1 00:00:02,875 --> 00:00:05,175 Now that we have seen the theory, let's go 2 00:00:05,175 --> 00:00:07,721 to the lab and see how external sharing 3 00:00:07,721 --> 00:00:12,048 works in SharePoint Online. We're now in 4 00:00:12,048 --> 00:00:14,736 the lab environment and I have opened the 5 00:00:14,736 --> 00:00:17,152 site EMEA Charity Initiatives, and let's 6 00:00:17,152 --> 00:00:20,277 go share some documents so we can see what 7 00:00:20,277 --> 00:00:23,760 the end user experience is like. First of 8 00:00:23,760 --> 00:00:27,274 all, I will go into documents and I have a 9 00:00:27,274 --> 00:00:30,650 few PowerPoint files in here. Now I can 10 00:00:30,650 --> 00:00:34,129 select the document. I can either click on 11 00:00:34,129 --> 00:00:37,461 share from here or Share or Copy link from 12 00:00:37,461 --> 00:00:40,793 the top. Let's go on Copy link and then it 13 00:00:40,793 --> 00:00:43,742 will automatically look at the tenant and 14 00:00:43,742 --> 00:00:48,022 site level, what options are available. As 15 00:00:48,022 --> 00:00:49,847 you can see, it created me a link right 16 00:00:49,847 --> 00:00:52,824 now, and the permissions are anyone with 17 00:00:52,824 --> 00:00:56,042 the link can view this document. Once I 18 00:00:56,042 --> 00:00:59,730 click further, I can say do I want it to 19 00:00:59,730 --> 00:01:00,884 be the anyone link, people in the 20 00:01:00,884 --> 00:01:04,557 organization, people with existing access, 21 00:01:04,557 --> 00:01:07,642 or specific people? Let's do anyone with 22 00:01:07,642 --> 00:01:11,170 the link, then I can also set an expiry 23 00:01:11,170 --> 00:01:15,225 date, and this, the expiry date can be as 24 00:01:15,225 --> 00:01:17,687 long as my tenant administrator allows me 25 00:01:17,687 --> 00:01:21,825 to do it. So let me put it to the maximum 26 00:01:21,825 --> 00:01:25,345 September 20. I can even set a password 27 00:01:25,345 --> 00:01:28,710 and this is a fairly new feature on 28 00:01:28,710 --> 00:01:31,250 SharePoint Online and block the download. 29 00:01:31,250 --> 00:01:34,739 Let's just start with this like it is now, 30 00:01:34,739 --> 00:01:40,085 Apply, and let's copy the link. Now I will 31 00:01:40,085 --> 00:01:43,202 open another browser where I will just 32 00:01:43,202 --> 00:01:47,213 open a new tab in here. I'm not logged in 33 00:01:47,213 --> 00:01:50,701 Office 365 or anything. I'll just copy the 34 00:01:50,701 --> 00:01:54,650 link, and as we can see, it opens the file 35 00:01:54,650 --> 00:01:58,188 in PowerPoint Online, and I can view the 36 00:01:58,188 --> 00:02:01,018 file; I cannot edit it. I can, however, 37 00:02:01,018 --> 00:02:03,952 since we didn't block the download, I can 38 00:02:03,952 --> 00:02:08,139 download it as a PowerPoint file. Great! 39 00:02:08,139 --> 00:02:11,168 So now we looked at anonymous. Now let's 40 00:02:11,168 --> 00:02:14,251 go back to our document library and let's 41 00:02:14,251 --> 00:02:17,506 share this one, and let's share it with 42 00:02:17,506 --> 00:02:20,831 specific people, but with external and I 43 00:02:20,831 --> 00:02:23,678 will also do Allow Editing. I'll click on 44 00:02:23,678 --> 00:02:26,698 Apply, and I will just use the Gmail 45 00:02:26,698 --> 00:02:30,377 address I just created, globomanticsvlad@ 46 00:02:30,377 --> 00:02:34,726 gmail.com. I will have a warning that hey, 47 00:02:34,726 --> 00:02:38,229 be careful, globomanticsvlad@ gmail.com is 48 00:02:38,229 --> 00:02:41,036 outside your organization, and now I will 49 00:02:41,036 --> 00:02:46,105 click on Send. It will take a few seconds, 50 00:02:46,105 --> 00:02:49,196 but here in Gmail I should see it any time 51 00:02:49,196 --> 00:02:52,245 now. Let me refresh. There we go. It has 52 00:02:52,245 --> 00:02:55,928 just arrived. I got an email that Vlad 53 00:02:55,928 --> 00:02:58,487 Catrinescu shared M3 Slides_AC with you, 54 00:02:58,487 --> 00:03:01,686 and here I have that this link only works 55 00:03:01,686 --> 00:03:04,713 for the direct recipients of this message. 56 00:03:04,713 --> 00:03:10,035 Let's click on Open. Because I have shared 57 00:03:10,035 --> 00:03:12,656 a document and I only shared it with 58 00:03:12,656 --> 00:03:15,505 specific people, it means that Office 365 59 00:03:15,505 --> 00:03:18,522 will verify that I have access to this 60 00:03:18,522 --> 00:03:20,529 email address and somebody didn't just 61 00:03:20,529 --> 00:03:24,110 give me the link. So I have to do a send 62 00:03:24,110 --> 00:03:27,806 code and this will send a code again to my 63 00:03:27,806 --> 00:03:30,771 email address with a code that I can enter 64 00:03:30,771 --> 00:03:34,504 in order to get access to the document. I 65 00:03:34,504 --> 00:03:36,990 will say keep me signed in, and then I 66 00:03:36,990 --> 00:03:41,029 will click on Verify. It will check that 67 00:03:41,029 --> 00:03:43,232 everything is okay, and now it gave me 68 00:03:43,232 --> 00:03:45,971 access to the document, and because I'm in 69 00:03:45,971 --> 00:03:49,204 edit mode and I'm allowed to edit, I'm 70 00:03:49,204 --> 00:03:52,081 allowed to edit this document now. I'll 71 00:03:52,081 --> 00:03:55,761 just do 1, 2, 3, save it, and then when I 72 00:03:55,761 --> 00:03:58,746 try to go back to the site, it will not 73 00:03:58,746 --> 00:04:02,989 allow me to do it. If I go and I refresh 74 00:04:02,989 --> 00:04:06,601 the page over here now, I will see that 75 00:04:06,601 --> 00:04:10,158 the document was last modified by 76 00:04:10,158 --> 00:04:14,122 globomantics.vlad @ gmail.com. Now what if 77 00:04:14,122 --> 00:04:17,277 we want to share the whole site? I can go 78 00:04:17,277 --> 00:04:20,346 here and click on Share. This will really 79 00:04:20,346 --> 00:04:25,385 share the whole site, and let me enter 80 00:04:25,385 --> 00:04:28,921 globomanticsvlad@ gmail.com again. I will 81 00:04:28,921 --> 00:04:31,517 get the same warning that it's outside of 82 00:04:31,517 --> 00:04:34,888 the organization, and then I can select in 83 00:04:34,888 --> 00:04:37,459 which group that external user should be 84 00:04:37,459 --> 00:04:41,552 added. Let's add that user into Edit, and 85 00:04:41,552 --> 00:04:44,639 click on Share. We'll wait a few seconds 86 00:04:44,639 --> 00:04:47,047 for the invitation to be sent, and then 87 00:04:47,047 --> 00:04:49,847 when I go to my Gmail, and I'll reclose 88 00:04:49,847 --> 00:04:52,333 the window again, go back to the inbox, 89 00:04:52,333 --> 00:04:56,474 and I have a new email from no-reply. Vlad 90 00:04:56,474 --> 00:05:00,725 wants to share EMEA Charity Initiatives. 91 00:05:00,725 --> 00:05:02,500 Now we'll click on the site and I will 92 00:05:02,500 --> 00:05:05,929 just open it in an incremental window to 93 00:05:05,929 --> 00:05:08,688 make sure that there is no residue of the 94 00:05:08,688 --> 00:05:11,647 one that I accepted earlier. Because I'm 95 00:05:11,647 --> 00:05:15,655 sharing a full site, it will ask me to 96 00:05:15,655 --> 00:05:18,530 sign in with a Microsoft account. A 97 00:05:18,530 --> 00:05:21,987 Microsoft account can either be a Hotmail, 98 00:05:21,987 --> 00:05:26,001 Outlook, Xbox Live account, or an 99 00:05:26,001 --> 00:05:28,245 organizational account. I cannot simply 100 00:05:28,245 --> 00:05:32,569 log in with my Gmail account. I can create 101 00:05:32,569 --> 00:05:35,480 a Microsoft account using the Gmail 102 00:05:35,480 --> 00:05:40,124 address. So let me put in the password 103 00:05:40,124 --> 00:05:44,423 here, click on Next. It will send me an 104 00:05:44,423 --> 00:05:48,436 email back to Gmail over here, verify your 105 00:05:48,436 --> 00:05:52,356 address. Let's copy/paste the code, put it 106 00:05:52,356 --> 00:05:56,017 in here, I don't want to get emails from 107 00:05:56,017 --> 00:05:59,129 Microsoft. I guess I have to put a harder 108 00:05:59,129 --> 00:06:02,773 password in there, let's try this one. 109 00:06:02,773 --> 00:06:06,222 They're really making it tough on me. 110 00:06:06,222 --> 00:06:10,416 Click on Next. Now we'll have to pause it 111 00:06:10,416 --> 00:06:13,028 while I put my phone number in here, and 112 00:06:13,028 --> 00:06:15,688 now that I have put my phone number in, I 113 00:06:15,688 --> 00:06:17,400 have validated the code, I was able to 114 00:06:17,400 --> 00:06:21,156 create a Microsoft account with my Gmail 115 00:06:21,156 --> 00:06:24,587 email address, and I have access to the 116 00:06:24,587 --> 00:06:27,725 site as an external user, and I can view 117 00:06:27,725 --> 00:06:29,783 all of the different document libraries 118 00:06:29,783 --> 00:06:33,668 and everything that a normal SharePoint 119 00:06:33,668 --> 00:06:37,640 user with edit rights on this site could 120 00:06:37,640 --> 00:06:40,353 do. Now that we have seen how to share 121 00:06:40,353 --> 00:06:42,388 with an anonymous external user, as well 122 00:06:42,388 --> 00:06:45,415 as a specified user with an external email 123 00:06:45,415 --> 00:06:48,537 address that needs to validate ownership 124 00:06:48,537 --> 00:06:50,385 and an external user with a Microsoft 125 00:06:50,385 --> 00:06:52,786 account, let's go back to the slides and 126 00:06:52,786 --> 00:06:55,551 review how we can control the different 127 00:06:55,551 --> 00:07:01,000 external sharing settings in SharePoint Online.