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SharePoint Online improves external sharing

Mark Kashman
(@mkashman) is a senior product manager on the SharePoint marketing team.

Getting work done often requires working not only within the company
boundaries but also working beyond the firewall with business contacts who do
not fall within your corporate domain. We’ve been hard at work to enhance the
external sharing user experience so that sharing is more and more friction free,
for both users and admins.

As such, we’ve made the following improvements to SharePoint Online and
Office 365:

  • Get a link: create anonymous Guest Links in one click within
    the Office 365 user interface.
  • Members can share: enable site members to invite external users, not
    just the site collection owner.
  • All invitees on same
    email To line
    : start a
    collaborative email with *everyone* when sharing a site or document.

These new external sharing updates are rolling out live worldwide right now.
Let’s dive into the details.

Get a link

It’s now possible, in one click, to generate a Guest
Link
(either a View Only or Edit anonymous link to a document) directly from
your SkyDrive Pro and your SharePoint Online document libraries’ user interface.
You click, copy and paste, and go. And when you no longer want the Guest Link to
be active, you can disable it at any time from the document’s same Share dialog box.

 

 

The External Sharing
dialog box now has a merged Invite people tab, a Get a link tab and a Shared
with tab, so all the ways to share are in one place.

Members can share

Much of SharePoint Online and
Office 365 is about administration delegation: empowering others to make the
right business decisions, paired with giving them the right levels of control. Site
collection admins can now allow members of the site to send a sharing invitation-both
internal and external-without requiring the site collection admin to first
approve/reject the invitation request. This removes a common barrier to sharing
while enabling finer grain control per your preferred governance and
productivity plans.

Learn more about Members
can share (video)
on Office.com.

All invitees on same email To line

​We’ve made it easier to notify all recipients at the same
time, on the same email. Now, when you share with multiple people via the
sharing dialog box in SharePoint Online, a single email message is sent to
everyone you shared with-with you included on the Cc line-rather than sending a
separate email to each recipient. Note: external email addresses typed in the
people picker will still send individual external invitations, because external
invitees need unique invitation links that properly route them through the external
sharing process associated with Microsoft Account
.

 

 

From the Share dialog
box in SharePoint Online, you can share with multiple recipients with a single
email message. Email recipients see all invitees on the To line.

Start sharing

Whether you’re collaborating with employees, customers,
partners or suppliers, we hope the new set of external sharing enhancements
helps you work more efficiently, delegate effectively, and collaborate.

We’re always looking to improve your experience in Office 365 and SharePoint
Online and pay close attention to your feedback. To get the latest SharePoint
Online news and tips, follow us on Twitter and Facebook, or join us on the Office 365 Community.

Thanks.

–Mark Kashman,
@mkashman

FAQ

Q: 
Which Office 365 plans will receive the improved external sharing experience
updates?

A:  The new external sharing experience is now available for all
Office 365 for business users. Specifically, these plans are: Office 365
Small Business (P1), Office 365 Small Business Premium (P2), Office 365 Midsize
Business, Office 365 Enterprise E1, E3, and E4, Office 365 Enterprise K1 &
K2, Office 365 Education A2, A3, and A4, Office 365 Government G1, G3, and G4,
and Office 365 Enterprise E3 for Nonprofits.

Q. Does this announcement apply to Office
365 dedicated subscribers?

A. No. The Office 365 dedicated plans are not receiving this same update at
this time. They are managed in a unique, isolated infrastructure.

Q. Does this announcement apply to
customers who have deployed SharePoint 2013 on-premises?

A. No. This update applies only to the Office 365 service instance.

 

Join the conversation

4 comments
  1. If you share an edit link to an external (anonymous) user, this user can’t download the document. I know you want to avoid sending documents around and keep everything single-sourced in SharePoint, but if someone has edit access he should also have the possibility to download the document.

    PS: I had to use chrome on this site to log in, it didn’t work in IE10/IE11. Also the navigation dropdown only works on the home page in IE10/IE11. As soon as you go into a specific blog, the dropdown doesn’t funtion anymore. Crazy right?

  2. Can I create a guest link for a folder?

  3. Why was this update not shown in scheduled maintenance, and why was/is the associated downtime not shown in service status, please?

  4. @Mark, external sharing is a valuable feature. This is turning out to be one of the key features that has hastened our migration from on-premises to SharePoint Online (other being Office Web App, Yammer etc.)

    One note though: I do not see the "Shared with" link along side "Invite people" & "Get a link".

Comments are closed.