Ultimate Guide to SharePoint Sharing Settings Mastery
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SharePoint Online
Mar 23, 2024 11:00 AM

Ultimate Guide to SharePoint Sharing Settings Mastery

by HubSite 365 about Daniel Anderson [MVP]

A Microsoft MVP 𝗁𝖾𝗅𝗉𝗂𝗇𝗀 develop careers, scale and 𝗀𝗋𝗈𝗐 businesses 𝖻𝗒 𝖾𝗆𝗉𝗈𝗐𝖾𝗋𝗂𝗇𝗀 everyone 𝗍𝗈 𝖺𝖼𝗁𝗂𝖾𝗏𝖾 𝗆𝗈𝗋𝖾 𝗐𝗂𝗍𝗁 𝖬𝗂𝖼𝗋𝗈𝗌𝗈𝖿𝗍 𝟥𝟨𝟧

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Unlock SharePoints Sharing Potential: Navigate Tenant & Site Settings for Secure Collaboration

Key insights


  • Tenant-Level Sharing Settings: Adjust these settings through the SharePoint admin center to manage overall sharing capabilities in your organization, ranging from very restrictive (only organization members) to less restrictive (anyone).
  • Site-Level Sharing Settings: Customize sharing settings for individual sites via the 'Active sites' section in the SharePoint admin center without surpassing tenant-level restrictions.
  • External Sharing and Link Settings: Decide on allowing sharing with external users and the types of links (anyone, organization members, specific people) for sharing content
  • Best Practices: Regularly review sharing settings, educate users on sharing implications, and utilize sensitivity labels to protect content.
  • Security and Compliance: Start with restrictive settings and gradually open up based on organization policies and project needs, balancing collaboration with security and compliance.


Understanding SharePoint Sharing Settings

SharePoint Online, part of Microsoft 365, is a crucial tool for organizations to manage documents and collaborate effectively. One of its most significant features is the ability to control how content is shared both within the organization and externally. The platform offers detailed settings at both the tenant and individual site levels, enabling admins to tightly control access and distribution of content based on their organization’s needs.

At the tenant level, admins can set global sharing policies that apply to all sites within their SharePoint environment. These settings range from very restrictive, which limit sharing to internal users only, to more open, allowing anyone with a link to access shared content. Admins can also configure external sharing settings and determine the types of links that can be used for sharing.

For more precise control, admins can adjust sharing settings at the individual site level, tailoring them to the needs of specific teams or projects. However, these settings cannot exceed the limitations set at the tenant level. This layered approach ensures that organizations can facilitate collaboration without compromising on security or compliance.

Educating users about the implications of these settings and leveraging additional tools like sensitivity labels can further enhance security, ensuring that sensitive content is adequately protected. Regularly reviewing these settings and adjusting them as needed can help organizations keep pace with changing collaboration needs and security requirements.




Mastering SharePoint Tenant and Site Sharing Settings

SharePoint Online, part of Microsoft 365, provides various settings to manage content sharing across the tenant and site levels. At the tenant level, settings impact the entire SharePoint environment, while site-level settings allow for more specific control. An understanding of these settings ensures better configuration and management.

To adjust tenant-level settings, access the SharePoint admin center with the appropriate admin permissions. In the admin center, select "Policies" > "Sharing" to configure your organization's sharing capabilities. You have the option to set the sharing level from most to least restrictive, dictate external sharing preferences, and determine link types for sharing files and folders.

For site-level settings, navigate to "Active sites" within the SharePoint admin center, select a site, and choose "Sharing" to customize settings. Remember, changes at the site level cannot override tenant-level limitations. Options include disabling non-owner sharing and restricting sharing to known external users.


People also ask

"How do I change sharing settings in SharePoint?"

To modify sharing settings in SharePoint, navigate to the Active sites within the new SharePoint admin center by logging in with a user account that possesses admin permissions for your organization. In the left panel, choose a site you wish to alter the settings for. If you are dealing with a channel site, click on the respective link found in the Channel sites column before selecting the desired site. Proceed by clicking on the Settings tab and then opt for More sharing settings to adjust accordingly.

"How do I share a SharePoint site with an external tenant?"

To share a SharePoint site with an external tenant, follow these steps meticulously to ensure a smooth and effective sharing process.

"What is the site level of external sharing in SharePoint?"

SharePoint facilitates external sharing settings at two crucial levels: the organization level and the site level (historically known as the "site collection" level). For enabling external sharing on any site within SharePoint, it must first be allowed at the organization's overall level. Subsequently, you have the flexibility to tailor external sharing settings for individual sites as per necessity.

"How do I make my SharePoint site accessible to everyone?"

In order to make a SharePoint site universally accessible, begin by opening the site through a web browser and accessing the “Settings” section. From there, you can delve into the site's extensive configuration options, encompassing permissions, users, among others. To set the site to public access, simply choose the “Public” setting from the provided list of permission configurations.



SharePoint Tenant Sharing, SharePoint Site Sharing, SharePoint Settings, Mastering SharePoint, SharePoint Collaboration, SharePoint Administration, SharePoint Configuration, SharePoint Permissions