, where you will find specific settings related to Sway.
Managing External Sharing
One of the key features you can control is the External Sharing option. This setting determines whether users within your organization can share Sway presentations with individuals outside the organization. - **Enable External Sharing**: Allows users to share presentations externally. - **Disable External Sharing**: Prevents users from sharing presentations outside the organization. It is important to consider your organization's policy on external sharing before making changes.
Controlling Content Sources
Another important aspect of Sway administration is managing Content Sources. This feature allows you to control what Sway suggests during internet searches. - **Enable Content Sources**: Allows Sway to suggest content from various sources. - **Disable Content Sources**: Limits Sway's suggestions to only the sources you choose. Make sure to review and select the appropriate content sources that align with your organization's needs.
Saving Your Settings
After configuring the external sharing and content source settings, it is essential to save your changes. Failing to save will result in the loss of your configurations, and the default settings will remain in effect.
Conclusion
In summary, Office 365 administrators have significant control over Sway's functionalities, particularly regarding external sharing and content sources. By effectively managing these settings, organizations can ensure that their use of Sway aligns with their policies and enhances collaboration while maintaining security.

FAQ :

What is Sway in Office 365?

Sway is a Microsoft application that allows users to create visually appealing presentations and reports that can be easily shared online.

How can I enable or disable external sharing in Sway?

To enable or disable external sharing in Sway, go to the Admin section of Office 365, navigate to Services and Add-ins, and find the Sway settings. From there, you can adjust the external sharing option.

What are content sources in Sway?

Content sources in Sway refer to the various platforms from which Sway can suggest content during an Internet search. Administrators can manage these sources to align with organizational policies.

Why is it important to save changes in Sway settings?

It is crucial to save changes in Sway settings to ensure that the selected policies, such as external sharing and content sources, are applied and enforced within the organization.

Can I restrict Sway presentations to internal users only?

Yes, by disabling the external sharing option in the Sway settings, you can restrict presentations to be shared only with users within your organization.

Quelques cas d'usages :

Corporate Training Presentations

An Office 365 administrator can use Sway to create engaging training presentations for employees. By controlling external sharing, the administrator ensures that sensitive training materials are only accessible to internal staff.

Marketing Campaign Reports

Marketing teams can utilize Sway to present campaign results to stakeholders. The administrator can manage content sources to ensure that only relevant and approved data is included in the reports.

Project Updates for Internal Teams

Project managers can create Sway presentations to update team members on project progress. By disabling external sharing, they can keep project details confidential and secure.

Event Planning Documentation

Event coordinators can use Sway to compile and share event planning documents with their teams. The administrator can set policies to control which content sources are used for gathering information.

Internal Newsletters

Organizations can create internal newsletters using Sway to keep employees informed. The administrator can ensure that external sharing is disabled to maintain the privacy of internal communications.

Glossaire :

Office 365 Administrator

A person responsible for managing and overseeing the Office 365 environment, including user accounts, services, and security settings.

Sway

A digital storytelling app from Microsoft that allows users to create and share interactive presentations and reports.

External Sharing

The ability to share documents or presentations with users outside of an organization. Disabling this feature restricts sharing to internal users only.

Content Sources

The various platforms or locations from which Sway can pull content when performing an Internet search. Administrators can control which sources are available.

Policy

A set of guidelines or rules established by an organization to govern the use of its resources, including sharing and content management in Sway.

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To find out, let’s go to Admin and then to Services & Add-ins,

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which can be found in the settings

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where you can find a section on Sway.

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First of all, you can enable or disable the External sharing option.

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By “external sharing”, I mean sharing with users outside of your organisation.

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If you disable this option, your organisation’s associates

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will not be able to share a Sway presentation

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with someone outside of the organisation.

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Next, in Content Sources, you can control everything that Sway suggests

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when you do an Internet search.

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If you disable a source, there will be no resources

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from this source in the user suggestions.

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Once you have chosen your organisation’s policy, don’t forget to save it.

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