Everything you need to know about sharing files in SharePoint & OneDrive - SPFest Seattle
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You can't spell SharePoint without 'Share'. Sharing is a core concept within the modern workplace and it is powered by SharePoint and OneDrive but there are complexities that lie underneath the covers that you need to know about. Collaboration lives at the core of a workplace and collaboration is built around effective sharing. Getting content securely to the right people at the right time keeps a company moving. But do you really know everything that is out there? Who has access to the content? Is the content still secure? Learn move about what you can do as a user to share your content, what happens after it has been shared, and how to control content sharing as an administrator.
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Everything you need to know about sharing files in SharePoint & OneDrive - SPFest Seattle
- 1. Everything you need to know about sharing files in SharePoint & OneDrive SharePoint Fest Seattle2019 #SPFestSea
- 2. Drew Madelung Email : drew.madelung@protiviti.com Twitter : @dmadelung Website: drewmadelung.com Senior Manager – SharePoint & Office 365
- 3. Types of sharing What really happens Sharing management What’s next Everything you need to know about sharing files in SharePoint & OneDrive SharePoint Fest Seattle 2019 #SPFestSea
- 4. Let’s talk security Permission Level Full Control Edit Contribute Read View Only Approve Design Create your own! SharePoint Object 3 things make up SharePoint Security Site Collection Site Library, List Item, Document, Folder User or Group
- 5. Security is based on inheritance Site Collection Site Library, List Item, Document, Folder Site Collection Site Library, List Item, Document, Folder Unbroken Inheritance Broken Inheritance
- 6. Sharing 101 To someone Site Collection Site Library, List Item, Document, FolderUser Shares something Gets access
- 7. Sharing administration vs End User sharing Admins plan and set sharing configuration End users share content Internal users External users
- 8. Authenticated or Anonymous Someone from outside your Office 365 subscription who has been granted access to a site, file, or folder Authenticated with Microsoft account Anonymous Spreads across workloads Added to Azure AD as Guest Groups, Teams, SharePoint, OneDrive, Yammer, etc Can’t be shared sites IP tracked
- 9. Types of sharing via End User Specific People People with existing access People in the organization Anyone
- 10. Specific people A non-transferrable, revocable secret key, only grants access to the specific recipient Won’t work if forwarded to others Existing users get access via their account New external users prove email ownership via simple one-time passcode Internal users granted access directly with inheritance broken
- 11. People with existing access Send link without sharing Does not change permissions Cannot be set as default link type Users have access and receive a link via email Gets direct link to file
- 12. People in my organization A transferrable, revocable secret key, only grants access to internal users Can be forwarded to others Access can be revoked anytime Users need link to gain access Requires sign-in to an account in my organization Members (non-guests) in Azure AD
- 13. Anyone (Anonymous) A transferrable, revocable secret key Can be forwarded to others Access can be revoked anytime Users need link to gain access Guarantees users can open, anywhere, without signing in
- 14. Sharing from everywhere Modern sharing UI is unified across platforms OneDrive Mobile App Office Mac File Explorer with OneDrive sync Mac Finder SharePoint OneDrive Office Online Office Desktop
- 15. Demo!
- 16. What happens when you share with links? Share via Link Inheritance broken on file New SP Group created and added to files Access Control List (ACL) Users put into SP Group when shared or link clicked Entry added to Sharing Links SP List
- 17. Specific people – Share externally securely Passcode required via secondary email Must use email link was sent to verify Auditable through “SecureLink” actions Get-SPOExternalUser will not return them • Must used Get-SPOUser User shares file or folder to user not in directory Guest receives passcode and not required to login with MS account
- 18. Sharing sites vs content Sharing sites requires Microsoft account login Utilizes access requests Adds user as guest to Azure AD after login Get-SPOExternalUser returns guest accounts Once in Azure AD -> will appear in people picker Adds user to site SP group
- 19. Classic sharing UI “Invite people” is like sharing with specific people “Get a link” gives you organization links and anonymous
- 20. Sharing in Office 365 Groups Modern SharePoint team sites are powered by Office 365 Groups – Including MS Teams! Feature Guest user allowed? Create a group No Add/remove group members No Delete a group No Join a group Yes, by invitation Start a conversation Yes Reply to a conversation Yes Search for a conversation Yes @mention a person in the group No Pin/Favorite a group No Delete a conversation Yes "Like" messages No Manage meetings No View group calendar No Modify calendar events No Add a group calendar to a personal calendar No View and edit group files Yes, if enabled by tenant admin Access the group OneNote notebook Yes, via link from group member Browse groups No Security model is different 1 Azure AD group powers 2 permission levels – Owner & Member Permissions cross workloads Add users (share) to the Group vs content in SharePoint Unique external sharing administration Guests cannot be an owner Modern Communication sites do NOT utilize Office 365 Groups
- 21. Demo!
- 22. Control external sharing in Office 365 Members Owners Unauth’d guests Auth’d guests Admin Inside Outside Control External sharing
- 23. Control external sharing in Office 365 Least Restrictive Most Restrictive
- 24. External sharing administration Sharing configured via SharePoint AND/OR OneDrive admin centers Configured per tenant Ability to configure sharing set per site collection • Every OneDrive is a site collection Office 365 Group sharing best managed through PowerShell
- 25. External sharing administration Sharing for OneDrive can be MORE restrictive but not LESS restrictive than SPO If sharing turned off globally in SPO any shared links will stop working Sharing Options No external sharing Only existing external users (sign-in required) New and existing external users (sign-in required) Anyone, including anonymous users (on by default) Your SharePoint Online sharing settings determine which OneDrive sharing settings are available Setting Sharing in OneDrive Admin Center affects SPO
- 26. Set external sharing settings Default link type Direct links Only users who have specific permission Internal Links Only users within your organization Sharable access links Anyone with a link (anonymous) Default link permission View or Edit The following settings apply to both SPO and OneDrive Anonymous access link permission Separate for Files & Folders View, Edit & Upload View Only for Anonymous access link expiration Up to 2 years / 730 days
- 27. Set external sharing settings Limited external sharing by user Only certain users in security group can share with External users External users + anonymous Other External sharing policy URL (new) Must accept using same account Let external users share items they don’t own Require recipients to prove account ownership (days) Not anonymous The following settings apply to both SPO and OneDrive OneDrive email notifications Other users share again External users accept Anonymous link created or changed
- 28. External sharing administration Classic admin center includes certain things • Only users in selected security groups shared with external users • Use shorter links when sharing files and folders • Require recipients to continually prove account ownership
- 29. Domain allow/block Ability to whitelist or blacklist domains for SharePoint & OneDrive • Tenant or site collection level • Recommend blacklist Office 365 Group external sharing does not respect the SharePoint configuration Configure Azure AD allow/block list https://go.microsoft.com/fwlink/p/?linkid=857710
- 30. Demo!
- 31. Site collection advanced sharing Per site collection sharing via admin centers Non O365 group backed sites only in classic admin
- 32. Site collection advanced sharing PowerShell to set site specific sharing with Set-SPOSite General • -SharingCapability • -DefaultSharingLinkType • -DefaultLinkPermission Anonymous • -OverrideTenantAnonymousLinkExpirationPolicy • -AnonymousLinkExpirationInDays Domain restrictions • -SharingDomainRestrictionMode • -SharingAllowedDomainList • -SharingBlockedDomainList Other • -ShowPeoplePickerSuggestionsForGuestUsers • -DisableCompanyWidSharingLinks • DisableSharingForNonOwners
- 33. Site collection advanced sharing Access requests still can be set and utilized Default access requests set to site owners SharePoint group • Can update email + message Control ability of members to share Allow members to add to default members group • Allows members to share site
- 34. Demo!
- 35. Sharing tidbits If external sharing enable -> Office 365 group powered sites will be enabled with the same Access requests list generated after access request submitted • Access%20Requests/pendingreq.aspx Hidden SharePoint List handles link management Use content search for reporting External sharing changes for My Site site collection apply to existing and new OneDrive’s Utilize SharePoint Online as an extranet Be aware of migration to SharePoint Online with Delve and permission exposure Work with the business to understand sharing requirements, don’t just lock down
- 36. • xxxx Help Contribute & Stay Informed! Microsoft Tech Community https://techcommunity.microsoft.com Microsoft 365 Roadmap https://fasttrack.microsoft.com/roadmap Office Blogs https://blogs.office.com/ Office 365 Admin Center – Message Center https://portal.office.com/AdminPortal Office 365 for IT Pros http://exchangeserverpro.com/ebooks/office-365-for-it-pros
- 38. Questions? Email: drew.madelung@protiviti.com Twitter: @dmadelung Website: drewmadelung.com Slides: http://bit.ly/DrewSlides
- 39. Everything you need to know about sharing files in SharePoint & OneDrive SharePoint FestSeattle2018 #SPFestSeattle
Editor's Notes
- *NEED TO TEST if external users who were granted access will work
- Default sharing logic Create links Show manage access Manage access through sharing Revoking access Send via email
- Previously, when securely sharing with users who were not in the organization's directory, these users were sent an invitation and had to log in using a Microsoft Account or a Work or School Account. They were then added to the directory as guests and given permissions to the file or folder. https://docs.microsoft.com/en-us/sharepoint/what-s-new-in-sharing-in-targeted-release?redirectSourcePath=%252farticle%252fcc78357c-6d48-499c-9cc7-dae447d0d391
- Previously, when securely sharing with users who were not in the organization's directory, these users were sent an invitation and had to log in using a Microsoft Account or a Work or School Account. They were then added to the directory as guests and given permissions to the file or folder.
- Passcode Share site Share o365 group
- ******This whole section needs to be reworked I think – order of content, etc. with Teams, Office 365 Groups, etc. DG We talked about the end user experiences, but Now we need to talk about how to configure it Guest access to Microsoft Teams can be managed through four different levels of authorization: Azure Active Directory: Guest access in Microsoft Teams relies on the Azure AD business-to-business (B2B) platform. Controls the guest experience at the directory, tenant, and application level. Microsoft Teams: Controls Microsoft Teams only. Office 365 Groups: Controls the guest experience in Office 365 Groups and Microsoft Teams. SharePoint Online and OneDrive for Business: Controls the guest experience in SharePoint Online, OneDrive for Business, Office 365 Groups, and Microsoft Teams. Examples: Don’t allow guest users in Teams Enable guest access in AAD, Teams and Groups but disable on selective Teams containing sensitive/confidential information. Specify specific settings for individual SPO sites, including those connected to Teams and Groups.
- DG There are services that have anonymous external sharing that isn’t controlled by AAD - Forms, Sway, Power BI But the governance you have for sharing should apply to these services as well
- SPO sharing is king If you turn off external sharing for SharePoint Online in your organization, you can't turn it on for OneDrive. If you limit external sharing in SharePoint Online, to only authenticated users, then that will be the only kind of external sharing you can allow in OneDrive. If you allow anonymous access links for SharePoint Online, you can limit external sharing in OneDrive to authenticated users or turn it off entirely. the external users have already accepted sharing invitations Invitations to view files can be redeemed only once. After an invitation has been accepted, it can't be shared or used by others to gain access. Anonymous access links can be forwarded to other people, who can also view or edit the shared items without signing in.
- All of these settings show up in both admin centers The settings you change in the OneDrive admin center sync with your settings in the SharePoint admin center. Anonymous option is only available if your external sharing setting for SharePoint is set to Anyone, including anonymous users.
- All of these settings show up in both admin centers The settings you change in the OneDrive admin center sync with your settings in the SharePoint admin center. Anonymous option is only available if your external sharing setting for SharePoint is set to Anyone, including anonymous users.
- DREW
- Sp admin vs od admin
- DREW
- DREW https://docs.microsoft.com/en-us/powershell/module/sharepoint-online/set-sposite?view=sharepoint-ps
- DREW
- Site collection sharing
- MS is always listening
- Reach out anytime
- Reach out anytime