Now that we have seen the theory, let's go
to the lab and see how external sharing
works in SharePoint Online. We're now in
the lab environment and I have opened the
site EMEA Charity Initiatives, and let's
go share some documents so we can see what
the end user experience is like. First of
all, I will go into documents and I have a
few PowerPoint files in here. Now I can
select the document. I can either click on
share from here or Share or Copy link from
the top. Let's go on Copy link and then it
will automatically look at the tenant and
site level, what options are available. As
you can see, it created me a link right
now, and the permissions are anyone with
the link can view this document. Once I
click further, I can say do I want it to
be the anyone link, people in the
organization, people with existing access,
or specific people? Let's do anyone with
the link, then I can also set an expiry
date, and this, the expiry date can be as
long as my tenant administrator allows me
to do it. So let me put it to the maximum
September 20. I can even set a password
and this is a fairly new feature on
SharePoint Online and block the download.
Let's just start with this like it is now,
Apply, and let's copy the link. Now I will
open another browser where I will just
open a new tab in here. I'm not logged in
Office 365 or anything. I'll just copy the
link, and as we can see, it opens the file
in PowerPoint Online, and I can view the
file; I cannot edit it. I can, however,
since we didn't block the download, I can
download it as a PowerPoint file. Great!
So now we looked at anonymous. Now let's
go back to our document library and let's
share this one, and let's share it with
specific people, but with external and I
will also do Allow Editing. I'll click on
Apply, and I will just use the Gmail
address I just created, globomanticsvlad@
gmail.com. I will have a warning that hey,
be careful, globomanticsvlad@ gmail.com is
outside your organization, and now I will
click on Send. It will take a few seconds,
but here in Gmail I should see it any time
now. Let me refresh. There we go. It has
just arrived. I got an email that Vlad
Catrinescu shared M3 Slides_AC with you,
and here I have that this link only works
for the direct recipients of this message.
Let's click on Open. Because I have shared
a document and I only shared it with
specific people, it means that Office 365
will verify that I have access to this
email address and somebody didn't just
give me the link. So I have to do a send
code and this will send a code again to my
email address with a code that I can enter
in order to get access to the document. I
will say keep me signed in, and then I
will click on Verify. It will check that
everything is okay, and now it gave me
access to the document, and because I'm in
edit mode and I'm allowed to edit, I'm
allowed to edit this document now. I'll
just do 1, 2, 3, save it, and then when I
try to go back to the site, it will not
allow me to do it. If I go and I refresh
the page over here now, I will see that
the document was last modified by
globomantics.vlad @ gmail.com. Now what if
we want to share the whole site? I can go
here and click on Share. This will really
share the whole site, and let me enter
globomanticsvlad@ gmail.com again. I will
get the same warning that it's outside of
the organization, and then I can select in
which group that external user should be
added. Let's add that user into Edit, and
click on Share. We'll wait a few seconds
for the invitation to be sent, and then
when I go to my Gmail, and I'll reclose
the window again, go back to the inbox,
and I have a new email from no-reply. Vlad
wants to share EMEA Charity Initiatives.
Now we'll click on the site and I will
just open it in an incremental window to
make sure that there is no residue of the
one that I accepted earlier. Because I'm
sharing a full site, it will ask me to
sign in with a Microsoft account. A
Microsoft account can either be a Hotmail,
Outlook, Xbox Live account, or an
organizational account. I cannot simply
log in with my Gmail account. I can create
a Microsoft account using the Gmail
address. So let me put in the password
here, click on Next. It will send me an
email back to Gmail over here, verify your
address. Let's copy/paste the code, put it
in here, I don't want to get emails from
Microsoft. I guess I have to put a harder
password in there, let's try this one.
They're really making it tough on me.
Click on Next. Now we'll have to pause it
while I put my phone number in here, and
now that I have put my phone number in, I
have validated the code, I was able to
create a Microsoft account with my Gmail
email address, and I have access to the
site as an external user, and I can view
all of the different document libraries
and everything that a normal SharePoint
user with edit rights on this site could
do. Now that we have seen how to share
with an anonymous external user, as well
as a specified user with an external email
address that needs to validate ownership
and an external user with a Microsoft
account, let's go back to the slides and
review how we can control the different
external sharing settings in SharePoint Online.