Sharing a SharePoint site with external users is a crucial aspect of effective collaboration, and with the right steps, it can be done easily and securely. To enable external sharing, you need to take a few important measures at both the organization and site level.
At the organization level, there are two external sharing models to choose from: SharePoint external authentication and SharePoint and OneDrive integration with Azure AD B2B. These models provide different options for authentication and access control.
When sharing a standalone SharePoint site, you can follow a simple process. First, navigate to the site permissions and add the external email address of the user you want to share the site with. Next, select the appropriate permission level for the user and include a personal message to provide context or instructions.
If you are working with a team site connected to a Microsoft 365 Group, the process is slightly different. Go to the site permissions and click on “Invite people,” then select “Share site only.” This will send an email invitation to the recipient.
The recipient will receive an email with a link to authenticate themselves. They can choose to authenticate using their organizational account, any existing Microsoft account, or create a new Microsoft account. Once they accept the invitation, they will appear in the access requests and invitations section. They will also be added to the security group associated with the site.
For team sites connected to Microsoft 365 Groups, adding users to the group will grant them access to the site as well as other group resources. Sharing the site only, on the other hand, will provide access to the site but not the additional group resources.
By following these steps, you can easily share your SharePoint site with external users and enhance collaboration in a secure manner. Remember to choose the appropriate sharing model and set the right permissions for each user based on their needs.
To share a standalone SharePoint site with external users, follow these simple steps to ensure smooth collaboration and secure access. First, navigate to the site permissions by clicking on the gear icon in the top-right corner of the site and selecting “Site permissions” from the dropdown menu.
Once you’re on the site permissions page, click on “Invite people” and then select “Share site only.” This will open a dialog box where you can enter the external email address of the user you want to share the site with. Make sure to select the appropriate permission level for the user, such as “Read,” “Edit,” or “Full Control.”
In the same dialog box, you can also include a personal message to the recipient, providing any additional information or instructions. This message will be included in the email they receive with the invitation to access the SharePoint site.
After sending the invitation, the recipient will receive an email with a link to authenticate themselves. They can authenticate using their organizational account, an existing Microsoft account, or by creating a new Microsoft account if they don’t already have one. Once they accept the invitation, they will appear in the access requests and invitations section, as well as in the security group they were added to.
It’s important to note that when sharing a standalone SharePoint site, external users will only have access to the site itself and not other resources connected to it. This ensures that their access is limited to the specific site you’ve shared with them, providing secure collaboration without granting them access to sensitive information or other areas of your organization’s SharePoint environment.