Skip to main content
HomeThe WWS Daily

- News, tips, inspiration you can trust to thrive in today’s digital age.

Search form

Main menu

  • Home
  • News & Features
  • Business & Economy
  • Tech & Trends
  • Health & Style
  • Arts & Culture
  • Contact Us

How SharePoint Online Can Help You Manage Documents and External Sharing

Kriya Mehta October 3, 2020

Organizations of all shapes and sizes have numerous documents to be shared with end-users, clients, partners, and of course their staff in remote locations.

Sharing of these docs externally is critical since external users contribute a great deal to the growth of an organization. However, some content should not be shared with people outside the organization since it could increase security issues.

Through the years since its inception in 2001, Microsoft SharePoint has evolved a lot, making it hard to sum it up in one word. But it is essentially a document management and collaboration tool. According to Microsoft, SharePoint is used by 78% of Fortune 500 companies.

Today, SharePoint development companies enjoy great demand for their services among customers from across the world. Why? Because for company collaboration needs, SharePoint is the go-to platform for many years now.

Before delving into how SharePoint, and in particular SharePoint Online, can help you handle the tasks of external sharing, let us first determine what exactly is external sharing.

 

External Document Sharing

 

External sharing is the sharing of files, documents, and any other relevant content with people not within the organization.

Externally sharing content needs the right planning, as well as hierarchy permissions that are structured, otherwise the company could be at risk.

The good news is external sharing is one of the key feature offered by SharePoint Online.

A SharePoint developer could also build a collaboration tool using SharePoint Online to streamline the process of sharing externally.

sharepoint_external_document_sharing.png

 

Options to Share Content with SharePoint Online

 

SharePoint Online development could help your brand to configure the external sharing settings provided.

You could choose any of the options, depending on your business requirements.

 

1. Anyone

 

This option allows you to share content through anonymous links with one need to sign in. Anyone who has the link could access and view content, share and even edit them.

This option however is not recommended for sharing sensitive information or data with unknown users since you would not be able to keep track of who gains access to a document.

 

2. New and Current Guests

 

You could easily share content with existing external users, as well as share with new ones. Nonetheless, users should sign in and provide a verification code to access the document. They’ll get an email invite that contains the link, which they have to sign in when you share content with them.

They will be added to the Azure Active Directory of the company as a guest. If they have no work account, they would have to enter a verification code each time and they won’t be added to the Azure AD.

 

3. Exclusive for People within the Company

 

This option restricts the sharing of any content with external users. If users have access already, then they might lose it.

Only those within the company could get access to data, and this option could be preferred if you want to entirely prevent external sharing.

 

4. External Sharing Setting Configuration

 

This enables sharing content with SharePoint Online outsiders, as well as One Drive for business.

All you have to do is to choose an option from the list above, and along with that, you would have to configure some external sharing setting to make content secure.

The levels include the following:

  • Company-level
  • Individual site level
  • File, item, or folder level

 

5. Current and Existing Guests

 

A SharePoint consultant could use this option to allow you to share only with your existing guests, and sharing with new ones is restricted.

Existing uses who now are in the Azure AD could access content via accepting sharing invites.

 

The Pros of SharePoint Online Apps

 

I. Centralized Hub

 

It facilitates resource centralization putting everything in a single location that’s easy to access. The staff does not have to look everywhere for what they need; managers could also keep tabs of everything, ensuring a process that’s streamlined.

SharePoint Online, being a content management system, saves a lot of time and effort.

 

II. Cloud-Based

 

One of the biggest pros of the system is that it’s cloud-based. This means that access anytime anywhere is possible as long as there is a web browser. This is useful, particularly for mobile device access.

Furthermore, with the cloud, it grows as you grow, minimizing the chances of loss or damaged data because you no longer have to depend on physical servers for housing all information that could physically damage.

Moreover, it’s always updated and gets new features first.

 

III. Document Collaboration

 

Colleagues could work collaboratively at the same time on the same document, saving on the generation of numerous versions and getting lost in all of them.

You would also have a live feed of who’s with you in the document and see the changes made when you refresh it.

Moreover, SharePoint Online is true to its name of making it easier to share files, thus, you could invite other people to edit the content you are working on.

 

IV. Seamless Integration with Microsoft Office

 

Microsoft Online, as a Microsoft produce is designed to work with the Microsoft Office Suite effortlessly. Thus, if you are using PowerPoint, Excel, Outlook, or Word daily in the workplace, it makes things a whole lot easier.

Furthermore, it provides an option to edit documents in a browser fast or open them natively on a desktop. Regardless of your choice, changes made would be saved in the drive.

 

V. You Could Go back to Earlier Versions

 

SharePoint Online would automatically keep handy documents’ version history. This is useful not just on going back to an earlier version if you have to, you could see how has contributed to the document over time as well.

This is just another way that the system makes collaboration much easier.

 

VI. It Can Be Customized Based on Your Needs

 

It’s highly customizable. You could, of course, opt to keep the default features, but the option to develop your very own custom elements is a big plus. This ascertains that the team would have what they need within their fingertips.

When it comes to improving productivity, this goes a great length. Moreover, it means that you could customize SharePoint Online with the branding of your company to truly make it your own.

 

Conclusion

 

To truly make the most of SharePoint Online, and if you need help with installation, you can partner with an expert who knows what they’re doing, such as a SharePoint consultant.

Thanks to Microsoft's long-standing relationship with developers, there are many SharePoint service providers available to guide you through the project, from inception, completion, and beyond.

Otherwise, you can use SharePoint online for external sharing and leverage it as a secure place to store, organize, and access information from any device. All you would need to use it is a web browser like Microsoft Edge, Google Chrome, or Mozilla Firefox.

Microsoft SharePoint offers a powerful, effective, and impressive combination of workflow, team collaboration, and document management, not to mention a robust array of third-party integrations. But be sure you need all its power because its price can be significant.


Kriya Mehta currently works as a SharePoint Developer in a Microsoft Gold Certified Company in Australia. She has been working in the SharePoint development space for 3 years and has developed a passion to write a blog post on SharePoint and Office 365.


 

Related stories

 

Easy-to-Follow Tips for Working Securely from Anywhere

Why You Should Not Ignore Document Workflow Management Systems

Why You Should Leverage Remote Collaboration in Your Business

Key Things Every Entrepreneur Needs for Their Home Office

Incredibly Useful Software Tools for Entrepreneurs to Get Things Done

Extract Text from an Image: How Image to Word Converters Are a Lifesaver

The Far-Reaching Impact of Tech & Digital Transformations in Business

 

 

SUBSCRIBE TO OUR NEWSLETTER  newsletter icon.png

Get our best content, news, tips, and inspiration in your inbox - free.

No spam. Just great stories. Promise!
 

 

Join Over 20,000 Subscribers!

Get our best content, tips, and inspiration free in your inbox. Subscribe ››

Connect with us:  twitter.gif linkedin-gray.jpg email.gif RSS feed

 

 

 

 

 

Most read this week


blurred-person-sitted-using-computer
6 Ways Sitting In Front Of The Computer All Day Is Killing You
David K. William

How to Manage Addiction Disorder in the Workplace
Jason Harris

business-woman-tablet-marketing-ai-for-business-growth
7 Ways Artificial Intelligence Can Help Your Business Grow
Louise Savoie

author-zadie-smith
Zadie Smith's White Teeth: 10 Golden Rules for Writers
Books Editors

 

Got a story or tip for us?

 

Tips_0_0_0.png

Here's how to submit it →

 

 

 

 

EXPLORE MORE ...

black-nav-bar1.png

News & Features  ›


California Enacts Strict Net Neutrality Law, DoJ Sues to Block It

California Enacts Strict Net Neutrality Law, DoJ Sues to Block It

Countries With the MOST Female Billionaires Ranked

Countries With the MOST Female Billionaires Ranked

Woman-Wearing-Face-Mask-Science-Based Strategies to Cope with Coronavirus Anxiety

7 Science-Based Strategies to Cope with Coronavirus Anxiety


Understand and Plan Your Digital Afterlife

The Most Annoying Video Call Habits at Work - Are You Guilty?

The Digital Playground: Creating Safe and Engaging Online Spaces for Kids

hor-line-blue

Tech & Trends  ›


person-using-a-smartphone-launch-app-feature

Basic Steps for Launching New App Features

Mobile Phone ChatGPT - How to Use Chat GPT for Writing Content – Tips & Best Practices

How to Use Chat GPT to Write Excellent Content (Tips & Best Practices)

eye-on-tech-trends-concept

Major Technology Trends Set to Impact Business the Most this Year


Tech Troubles? 4 Business Strategies To Avoid Tech Disasters

Understanding the Limitations of Antivirus Software

5 Web Accessibility Issues to Avoid
 

hor_line_yellow

Arts & Culture  ›


Top 100 Books of 2017 (Fiction and Non-fiction)

man-freelancer-park-overlooking-city-skyline-land-freelance-writing-clients

7 Effective Steps to Land Your First Freelance Writing Clients

10 Creative Ways to Make Your Gift More Special

10 Creative Ways to Make Your Gift More Special


What Your Handwriting Says About You

12 Reasons Reading Widely Is So Important for Writers

How Reading More Inspires Better Writing

hor-line-brown

Business & Economy  ›


How to Scale Customer Feedback and Learn What Your Customers Really Think

How to Scale Customer Feedback and Learn What Your Customers Really Think

Smiling woman holding just sold sign outside real estate office

Real Estate Marketing - Showcase Your Success with 'Just Sold' Postcards

5 Tips to Grow Your Brand Using PR

5 Tips to Grow Your Brand Using PR


10 Lame Excuses You Probably Use to Procrastinate

10 Ways Resourceful People Build Resilience & Turn Failure to Success

How to Buy a House or Property With Bad Credit

hor-line-green

Health & Style  ›


Why It's Okay to Daydream As a Creative Person

Off-Grid Essentials: How to Live Sustainably and Comfortably

Off-Grid Essentials to Live Sustainably and Comfortably

couple_arguing_at_home_on_cauch

5 Warning Signs You Are a Bad Wife

hori-3.jpg

Asbestos Hazard: Your Responsibilities As a Property Owner

hori-3.jpg

Blissful Ways to Pamper Yourself at Low Cost

hori-3.jpg

7 Must-Haves for Hiking, Fishing, and Other Outdoor Activities
 

Home | About Us | Contributors | Submissions | Advertise | Disclosure | Privacy Policy | Contact Us

Follow Us:

twitter_e.jpg linkedin-pg.jpg email-updates_icon.jpg

Committed to quality content and journalistic ethics.

RSS rss

Search WWS search-icon-trans_0_1.png

© 2025 The WWS Daily.