How To Add An External Person To A Subsite In SharePoint

Adding an external person to a subsite in SharePoint can greatly enhance collaboration and improve workflow efficiency. Follow these steps to successfully add an external person to a SharePoint subsite.

To add an external person to a subsite in SharePoint, you can follow these steps:

  1. Access the classic team site collection that contains the subsites with unique permissions.
  2. Identify the specific subsites that you want to share with the external user.
  3. Proceed to each of the 5 subsites and add the external user to the respective members group.
  4. The external user will receive 5 invitation emails, one for each subsite.
  5. When the external user clicks on the invitation link in the email, SharePoint Online will create a guest user account for them and add them to the SharePoint group associated with the subsite.
  6. If the external user clicks on the remaining invitation links, no duplicate guest accounts will be created.
  7. Once the external user logs into a subsite, SharePoint will automatically display them as a member of the SharePoint group for that subsite.
  8. However, the external user will not be automatically added to the other 4 SharePoint security groups that have been shared with them.
  9. To access the remaining 4 subsites, the external user should either access them separately or click on the corresponding site URLs in the invitations.

By following these steps, you can successfully add an external person to a subsite in SharePoint. It is important to note that the external sharing settings in SharePoint and Azure Active Directory should be appropriately configured to allow guest access and collaboration.

Steps to Add an External Person to a Subsite in SharePoint

To add an external person to a subsite in SharePoint, you need to follow a series of steps within the classic team site collection and the specific subsites with unique permissions. This ensures that the external user has appropriate access and can collaborate effectively within the designated subsites.

First, access the classic team site collection that contains the subsites you want to share with the external user. Once in the site collection, identify the specific subsites that the external user needs access to. These subsites should have unique permissions set up, allowing for granular control over user access.

Proceed to each of the five subsites and add the external user to the respective members group. This ensures that the external user has the necessary permissions to view and contribute to the subsites. The external user will then receive five invitation emails, one for each subsite.

When the external user clicks on the invitation link in each email, SharePoint Online will create a guest user account for them and add them to the SharePoint group associated with the respective subsite. It’s important to note that clicking on the remaining invitation links will not create duplicate guest accounts.

Once the external user logs into a subsite, SharePoint will automatically display them as a member of the SharePoint group for that specific subsite. However, it’s important to remember that the external user will not be automatically added to the other four SharePoint security groups that have been shared with them.

To access the remaining four subsites, the external user should either access them separately or click on the corresponding site URLs in the invitations. This allows for seamless navigation between the subsites and ensures the external user has the necessary access and privileges.

Please note:

  • Ensure that the external sharing settings in SharePoint and Azure Active Directory are appropriately configured to allow guest access and collaboration.
  • Properly managing external users and their access to subsites is crucial for maintaining security and protecting sensitive information.
  • Regularly review and update user permissions to ensure that external users have the necessary access based on their roles and responsibilities.
Action Result
Access the classic team site collection Gain entry to the site collection containing the subsites
Identify the specific subsites Determine the subsites to be shared with the external user
Add the external user to the members group Grant the external user access to the subsites
External user receives invitation emails Emails containing invitation links to each subsite are sent to the external user
External user clicks on invitation links Guest user account is created and the user is added to the associated SharePoint group for each subsite
External user logs into a subsite The user is automatically displayed as a member of the SharePoint group for that subsite

Inviting the External User to the Subsites

Once the external user has been added to the members group of each subsite, SharePoint will send them invitation emails containing links to create a guest user account and join the respective SharePoint groups. The external user will receive separate invitation emails for each of the 5 subsites they have been granted access to.

When the external user clicks on the invitation link in each email, SharePoint Online will automatically create a guest user account for them. This allows them to securely access the subsites and collaborate with the SharePoint members in each group. The external user will also become a member of the SharePoint group associated with the specific subsite they clicked the invitation link for.

It is important to note that if the external user clicks on the remaining invitation links for the other subsites, no duplicate guest accounts will be created. Instead, SharePoint will recognize that the user already has a guest account and will simply add them to the appropriate SharePoint groups.

Once the external user logs into a subsite, SharePoint will display them as a member of the SharePoint group for that subsite. However, it is important to remember that the external user will not be automatically added to the other 4 SharePoint security groups that have been shared with them. To access the remaining 4 subsites, the external user should either access them separately or click on the corresponding site URLs provided in the invitations.

To summarize, by following these steps, you can successfully add an external person to a subsite in SharePoint. It is essential to ensure that the external sharing settings in SharePoint and Azure Active Directory are appropriately configured to allow guest access and facilitate collaboration.

Steps to Invite an External User to Subsites
1. Add the external user to the members group of each subsite
2. SharePoint sends invitation emails with account creation links for each subsite
3. External user clicks the invitation link for a subsite to create a guest account
4. SharePoint adds the external user to the SharePoint group associated with the subsite
5. External user can access subsites and collaborate with SharePoint members
6. External user needs separate access or invitation links for remaining subsites

Configuring External Sharing Settings in SharePoint

To enable guest access and collaboration in SharePoint, it is crucial to configure the external sharing settings in both SharePoint and Azure Active Directory. By properly configuring these settings, you can ensure a seamless and secure experience for external users accessing your subsites.

When adding an external person to a subsite, it’s important to follow a step-by-step process to guarantee smooth collaboration. Firstly, access the classic team site collection that contains the subsites with unique permissions. Next, identify the specific subsites you want to share with the external user. Then, proceed to each subsite and add the external user to the respective members group.

The external user will receive invitation emails for each subsite, containing a unique invitation link. When they click on the link, SharePoint Online will create a guest user account for them and add them to the associated SharePoint group. However, it’s important to note that if the external user clicks on the remaining invitation links, no duplicate guest accounts will be created.

Upon successfully logging into a subsite, the external user will be displayed as a member of the associated SharePoint group. However, it’s important to remember that they will not be automatically added to other SharePoint security groups that have been shared with them. To access the remaining subsites, the external user should either access them separately or click on the corresponding site URLs provided in the invitations.

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