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Isaac Martin
Isaac Martin

Microsoft Is Making OneDrive, SharePoint Online Its Default Save Locations For... [PORTABLE]



By default, if you're signed in, files are saved to your OneDrive. If you want to save the current file somewhere else, click the Location drop-down to see additional recently-used locations. If the location you want isn't there, you can open the full Save As window by selecting More save options.




Microsoft is making OneDrive, SharePoint Online its default save locations for...



Within the family of services provided in Microsoft 365, SharePoint is the tool for document management. And that probably won\u2019t change anytime soon.So it should come as no surprise that many of the configurations and permissions for external sharing happen through the SharePoint admin center. But Microsoft\u2019s move towards cross-product collaboration in Microsoft 365 means there\u2019s more than one way to work with outside collaborators.External sharing and access can be enabled in:SharePoint OnlineOneDrive for BusinessMicrosoft TeamsMicrosoft 365 GroupsWhat is external sharing?"}]},"@type":"Question","@id":"https:\/\/sharegate.com\/blog\/ultimate-guide-to-sharepoint-external-sharing#QuestionhasPart_FAQPage_mainEntity7","name":"Authenticated or anonymous?","acceptedAnswer":["@type":"Answer","@id":"https:\/\/sharegate.com\/blog\/ultimate-guide-to-sharepoint-external-sharing#QuestionhasPart_FAQPage_mainEntity7_acceptedAnswer_Answer","text":"If you decide to enable external sharing in SharePoint\u2014and we recommend that you do!\u2014sharing with authenticated external users is the safest way to go.There are pros and cons to each approach, so you\u2019ll need to decide which may be more relevant to the particular needs of your organization.Authenticated or anonymous?"],"@type":"Question","@id":"https:\/\/sharegate.com\/blog\/ultimate-guide-to-sharepoint-external-sharing#QuestionhasPart_FAQPage_mainEntity10","name":"How can users share externally, and what happens when they do?","acceptedAnswer":["@type":"Answer","@id":"https:\/\/sharegate.com\/blog\/ultimate-guide-to-sharepoint-external-sharing#QuestionhasPart_FAQPage_mainEntity10_acceptedAnswer_Answer","text":"Depending on how external sharing has been configured, users have a few different options when sharing with people outside the organization.As mentioned above, they can choose to share content either with authenticated or anonymous external users.How can users share externally, and what happens when they do?"]]}],"author":["@type":"Person","@id":"https:\/\/sharegate.com\/blog\/ultimate-guide-to-sharepoint-external-sharing#BlogPosting_author_Person","name":"Quinn Mason","url":"https:\/\/sharegate.com\/blog\/author\/quinn-mason"],"timeRequired":"16 min ","name":"The ultimate guide to SharePoint, OneDrive, and Teams external sharing","headline":"The ultimate guide to SharePoint, OneDrive, and Teams external sharing","dateModified":"2022-11-07T17:50:32+00:00","datePublished":"2017-12-12T16:38:00+00:00","articleBody":"\nWhat are the recommendations for Microsoft 365 file sharing? We break down SharePoint external sharing, OneDrive file sharing, Microsoft Teams guest access, and how to share a SharePoint site\u2014so you can collaborate with colleagues and external users securely.\n\nSharePoint deep dive: Benefits to creating a flat site structure in SharePoint Online \n\nSharing content externally is easier than ever thanks to the cloud. And the shift from a technology- to intent-driven approach in Microsoft\u2019s modern workplace means users can collaborate with the right people, regardless of location.\nEven still, external sharing remains a business risk. So, how can you allow your users the freedom to share and be sure sensitive information is kept secure?\nTo answer that question, we wrote this complete and definitive guide\u2014so you can stay in control of the who, what, where, and when of external sharing.\n\nTable of contents\nWhat is external sharing?How to configure external sharing in SharePoint Online and OneDriveHow can users share externally, and what happens when they do?How to manage external sharingExternal sharing best practices\n\n\n\n\n\nWhat is external sharing?\n\n\nExternal sharing in SharePoint is the act of making content available to someone outside of your organization. This is someone without a Microsoft 365 account from your organization. \n\n\nWithin the family of services provided in Microsoft 365, SharePoint is the tool for document management. And that probably won\u2019t change anytime soon.\n\u201cI think the future of SharePoint is doing the things it does really well as part of the family of applications that, together, deliver the modern workplace to organizations.\u201dSusan Hanley, Microsoft MVP, told ShareGate\nSo it should come as no surprise that many of the configurations and permissions for external sharing happen through the SharePoint admin center. But Microsoft\u2019s move towards cross-product collaboration in Microsoft 365 means there\u2019s more than one way to work with outside collaborators.\nExternal sharing and access can be enabled in:\nSharePoint OnlineOneDrive for BusinessMicrosoft TeamsMicrosoft 365 Groups\nSharing vs. access\nThere are a few different ways to grant outside guests access to resources within your organization. \nExternal sharing allows you to share documents, files, folders, lists, libraries, and complete sites in your SharePoint Online. You can also externally share photos, Microsoft Office documents, files, and entire folders from your OneDrive.\nBut what happens if you want to collaborate with people outside your organization across multiple products\u2014communicating through chat or coordinating meetings with a shared calendar? \nIf that\u2019s the case, you can grant access to some content by adding people to a Microsoft 365 group or team.\nExternal access vs. guest access in Microsoft Teams\nIt\u2019s worth pointing out that external access and guest access mean two very different things in Teams. \nRead how to authorize guest access in Microsoft Teams in the official Microsoft documentation.\n\n\nExternal access gives access to an entire domain\u2014allowing Teams users from other domains to find, contact, and set up meetings with you. External users can call you through Teams and send instant messages. But if you want them to be able to access teams and channels, guest access might be the better option.\nGuest access gives access permission to an individual. Once a team owner has granted someone guest access, they can access that team\u2019s resources, share files, and join a group chat with other team members. \n\n\nGuest access in Microsoft 365 Groups\nA more traditional way to collaborate and share with external users is to add them as guest users to a Microsoft 365 group.\n\n\nAny group owner of a Microsoft 365 group can grant access to their group\u2019s conversations, files, calendar invitations, and the group notebook\u2014although as an admin, you can also control that setting.\nAll of a guest\u2019s interactions with the rest of the group take place through their email, since guests don\u2019t have access to the group site. But they can still receive calendar invitations to their inbox, and\u2014if the admin has turned on the setting\u2014links to shared files and attachments.\nRead step-by-step directions for how to add guests in the official Microsoft support documentation.\nGuest users can also access a Microsoft 365 group\u2019s team site in SharePoint. \n\n\nSharePoint Online external sharing\n\nWhen it comes to external sharing, SharePoint Online lets you control settings at the:\n\nOrganization level: For any external sharing to be allowed, it has to be enabled at the organizational level. You can change the organization-level external sharing setting from the SharePoint admin center.Site level: Once enabled across the organization, external sharing can be restricted on a site-by-site basis. Global or SharePoint admins in Microsoft 365 can change the external sharing setting for a site\u2014but site owners can\u2019t.\n\n\nIf a site\u2019s external sharing option and the organization-level sharing option don\u2019t match, the most restrictive value will always be applied.\nAt the site level, you have four basic options when it comes to external sharing:\nNo external sharingExisting guestsNew and existing guestsAnonymous sharing\nNo external sharing\nChoose this option to prevent all site users from sharing any site content externally.\n\n\nGo to your SharePoint admin center, and in the left pane under Sites, select Active sites. Select the proper site, and then click Sharing. Select the Only people in your organization option, and select Save.\n\n\nThis is the default setting for communication sites and classic sites, but otherwise external sharing is turned on by default for your entire SharePoint Online environment if it\u2019s been enabled at the organization-level.\nAuthenticated: existing guests\nThis option only allows external sharing with people already in your Azure Active Directory.\n\nGo to your SharePoint admin center, and in the left pane under Sites select Active sites. Select the proper site, and then click Sharing. Select the Existing guests option, and select Save.\n\nUsers might already exist in your directory from previously accepting sharing invitations, or because they were manually added as guest users in the Azure portal.\nAuthenticated: new and existing guests\nExternal sharing is allowed with anyone outside your organization\u2014but to access the shared content, you have to add them to your Azure AD.\n\nGo to your SharePoint admin center, and in the left pane under Sites, select Active sites. Select the proper site, and then click Sharing. Select the New and existing guests option, and select Save.\n\nSite owners (and anyone else with full control permission) can share the site with external users, and site users can share files and folders. \nThe external collaborator will receive an email invitation containing a link to the shared item. \n\nTo view a shared site, they need to sign in with:\nA Microsoft accountA work or school account in Azure AD from another organization\n\n\nTo view shared files or folders, they either need to:\nSign in if they have a Microsoft accountEnter a verification code if they\u2019re using a work or school account in Azure AD from another organization or a non-Microsoft personal email\n\nAfter signing in, they\u2019ll be added to your directory as guests and have the same permissions as an internal user. Users without a work or school account will need to enter a verification code every time, and won\u2019t be added to your directory.\nThis is the default setting for Microsoft 365 group-connected team sites if external sharing has been enabled at the organization level. \nAnonymous sharing\nShare documents, files, and folders with any user via an anonymous link.\n\nGo to your SharePoint admin center, and in the left pane under Sites, select Active sites. Select the proper site, and then click Sharing. Select the Anyone option, and select Save.\n\nAnyone with access to the shared link can view and edit the relevant files, and forward the link freely. Be wary of this option\u2014you won\u2019t be able to tell if sensitive information is being shared with unsuitable users outside your organization.\nAuthenticated or anonymous?\nIf you decide to enable external sharing in SharePoint\u2014and we recommend that you do!\u2014sharing with authenticated external users is the safest way to go.\nThere are pros and cons to each approach, so you\u2019ll need to decide which may be more relevant to the particular needs of your organization.\nExternal sharing in SharePoint Online\n\n\nAuthenticated usersAnonymous usersHow it\u2019s accessed\u2013 Must sign in or enter a verification code to view content\u2013 Content is accessible via a shareable linkWhat can be shared\u2013 A complete site\u2013 Lists and libraries\u2013 Documents and list items\u2013 Only documents or foldersWho can share\u2013 Site owners or users with full control permissions can share a site\u2013 Site users can share lists, libraries, and documents\u2013 Site users can share documents and generate a shareable view\/edit link\nOneDrive for Business external sharing\nLike SharePoint, you can configure external sharing in OneDrive at the organization and individual level. Because each OneDrive is a site within SharePoint, your organization\u2019s SharePoint settings and OneDrive settings are related. \n\nBe careful: some sharing settings exist in multiple admin centers. \nIn the Microsoft 365 admin center, under Settings > Services & add-ins > Sites, the External sharing setting is the same as the SharePoint external sharing setting in the SharePoint Online admin center.The Sharing page in the classic SharePoint admin center controls the same settings.\n\nAt the individual OneDrive level, the same four options exist for external sharing as what you saw in SharePoint. \n\n\nHow can users share externally, and what happens when they do?\nDepending on how external sharing has been configured, users have a few different options when sharing with people outside the organization.\n\nThey can:\nShare a SharePoint document, folder or videoShare a SharePoint site\n\nAs mentioned above, they can choose to share content either with authenticated or anonymous external users.\n1. Sharing a SharePoint document, folder or video\nThe screenshots below show the modern SharePoint Online experience, but the steps are the same in classic SharePoint.\n1. Go to the SharePoint document library where the document or folder you want to share is located. Select it by checking the circle to the left of the title.\nSelect the folder you want to share.\n2. Click Share, and select from the four options in Link settings.\n\nSelect one of the following:\nAnyone with the link: for external anonymous sharingPeople in [your organization] with the link: to share within your organizationPeople with existing access: to share with users who already have accessSpecific people: to share with authenticated internal and external users\n\nConfigure the Link settings. Choose whether or not the user can make edits.\n3. Check Allow editing to enable the recipient to make edits. If you selected Anyone with the link, you\u2019ll also have the option of setting an expiration date for the link. The Block download option prevents people from downloading a file or folder they have access to. Selecting Open in review mode only lets someone add comments to a Word document but prevents them from making edits, unless they already have editing permissions.\n4. Once you\u2019ve clicked Apply, you can choose to copy the link to your clipboard or send it via email. \nSend the link via email or copy to your clipboard.\n5. The external user will receive an invitation to join the document or folder. Once they accept it, they can log in using a trusted email address or verification code\u2014after which they\u2019ll be added to your organization\u2019s Azure AD.\nIf you selected Anyone with the link, they\u2019ll be able to view the shared content right away.\n\n2. Sharing a SharePoint site\nGlobal admins and site owners can share a SharePoint site with people outside your organization\u2014as long as the right permissions are set. \n\nThe steps for sharing depend on whether the site is a:\nCommunication siteMicrosoft 365 Group-connected team site\n\nCommunication site\nNavigate to the communication site you want to share and select Share in the top right corner.Enter the names of the users, groups, or security groups you want to share the site with.\nChoose who to share your site with.\n3. Change the permission level (Read, Edit, or Full control) as needed, then click Share.\nMicrosoft 365 Group-connected team site\nThis is essentially the same thing as adding an authenticated external user. They\u2019ll receive an invite via email prompting them to sign in\u2014after which they\u2019ll be added as a new guest user to your Azure Active Directory.\nThe main difference here is that once the invitation is accepted, they\u2019ll receive group emails, calendar invites, and Yammer discussions (if it\u2019s being used). They\u2019ll also gain access to the group\u2019s associated SharePoint team site and content.\nBy default, anyone in your organization can add guest users to a Microsoft 365 group. But permissions and access differ between group owners, group members, and group guests.\n\n\nHow to manage external sharing at the organizational level\nIf you\u2019re going to let external users have access to your environment, it\u2019s important to stay aware and in control.\nGlobal and SharePoint admins in Microsoft 365 can control access at the organization level, affecting all SharePoint sites and each user\u2019s OneDrive.\nNote: To enable advanced external sharing settings, navigate to your SharePoint or OneDrive admin center. In the left pane under Policies, select Sharing.\n\nLearn SharePoint Online: Best practices, tips, and tricks\n\nSpecify the sharing level at the organization level in your SharePoint admin center. By default, the level is set at \u201cAnyone\u201d. \nThese settings apply to all site types, including Microsoft 365 Group-connected team sites. You\u2019ll see the same four options that you\u2019re given for configuring external sharing at the site level.\nConfigure external sharing at the organization level in your SharePoint admin center.\nMore external sharing settings\n\n\nLimit external sharing by domain: Don\u2019t want any invitations sent to Gmail accounts? Turn on this setting if you want to limit sharing with people at certain organizations or domains. Learn more about limiting external sharing by domain in the official Microsoft documentation.Allow only users in specific security groups to share externally: If you only want certain users in your organization to be able to share externally, this option might be right for you. Ensure the users you want to give sharing abilities to are in a security group, then select this option and specify the security group that will have these rights.Guests must sign in using the same account to which sharing invitations are sent: Guests can, by default, receive an invitation email at one account and sign in with another. Enable this setting to limit external users to one account.Allow guests to share items they don\u2019t own: By default, guests can only share items externally that they have full control permissions for. Check this box to ensure external users can\u2019t share documents they didn\u2019t create.Guest access to a site or OneDrive will expire automatically after this many days: If you\u2019ve set an expiration time for guest access, each guest you invite to the site or with whom you share individual files and folders will be given access for a certain number of days. People who use a verification code must reauthenticate after this many days: If people who use a verification code have selected to \u201cstay signed in\u201d in the browser, they must prove they can still access the account they used to redeem the sharing invitation.\n\n\nFile and folder links\nThis setting specifies the default option that shows when a user gets a link. This sets the default for your organization, but it\u2019s worth noting that individual site owners can change the default settings for their site.\nSelect the default option that a user sees when they get a link.\n\nSpecific people: With this option, users can enter external email addresses. Recipients will need to verify their identity to access the file.Only people in your organization: Links can be forwarded between, and accessed by, any user within your organization.Anyone with the link: You can only select this option if your organization-level external sharing is set to \u201cAnyone\u201d. Users can forward links to anyone\u2014internally and externally\u2014and there\u2019s no way to track who\u2019s had access.\n\nAdvanced settings for \


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