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There are many collaboration features in Office 365, which allow you to share your documents with the co-workers, request feedback on the submitted document, publish links to allow others to access the content, etc. SharePoint Online is integrated with Azure AD, Exchange Online, and OneDrive, which makes the sharing process a bit tricky.
Today, we are going to discuss how you can share data in Office 365 applications effectively while addressing some common security issues with SharePoint Online.
There are two main file sharing tools in Office 365 – SharePoint Online and OneDrive, both of which can be used to share Docs, Images, Videos, Sheets, etc. Moreover, both these tools are interrelated to each other for providing file sharing functionality.
In simple words, we can say that SharePoint Online works as the front-end interface, whereas OneDrive works as the backend storage. For instance, if a link from the OneDrive folder is shared, the URL will be linked to SharePoint Online.
Now, coming to the functionality of both these tools, it is a bit complicated to understand for users. So, we enlisted their functionality point-by-point.
Also, the Teams functionality of Office 365 offered by Microsoft is slowly becoming an integral part of most organizations, and Microsoft is continuously trying to improve it.
Now, you know about the file-sharing applications in Office 365, it’s time to learn the basics of file sharing.
When it comes to sharing files in Office 365, there are a few methods involved in it, such as:
In Office 365, data can be shared both internally and externally, and the steps for both these processes are different. Here, we will discuss how you can share files, both internally and externally.
Internal file sharing is considered as sharing data with other users in a single network, who are using the same Azure Active Directory domain. To learn how to share files internally, follow the below steps:
That’s how you can easily share files internally with other team members or company employees.
It’s often very risky for an organization to share its internal data externally, and it is not even recommended to share data with external users unless it is crucial for an organization. So, before sharing external data with anyone, it is crucial to configure external sharing on Office 365.
To configure and enable external sharing in Office 365 applications like SharePoint Online, OneDrive for Business, Microsoft Teams, and Office 365 Groups, you will have to enable the guest access. Besides, you will also have to grant guest access rights to allow external users to collaborate with your team members.
SharePoint Online provides four different options to share files externally, which includes:
Sharing files externally in Office 365 is almost similar to sharing data internally. The only difference is that you need to take preventive measures while sharing externally to ensure that your organization’s data is secure.
Some of the preventive measures you should focus on while sharing data externally in Office 365 includes:
These security measures will help you protect your data while sharing it externally. But, another crucial thing that you should keep in mind while sharing data externally is taking continuous backup of your data.
Daily backup of Office 365 data will help you deal with difficult situations that often arise in an organization while sharing data externally. To backup your data, you can use Kernel Office 365 Backup & Restore tool, which is designed for businesses of all sizes. Using this Office 365 backup & restore tool, you can easily back up, as well as restore your Office 365 data. The software comes with various features and functions, such as selective data backup, multiple file saving options, export data to various formats, and many more.
File sharing could be a daunting task for most organizations, especially when it comes to external sharing. Most administrators often need to take preventive measures to secure their data as much as possible. In this article, we discussed how you could share data in Office 365 both internally and externally ensuring the security of data.