- External access vs. guest access vs. external sharing<\/a>
- External access<\/a><\/li>
- Guest access<\/a><\/li>
- External sharing<\/a><\/li><\/ul><\/li>
- How to manage external sharing in Microsoft Teams?<\/a>
- Azure AD<\/a><\/li>
- Microsoft 365 admin center<\/a><\/li>
- Microsoft Teams<\/a><\/li>
- SharePoint org-wide sharing settings \u00a0<\/a><\/li><\/ul><\/li>
- Best practices for managing external sharing<\/a>
- Set up alerts on sharing activities<\/a><\/li>
- Configure sensitivity labels<\/a><\/li><\/ul><\/li><\/ul>\n\t\t\t<\/div>\n\t\t<\/div><\/div>\n\n\n
<\/div>\n\n\n\nExternal access vs. guest access vs. external sharing<\/h2>\n\n\n\n
<\/div>\n\n\n\nThere are several ways to share information with people outside your organization in Microsoft Teams: through external access, guest access and through SharePoint. These first notions often get confused, so let\u2019s understand the difference between the two.<\/p>\n\n\n\n
<\/div>\n\n\n\nExternal access<\/h3>\n\n\n\n
This is the term many people use when they imply external sharing, when in fact external access gives users very limited capabilities. <\/p>\n\n\n\n
External access allows users from an external domain to find, chat, call and set up r\u00e9unions<\/a> with people inside your organization in Microsoft Teams.<\/p>\n\n\n\n
Basically, it enables your employees only to communicate with external users who use Teams or Skype for Business.<\/p>\n\n\n\n
External users can\u2019t:<\/p>\n\n\n\n
- Share files<\/li>
- Access Teams and channel resources<\/li>
- Be added to a group chat<\/li>
- Block other users or be blocked<\/li><\/ul>\n\n\n\n
You can check out the list of all the capabilities ici<\/a>.<\/p>\n\n\n\n
By default, external access is open to all domains out there (Open federation<\/strong>). This means that your users can call, chat, and meet with anyone outside your organization with enabled Open federation or if your domain is marked as allowed.<\/p>\n\n\n\n
You can also configure Allowed domains<\/strong> \u2013 external access will be limited only to specific domains; or Blocked domains<\/strong> \u2013 users from all but blocked domains can communicate with your internal users.<\/p>\n\n\n\n
You can manage external access in the Centre d'administration Microsoft Teams<\/a>.<\/p>\n\n\n\n
As you can see, external access doesn\u2019t give enough permissions to work efficiently with external users. Instead, you may want to enable guest access.<\/p>\n\n\n\n
<\/div>\n\n\n\nGuest access<\/h3>\n\n\n\n
If you need to collaborate with people outside your organization in Teams, you will need to grant them guest access. This capability is what makes external collaboration in Microsoft Teams possible.<\/p>\n\n\n\n
Guest access enables you to invite external users into a particular team, give them access to team channels and conversations, as well as share and collaborate on files. Guests can be given nearly all the Teams capabilities as native team members. The key limitation they have is that guests can share content only within the teams they are members of.<\/p>\n\n\n\n
Here\u2019s how it works: if you\u2019re a project manager and you\u2019re inviting your customer to your Project Management team as a guest user, they will be able to access all the channels and all the content shared inside the team. The only exception is private chats<\/a> \u2013 they are visible only to team owners and invited team members.<\/p>\n\n\n\n
At the same time, if your customer was invited just to this specific team, they won\u2019t be able to access any other team in your tenant or search for users outside the team they\u2019re a member of.<\/p>\n\n\n\n
There are some other limitations that guest users have:<\/p>\n\n\n\n
- Create or update a tab<\/li>
- Searching within files<\/li>
- Sharing a chat file<\/li>
- Adding apps<\/li>
- Accessing calendar and scheduled meetings unless they were invited<\/li>
- Creating teams<\/li>
- Becoming team owner<\/li><\/ul>\n\n\n\n
Guest access is something you can only enable or disable<\/a> at the organization level, in the Teams admin portal. <\/p>\n\n\n\n
For a full list of guest access capabilities, head over to cet article<\/a>.<\/p>\n\n\n\n
<\/div>\n\n\n\nExternal sharing<\/h3>\n\n\n\n
Even though you can collaborate with people outside your organization through guest access, you may not want some of them to access everything within your Office 365 group or site. This is where external sharing comes in. You can bypass guest access and still share files externally through SharePoint, considering that\u2019s where files that you store in Microsoft Teams end up.<\/p>\n\n\n\n
![\"\"\/](\"https:\/\/docs.microsoft.com\/en-us\/sharepoint\/sharepointonline\/media\/externalsharing.png\")
<\/figure>\n\n\n\nYou do not want to make external sharing too restrictive, since one way or another your users will share information with people outside your organization. And it is up to you to make sure they have all the right tools in the environment that you can control. But at the same time, giving wide permissions to guest users can cause some issues:<\/p>\n\n\n\n
Leaks of sensitive information<\/em><\/h5>\n\n\n\n
Once you allow guest users to enter your teams, it will automatically grant them access to all the files shared in their channels. This is where you may want to be careful and make sure you don\u2019t store sensitive information in public teams.<\/p>\n\n\n\n
You can also protect your confidential data by storing and sharing it in private channels of teams with guest users. However, only team owners and specified team members will be able to access it.<\/p>\n\n\n\n
Oversharing<\/em><\/h5>\n\n\n\n
Data shouldn\u2019t be open to everyone by default. Some documents must be finalized before being shared with or accessed by key stakeholders. Otherwise, you risk creating chaos and extra work for everyone involved. Oversharing is a potential challenge when you enable external sharing. Establishing the right governance policies can help you minimize these risks.<\/p>\n\n\n\n
<\/div>\n\n\n\nHow to manage external sharing in Microsoft Teams?<\/h2>\n\n\n\n
<\/div>\n\n\n\nAs we pointed out earlier, external sharing in Teams is enabled with guest access and SharePoint sharing configurations.<\/p>\n\n\n\n
Now, let\u2019s delve into how to manage external sharing using different tools. Firstly, we will need to enable guest access<\/a>.<\/p>\n\n\n\n
<\/div>\n\n\n\nAzure AD<\/h3>\n\n\n\n
Azure AD B2B collaboration feature allows you to invite guest users to collaborate within your organization.<\/p>\n\n\n\n
To configure external collaboration settings, sign in the Azure portal<\/a>. Then, select Azure Active Directory<\/strong> > External Identities<\/strong> > External collaboration settings.<\/strong><\/p>\n\n\n\n
Choose the level of restrictions for guests in corresponding fields.<\/p>\n\n\n\n
![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2021\/06\/azure-ad-admin-center-1024x605.png\")
<\/figure>\n\n\n\nYou can establish whether guest users can view other users and browse group membership. You can also decide who can invite guest users and impose collaboration restrictions to specific domains.<\/p>\n\n\n\n
<\/div>\n\n\n\nMicrosoft 365 admin center<\/h3>\n\n\n\n
Microsoft Teams uses Microsoft 365 Groups for team membership. Therefore, for guest access to work in Teams, you need to set up Microsoft 365 Group guest settings.<\/p>\n\n\n\n
![\"Screenshot](\"https:\/\/docs.microsoft.com\/en-us\/microsoft-365\/media\/office-365-groups-guest-settings.png?view=o365-worldwide\")
<\/figure>\n\n\n\nIn the Microsoft Teams 365 admin center<\/a> under Param\u00e8tres<\/strong>, select Org settings <\/strong>et choisissez Microsoft 365 Groups.<\/strong><\/p>\n\n\n\n
Make sure both the Let group owners add people outside your organization to Microsoft 365 Groups as guests<\/strong> et Let guest group members access group content <\/strong>check boxes are checked.<\/p>\n\n\n\n
<\/div>\n\n\n\nMicrosoft Teams<\/h3>\n\n\n\n
Once guest access is set up at Microsoft 365 Group level, you can configure external and guest permissions in the Centre d'administration Microsoft Teams<\/a>.<\/p>\n\n\n\n
\n ![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2021\/06\/guest-access-989x1024.png\")
<\/figure>\n\n\n\n![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2021\/06\/external-access-1024x603.png\")
<\/figure>\n<\/figure>\n\n\n\nIn the guest access page, you manage specific calling, meeting, and messaging policies for guests.<\/p>\n\n\n\n
Apprendre how to master Microsoft Teams admin center<\/a>.<\/p>\n\n\n\n
<\/div>\n\n\n\nSharePoint org-wide sharing settings <\/h3>\n\n\n\n
Teams content is stored in SharePoint, so to make sure your guests have access to Team files and folder and prevent unauthorized users from accessing your data, you need to configure SharePoint external sharing policies.<\/p>\n\n\n\n
In the SharePoint admin center, expand Policies<\/strong> et s\u00e9lectionnez Sharing<\/strong>. Then, you can choose the level of permissions for external sharing in SharePoint and OneDrive.<\/p>\n\n\n\n
To make sure only guests have access to data stored in teams, you can choose New and existing guests<\/strong>.<\/p>\n\n\n\n
To further protect your organizational information, you may want to configure more external sharing settings. For example, if you don\u2019t wish to enable external sharing but you have a security group that can be allowed to share files externally, select Users only in specific security groups can share files externally<\/strong>.<\/p>\n\n\n\n
![\"external](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2021\/06\/sharing-853x1024.png\")
<\/figure>\n\n\n\nYou may also choose permissions for sharing links, their expiration, and other settings.<\/p>\n\n\n\n
![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2021\/06\/files-and-folders-access.png\")
<\/figure>\n\n\n\nThese are organization-level settings. Learn how to further restrict external sharing for individual site or OneDrive<\/a>.<\/p>\n\n\n\n
<\/div>\n\n\n\nBest practices for managing external sharing<\/h2>\n\n\n\n
<\/div>\n\n\n\nSet up alerts on sharing activities<\/h3>\n\n\n\n
If the nature of your operations implies a high level of sensitivity of internal information, you may want to set up alert policies in the security and compliance center to protect your organizational data. There are several default alert policies that help you monitor different activities, including external sharing.<\/p>\n\n\n\n
Here are the built-in alert policies concerning external sharing that you can turn on:<\/p>\n\n\n\n
Unusual external user file activity<\/em><\/h5>\n\n\n\n
Generates an alert when a large number of activities is performed on files by guest users in SharePoint or OneDrive. These activities include accessing, downloading, and deleting files.<\/p>\n\n\n\n
Unusual volume of external file sharing<\/em><\/h5>\n\n\n\n
Generates an alert when an unusually large number of files in SharePoint or OneDrive is shared with people outside your organization.<\/p>\n\n\n\n
En savoir plus<\/a> about managing alerts.<\/p>\n\n\n\n
![\"In](\"https:\/\/docs.microsoft.com\/en-us\/microsoft-365\/media\/09ebd451-8e84-44e1-aefc-63e70bba4d97.png?view=o365-worldwide\")
<\/figure>\n\n\n\n<\/div>\n\n\n\nConfigure sensitivity labels<\/h3>\n\n\n\n
![\"microsoft](\"https:\/\/docs.microsoft.com\/en-us\/microsoft-365\/media\/sensitivity-label-in-excel.png?view=o365-worldwide\")
<\/figure>\n\n\n\nYou can apply sensitivity labels to your internal content. For example, you may want to encrypt emails and documents, mark the content when you use Office 365 apps, protect content in containers such as sites and groups, and apply the label automatically to files and emails, or recommend a label.<\/p>\n\n\n\n
- Configure sensitivity labels<\/a><\/li><\/ul><\/li><\/ul>\n\t\t\t<\/div>\n\t\t<\/div><\/div>\n\n\n
- Microsoft 365 admin center<\/a><\/li>
- Guest access<\/a><\/li>
- External access<\/a><\/li>
![\"\"](\"https:\/\/nboldapp.com\/wp-content\/uploads\/2021\/06\/team-privacy-1024x604.png\")
<\/figure>\n\n\n\n