1 00:00:02,924 --> 00:00:05,028 Let's start by doing an overview of 2 00:00:05,028 --> 00:00:09,297 external sharing in SharePoint Online. 3 00:00:09,297 --> 00:00:10,486 SharePoint Online allows you to share 4 00:00:10,486 --> 00:00:14,101 multiple types of documents or artifacts 5 00:00:14,101 --> 00:00:17,208 outside of your organization. You can 6 00:00:17,208 --> 00:00:20,033 share everything from a complete site to a 7 00:00:20,033 --> 00:00:22,848 list or library to only a specific 8 00:00:22,848 --> 00:00:26,100 document or folder. There's also multiple 9 00:00:26,100 --> 00:00:29,390 ways to share stuff, depending on what you 10 00:00:29,390 --> 00:00:32,918 want to share. We also have multiple types 11 00:00:32,918 --> 00:00:36,708 of external users, the first one being an 12 00:00:36,708 --> 00:00:39,273 authenticated external user. Those users 13 00:00:39,273 --> 00:00:42,872 need to prove ownership of an email 14 00:00:42,872 --> 00:00:45,998 address before being able to access the 15 00:00:45,998 --> 00:00:48,954 resources you invite them to. You can 16 00:00:48,954 --> 00:00:51,484 invite authenticated external users to 17 00:00:51,484 --> 00:00:54,246 complete sites, libraries, lists, 18 00:00:54,246 --> 00:00:58,903 documents, list items, or folders and 19 00:00:58,903 --> 00:01:02,153 really everything inside SharePoint. The 20 00:01:02,153 --> 00:01:05,722 other type of external users are anonymous 21 00:01:05,722 --> 00:01:09,024 users. Those users do not need to 22 00:01:09,024 --> 00:01:11,406 authenticate in order to access a 23 00:01:11,406 --> 00:01:14,151 resource. Sharing to anonymous users is 24 00:01:14,151 --> 00:01:18,548 done via a link and anonymous users can be 25 00:01:18,548 --> 00:01:22,055 given access to documents and folders only 26 00:01:22,055 --> 00:01:25,805 inside document libraries. So as you can 27 00:01:25,805 --> 00:01:27,748 see, a bit more restricted than 28 00:01:27,748 --> 00:01:31,232 authenticated external users in terms of 29 00:01:31,232 --> 00:01:34,681 possibility. Now whenever you share stuff 30 00:01:34,681 --> 00:01:37,107 inside or outside of your organization, 31 00:01:37,107 --> 00:01:42,394 you will see Copy Link in a ton of places. 32 00:01:42,394 --> 00:01:44,476 There are in fact multiple types of links 33 00:01:44,476 --> 00:01:47,263 that you can create for a document 34 00:01:47,263 --> 00:01:49,812 depending on your permissions, 35 00:01:49,812 --> 00:01:52,438 requirements, and settings on that 36 00:01:52,438 --> 00:01:55,370 specific site. The three types are anyone, 37 00:01:55,370 --> 00:01:58,773 people in my organization, and specific 38 00:01:58,773 --> 00:02:03,101 people. Let's take a look at them in 39 00:02:03,101 --> 00:02:04,993 detail. The first one is the anyone link, 40 00:02:04,993 --> 00:02:08,320 which is a transferrable, revocable, 41 00:02:08,320 --> 00:02:11,661 secret key. What does this mean? 42 00:02:11,661 --> 00:02:14,211 Transferrable means it can be forwarded to 43 00:02:14,211 --> 00:02:17,146 others so anyone with a link can have 44 00:02:17,146 --> 00:02:19,635 access to the resource. Revocable means 45 00:02:19,635 --> 00:02:25,039 that the link can be disabled at any time 46 00:02:25,039 --> 00:02:28,182 manually, and secret key means you can't 47 00:02:28,182 --> 00:02:31,088 just find it on the internet; it's not 48 00:02:31,088 --> 00:02:33,904 public. You need that link, that secret 49 00:02:33,904 --> 00:02:37,622 key to gain access. If we put this in a 50 00:02:37,622 --> 00:02:40,426 more visual aspect, once you create the 51 00:02:40,426 --> 00:02:43,197 link for a document into any one model, 52 00:02:43,197 --> 00:02:46,326 you can send it to an internal user, this 53 00:02:46,326 --> 00:02:49,912 link can be forwarded to an external user, 54 00:02:49,912 --> 00:02:53,141 and that external user can forward it to 55 00:02:53,141 --> 00:02:55,477 another external user and everything will 56 00:02:55,477 --> 00:02:58,148 still work. So really, as long as you have 57 00:02:58,148 --> 00:03:01,417 that link, that secret key, you have 58 00:03:01,417 --> 00:03:04,817 access to the document. The next type of 59 00:03:04,817 --> 00:03:07,399 link is people in my organization, which 60 00:03:07,399 --> 00:03:11,058 again is a transferrable, revocable secret 61 00:03:11,058 --> 00:03:13,462 key, because it can be transferred to 62 00:03:13,462 --> 00:03:16,605 others, it can be revoked at any time, and 63 00:03:16,605 --> 00:03:19,095 you need that link to gain access. 64 00:03:19,095 --> 00:03:23,015 However, it only works for users inside 65 00:03:23,015 --> 00:03:26,181 your organization. So if I have a document 66 00:03:26,181 --> 00:03:29,282 that I create a link for with the people 67 00:03:29,282 --> 00:03:32,017 in my organization link, I can send it to 68 00:03:32,017 --> 00:03:33,882 an internal user, which can then forward 69 00:03:33,882 --> 00:03:37,221 the same link to another user inside the 70 00:03:37,221 --> 00:03:40,152 organization, and it will work, but if I 71 00:03:40,152 --> 00:03:42,933 forward it to somebody outside the 72 00:03:42,933 --> 00:03:46,196 organization, they will not have access to 73 00:03:46,196 --> 00:03:49,919 it. Lastly, the specific people link. The 74 00:03:49,919 --> 00:03:52,057 specific people link is a 75 00:03:52,057 --> 00:03:55,190 non-transferrable, revocable secret key, 76 00:03:55,190 --> 00:03:58,343 which means this one will not work if it's 77 00:03:58,343 --> 00:04:02,247 forwarded to anyone else. Access can still 78 00:04:02,247 --> 00:04:05,955 be revoked at any time, and users need 79 00:04:05,955 --> 00:04:09,242 that link to get access. Really, as the 80 00:04:09,242 --> 00:04:13,456 name says, this link only grants access to 81 00:04:13,456 --> 00:04:16,864 the specific recipient. So if I create a 82 00:04:16,864 --> 00:04:20,111 link to share with John, John can access 83 00:04:20,111 --> 00:04:22,617 the document; however, if that link is 84 00:04:22,617 --> 00:04:25,758 shared with somebody inside the 85 00:04:25,758 --> 00:04:28,111 organization, it will not work; they will 86 00:04:28,111 --> 00:04:32,695 not be able to access the document. Now 87 00:04:32,695 --> 00:04:34,943 from a licensing point of view. There is 88 00:04:34,943 --> 00:04:37,496 actually no cost for inviting external 89 00:04:37,496 --> 00:04:41,444 users in Office 365 to collaborate on 90 00:04:41,444 --> 00:04:44,152 documents and things like that. External 91 00:04:44,152 --> 00:04:48,246 users can read, create, update, and delete 92 00:04:48,246 --> 00:04:50,890 documents using Office Online; however, 93 00:04:50,890 --> 00:04:54,657 they cannot get the offline, the hard 94 00:04:54,657 --> 00:04:58,267 client version of Office for free. If you 95 00:04:58,267 --> 00:05:01,182 need them to install the hard client for 96 00:05:01,182 --> 00:05:06,000 Office, you would need to assign them a license.