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What happens when you disable sharing?

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In the modern workplace, moving between tools and platforms should be fairly seamless. When using OneDrive and SharePoint, end users expect to be able to not only work from anywhere, but to also have access to their content whenever and wherever needed. The expectation is that sharing content should be native to every collaboration and productivity tool and service, period. Even with this important role within the Office 365 platform, some customers want to limit – or disable – this capability. A walk-through of the functional and governance implications of disabling sharing within Office 365. Slides from THR2053 at Microsoft Ignite 2019 (#MSIgnite) in Orlando walking Presented by Microsoft RD + MVP Christian Buckley (@buckleyplanet).

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What happens when you disable sharing?

  1. 1. @buckleyplanet
  2. 2. In the modern workplace, moving between tools and platforms should be fairly seamless.
  3. 3. End users expect to be able to not only work from anywhere, but to also have access to their content whenever and wherever needed.
  4. 4. The expectation is that sharing content should be native to every collaboration and productivity tool and service, period. Even with this important role within the Office 365 platform, some customers want to limit – or disable – this capability.
  5. 5. Understanding the downstream effects
  6. 6. The change to sharing is implemented at an Office 365 Tenant level, and as such, it is an all-or-nothing change. Because OneDrive acts as an Office client backstage for open, save, share, even with the sharing capability turned off, you will still see all the OneDrive share points and may even be prompted to use OneDrive. These prompts cannot be disabled, nor can the options in the menu be modified.
  7. 7. From a security and compliance standpoint, you will not be able to run cross-workload policies for scenarios like Data Loss Prevention (DLP), auditing, retention, or eDiscovery, as these are applied suite-wide.
  8. 8. When OneDrive sharing is disabled, what stops working:
  9. 9. SharePoint Home is disabled, because settings are stored in the OneDrive cache.
  10. 10. Followed Sites are disabled due to settings stored in OneDrive cache.
  11. 11. Shared With Me list is also disabled due to settings stored in OneDrive cache.
  12. 12. Modern Attachments are entirely disabled.
  13. 13. Team Site and Microsoft Teams sync to OneDrive are disabled.
  14. 14. OneNote sync is also disabled, because the cache is stored in OneDrive.
  15. 15. Additionally, any external users who were previously invited to view or edit content will be blocked. They’ll receive an error message, and if, at some point in the future, sharing is re-enabled, they will need a new sharing link.
  16. 16. Additional experiences that will be degraded:
  17. 17. When modern attachments become unavailable, users will see options for OneDrive for Business attachments, and may be prompted to use ODB for file attachments.
  18. 18. Microsoft Graph and Delve will be seriously crippled, as they rely on what is being shared and viewed to provide their rich experiences.
  19. 19. Most Recently Used list will still work, but it loses much of its usefulness without insights from Microsoft Graph and Delve.
  20. 20. Rather than disable all sharing within OneDrive, there are a number of other options that allow an organization to maintain governance and control over their intellectual property.
  21. 21. Rather than disable sharing for everyone apart from a few specific users, diminishing the features of Office 365 and thereby impacting end user adoption of the platform, establish policies for the handling of sensitive content and material, and leverage the many security and governance features available within the platform. Examples include:
  22. 22. OneDrive sharing is a powerful and essential capability within Office 365. When organizations elect to turn off this important feature, they seriously diminish the cross-workload value of the platform and can inhibit adoption and engagement. While Microsoft recognizes the unique security, governance, and compliance requirements of customers and provides the ability to turn OneDrive sharing off, because of the benefit — the overall recommendation is to mitigate these risks through other methods.
  23. 23. However….if you’re still convinced that turning off sharing within OneDrive and SharePoint is the right thing to do…
  24. 24. Stop sharing OneDrive or SharePoint files or folders, or change permissions https://support.office.com/en-us/article/stop-sharing-onedrive-or-sharepoint-files- or-folders-or-change-permissions-0a36470f-d7fe-40a0-bd74-0ac6c1e13323
  25. 25. Customize how sharing works in OneDrive and SharePoint
  26. 26. Follow me @buckleyplanet

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