SharePoint Saturday Oslo 2013 - External Collaboration with SharePoint Online 2013


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Collaboration has never been easier with SharePoint Online 2013. A brand new site template called Project site is available and even our old friend the Team Site is new and improved. These templates contain valuable collaboration features such as a newsfeed, OneNote integration, document library and task list. SharePoint Online 2013 makes it easier to share content with external partners. External invitations are available and even anonymous links can be created. This session is going to demo the new and improved collaboration features and show how easy it is to collaborate with external partners.

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  • I want everydelegateto have a great time duringmy SharePoint Online 2013 session. My goal is to show you new features andlearnyou new things. Pleasedon’tfallasleep ;-)
  • 7 GB: Every user gets 7 GB to store personal and shared documents. A great new solution/feature to move content from personal file shares to SkyDrive Pro. This can save companies a lot of money because external suppliers charge a lot of money for storing and hosting file shares.Folders are ok: Let your users apply folders. Its their personal environment.Easy to share: You don’t need to teach your end-users anymore how to break the permission inheritance from documents within their My Site. In SPO2013 you can share a document with two clicks.Windows 8 App: This summer Microsoft will release an app that allows you to connect to your SkyDrive Pro documents from your Windows 8 Device.
  • Timeline:The task list is extended with a timeline overview. These enables a more flexible overview of all project tasks. The task list can also be connected to MS Project.Site Mailbox: Every project site gets one central mailbox. You can send e-mails to and from the mailbox. OneNote: Every project site comes with an integrated Notebook. Can be used for all your project notes. You can connect it to a local OneNote client such as Surface RT Tablet or Nokia Lumia 920.Newsfeed: Communicate with your project members and external partners. The local newsfeed is connected to the central My Site newsfeed.Document libraries: New features such as drag and drop, create new Office documents within the browser and edit managed metadata fields in the quick edit (datasheet view).External sharing: Invite external users without the need of assigning a license up to 10.000 users with M and E plans.
  • Beforeyou get startedthere are a couple important configurationdecisionstobe made.Sites or site collections: You have to decide to use 1 site collection per project or only 1 site collection and a sub site per project. See the next slides.Managed path: You can only create site collections with teams and sites as managed path. See the next slides.Enable IRM: To use Information Rights Management you need to enable it. Enable external sharing: You need to enable external sharing per site collection. See the next slides.
  • Thelimits per Office 365 subscription
  • There is no option toadd or change existingmanagedpaths.
  • You need to enable IRM in the Office 365 Administration Center. The second step is to enable it in the SharePoint Online configuration center. You are then able to configure IRM in every document library.
  • The Office 365 administrator needs to enable external sharing per site collection. You have to decide if you want to allow anonymous links.
  • The amount of external users allowed per Office 365 subscription.
  • The limitation of an external user:My Site: The external user won’t have a My SiteOther Office 365 Services: You cannot assign a Lync or Exchange license to an external userSite Mailbox: The external user cannot access the site mailbox.
  • Sites or site collectionsYou have to make a decision of using 1 site collection per project or 1 site collection for all the project sites. The downside of 1 site collection is issues with permissions. External or internal users can get access to certain sites or documents. The downside of multiple site collections is the limitations of site collections per tenant.Document ManagementYou need to think about the way content is being used in your document libraries. Are you going to let your users decide by themselves how to organize content? Or tell them to use managed metadata and no folders? External users and permissionsOnly site owners are able to invite external users. You have to train the site owners assigning permissions to prevent external users getting to many privileges. Project site look and feelThe getting started tile contains a feature to change the look and feel. Do you have a corporate look and feel that needs to be used? Or can a site owner pick a theme and every project site will look different?
  • The request approval process isn’t available anymore after the SharePoint Online 2013 preview. The external user was able to request access through a dialogue screen.
  • The site owner was able to respond and approve or reject the request.
  • SharePoint Saturday Oslo 2013 - External Collaboration with SharePoint Online 2013

    1. 1. Externalcollaboration withSharePoint Online2013#spsosloJasper OosterveldJune 1st, 2013
    2. 2. Thanks to ourSponsorsPlatinumGoldSilver
    3. 3. Enable externalsharing
    4. 4. 1site collection20site collections3000site collection
    5. 5. 500 10.000 10.000
    6. 6. SharePoint Online: software boundaries and limits external sharing for your SharePoint online environment sites or documents with people outside your organization 365 Demo permission as external user and drop requirements & limitations