sharepoint online - what is an external user

SharePoint Online – External Users DefinedMarwan TarekMay 2013

SlideShare version• This presentation was delivered on London Office

365 User group on May 2013• The content of the presentation is based on Office

365 service description available on the time of the presentation which may change with subsequent upgrades

• Resources at the end of the presentation

About Me

3 Years Microsoft SharePoint TSPVirtual TSPMicrosoft UK

MVP Since 2008

Started with SPS 2003

@marwantarekmarwantarek.com

What is an external user?An external user is a person who has been granted access to your SharePoint Online site, but who is not a licensed user within your organization. External users are users who are not employees, contractors, or onsite agents for either you or your affiliates.

What an external gets rights to do?

Can use Office Web apps

Will be able to see all types of content

Based on the permission level that they are assigned

Inherits Office 365 features

What can’t an external user do?

Search everything

be a site collection admin

Personal Sites (no SkyDrive)

Aggregated Tasks

Company News Feed

Edit Their own Profiles

Change own photo

What external user needs to loginMicrosoft AccountAn email address and password that you use to sign in to all Microsoft sites and services, including Outlook.com, Hotmail, Messenger, and SkyDrive

Microsoft Office 365 user IDThe unique email address that was created for you to use when you sign in to Office 365. A user ID looks similar to the following: ellen@contoso.onmicrosoft.com or ellen@contoso.com. Your user ID lets you sign in to Office 365.

How to share content?

DocumentSite

Guest Link

Share Site

Share Site

Share Document

Guest Link

How to share without over sharingCreate Subsitecreate a subsite of your Team site that has unique permissions, and then share only that subsite with external users.

Avoid using Guest LinksInvitation recipients can share guest links with others

Share with minimal permissionsshare a document by requiring sign-in instead.

When you share a site with an external user They will inherit the permissions

assigned See the names of other site users in the

People Picker View document metadata External users will also appear in the

People Picker as site users Other people who use your site could

grant different permissions to these users

Manage shared content

• See who has access to a specific site or document• Revoke permissions• Disable guest link

Turn on or off external sharing

Tenant level

Turn on or off external sharing

Site collection level

Wrap Up

What is an external user

What you can share

Sharing options

Manage shared content

Sharing strategy 

Resources• What is an external user? http://

office.microsoft.com/en-us/office365-sharepoint-online-enterprise-help/what-is-an-external-user-HA104036809.aspx

• Share sites or documents with people outside your organization - http://office.microsoft.com/en-us/office365-sharepoint-online-enterprise-help/share-sites-or-documents-with-people-outside-your-organization-HA102894713.aspx?CTT=5&origin=HA104036809

• Share sites or documents with people outside your organization - http://office.microsoft.com/en-us/office365-sharepoint-online-enterprise-help/share-sites-or-documents-with-people-outside-your-organization-HA102894713.aspx?CTT=5&origin=HA104036809

QuestionsThank You