SharePoint External Sharing: Understanding How It Works

We all rely on SharePoint to keep our teams organized, right? But then comes the moment you need to share something with someone outside your company. Suddenly, it feels a bit… uncertain.

That's where SharePoint external sharing comes in. It's a powerful feature, but understanding how it works is key. Let's break down the process, clear up any confusion, and get you confidently sharing with clients, partners, and anyone beyond your organization.

What is SharePoint External Sharing

SharePoint External Sharing is a feature within Microsoft SharePoint that allows users to share files, folders, and even entire SharePoint sites with individuals outside of their organization. This enables collaboration with clients, vendors, partners, and other external stakeholders.

Here's a breakdown of what it entails:

1. Extending Collaboration:

• It goes beyond internal team collaboration, extending it to external parties.
• This is essential for businesses that work closely with external partners.

2. Granular Control:

• SharePoint offers various levels of control over what external users can access and do.
• Permissions can be set for viewing, editing, or even co-authoring documents.

3. Security Considerations:

• Because external sharing involves sensitive data, security is paramount.
• Administrators can configure settings to ensure compliance and data protection.

4. Methods of Sharing:

• Sharing can be done through shareable links, email invitations, or by adding external users as guests.
• Shared links can be set to allow anyone with the link to access the content, or only specific people.

5. Integration:

• Sharepoint's external sharing integrates well with other Microsoft 365 services, like Teams and OneDrive.

How to Use SharePoint External Sharing

Using SharePoint External Sharing involves a few key steps, and the exact process can vary slightly depending on your organization's settings. Here's a general guide:

1. Verify Administrative Settings:

• Ensure your organization's SharePoint administrator has enabled external sharing. This is a prerequisite.

2. Choose What to Share:

• Decide whether you want to share a single file, a folder, or an entire SharePoint site.

3. Initiate Sharing:

For Files or Folders:

• Navigate to the file or folder in your SharePoint library.
• Select the item and click the "Share" button.

For Sites:

• Navigate to the sharepoint site itself.
• Click the "Share site" button.

4. Specify External Users:

• Enter the email addresses of the external users you want to share with.

5. Set Permissions:

Choose the appropriate permission level:

• View: Allows users to view but not edit the content.
• Edit: Allows users to view and edit the content.

Depending on admin settings, other options may be available.

You may also have the ability to set an expiration date for the sharing link.

6. Choose Sharing Method:

Shareable Links:

• SharePoint generates a link that you can copy and send to the external user.
• You can configure the link to allow anyone with the link to access the content or restrict it to specific people.

Direct Email Invitation:

• SharePoint can send an email invitation directly to the external user.

Discussion on Reddit: Onedrive vs. Sharepoint External Sharing

OneDrive's great for quick file tosses, but for serious team-ups with outsiders? That's SharePoint. Reddit users pointed out OneDrive's simpler, but SharePoint's permission controls and security are stronger.

Think of OneDrive as a casual chat, SharePoint as a structured meeting room. SharePoint's tight integration with Teams also makes it better for ongoing projects.

As one Redditor said, it's about "long-term collaboration." So, for secure, organized teamwork with external partners, SharePoint's the clear winner.

SharePoint External Sharing Alternative For Business- Raysync

SharePoint may not be the most efficient option for businesses handling large-scale file transfers. Raysync provides a high-speed, secure alternative designed for enterprise-level file sharing.

Unlike SharePoint, Raysync uses UDP acceleration, making it 100 times faster when transferring large files. It also removes file size limitations, ensuring businesses can send massive data sets without restrictions.

Security is another strong point, as Raysync includes AES-256 encryption and advanced authentication protocols. Additionally, it supports flexible deployment options, including cloud, on-premise, and hybrid setups, making it adaptable to different business needs.

Pros of Raysync:

• Blazing Fast Transfers: Uses UDP acceleration, making file transfers up to 100x faster than traditional methods.
• No File Size Limitations: Allows businesses to transfer massive data sets without restrictions.
• Enterprise-Grade Security: Offers AES-256 encryption and advanced authentication features for data protection.
• Flexible Deployment Options: Available as a cloud, on-premise, or hybrid solution, meeting diverse business needs.
• Reliable Performance: Designed to handle large-scale business file-sharing needs with consistent efficiency.

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Con of Raysync:

• Setting up Raysync may involve an initial configuration.

For companies struggling with SharePoint’s limitations in handling large file transfers, Raysync offers a fast and secure alternative.

Conclusion

SharePoint lets you share with outsiders, but security setup is key. For hefty files or speed, though, consider Raysync. It's built for rapid, secure large file transfers, bypassing SharePoint's limits. Need seamless, fast, and safe external collaboration? Raysync delivers.