Project Online: Manage External Sharing

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1 Project Online: Manage External Sharing 1 P age

2 SharePoint and Project online allow you to share the content with the external users who do not have licenses for your organization s Microsoft Office 365 subscription. This article contains the information about external users and how to share the content with the external users. WHAT IS AN EXTERNAL USERS? 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 While external users can be invited as extended project members to perform a full range of actions on a site, they will not have the exact same capabilities as a full, paid, licensed member within your organization WHAT AN EXTERNAL GETS RIGHTS TO DO External users can use Office Web Apps for viewing and editing documents. If your plan includes Office Pro Plus, they will not have the licenses to install the desktop version of Office on their own computers. External users inherit the use rights of the Office 365 customer who is inviting them to collaborate on a site. That is, if an organization purchases an E3 Enterprise plan, and builds a site that uses enterprise features, the external user is granted rights to use and/or view the enterprise features within the site collection they are invited to. An external user can perform tasks on a site consistent with the permission level that they are assigned. For example, if you add an external user to the Members group, they will have Edit permissions and they will be able to add, edit and delete lists; they will also be able to view, add, update and delete list items and documents. External users will be able to see other types of content on sites. For example, they can navigate to different subsites within the site collection to which they were invited. They will also be able to do things like view site feeds. WHAT CAN T AN EXTERNAL USER DO? External users cannot create their own personal sites (what used to be referred to as My Sites). This means that they do not have their own SkyDrive Pro document library. External users cannot see the company-wide newsfeed. They also cannot edit their own profile, change their photo, or see aggregated tasks. External users do not add quota to the overall tenant storage pool (this is determined by licensed users only). 2 P age

3 External users cannot be an administrator for a site collection. However, you can designate an external user as a designer for your Public Website. This restriction also does not apply to scenarios where you have hired a partner to help you manage Office 365. By default, external users cannot access the Search Center and will not be able to execute searches against everything. ENABLE EXTERNAL SHARING FOR YOUR SHAREPOINT ONLINE ENVIRONMENT You can configure external sharing at two levels within the SharePoint admin center TURN EXTERNAL SHARING ON FOR AN ENTIRE SHAREPOINT ONLINE ENVIRONMENT i. Go to the SharePoint admin center ii. Click Settings 3 P age

4 iii. From the External sharing section, please select one of the following option. TURN EXTERNAL SHARING ON OR OFF FOR INDIVIDUAL SITE COLLECTIONS i. Go to the SharePoint admin center. ii. Click site collections. 4 P age

5 iii. In the Site Collections list, select the specific site collection(s) you want to update and then click Sharing iv. Select one of the following option 5 P age

6 SHARE THE SITE WITH THE EXTERNAL USERS After enabling the external sharing, you can share the site with the external users using below steps 1. Open the site which you would like to share with the external user 2. Click on Share button 3. Enter the External User s id >> select the appropriate group permissions and click on Save 6 P age

7 ACCESS THE SHARED SITE USING EXTERNAL ID The external user will get the invitation message as soon as you share the site with them. 7 P age

8 External users then need to click on the Go to link and enter the external ID credentials to access the site. After authentication, user will be able access the site using external ID 8 P age