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Corey Roth [MVP]

A SharePoint MVP bringing you the latest time saving tips for SharePoint 2013, SharePoint 2010, Office 365, SharePoint Online, MOSS 2007, ASP.NET, LINQ, and Visual Studio 2012.

How to: Share SharePoint Online sites with external users (Office 365)

One of the coolest features unique to SharePoint Online is the ability to share sites with external users.  I’ve noticed the functionality was there throughout the beta but I believe I hadn’t actually been able to get it to work until GA.  Even then, it took checking a number of settings before I could actually get it to work.  You can share content with external users by using the new Share Site menu item in the Site Actions menu.  When you start with a new out-of-the-cloud site collection, you will get a screen that looks like this.

SPOShareSiteExternalUsersDisabled

Notice the key text on the screen:

Invitations to users outside your organization are currently disabled.

To enable this, there are a few things to check.  First go to Tenant administration.  Your URL is usually something like https://mydomain-admin.sharepoint.com.  Go to the Manage Site Collections page and click Settings –> Manage External Users.  Make sure you don’t have any site collections selected otherwise Settings will be disabled.  Make sure the Allow radio button is selected.  It is more than likely set to this by default.

SPOSiteCollectionsExternalUsers

Once you have confirmed this setting, go back to the root site of your site collection and go to Site Settings and then Site Collection Features.  Here you will want to enable the feature External User Invitations.

SPOExternalUserInvitationsFeature

Now, if you go back to the Share Site menu in Site Actions, you will now be able to enter E-mail addresses and the window will no longer have the warning about invitations being disabled.

SPOShareSiteExternalUsersEnabled

I noticed it usually takes a few minutes for the E-mail to show up so be patient.  When the E-mail arrives, you will see something like this giving the user a link to click on to join.

SPOExternalUserEmailInvitation

Clicking on the link takes the user to a page prompting them to login.  They must use a Windows Live or Microsoft Online Services ID to login.

SPOExternalUserLogin

One thing to note is that the E-mail address associated with the Windows Live Id does not have to be the same as the E-mail you sent the user.

SPOExternalUserLoggedIn

Don’t bother E-mailing me at that address, I never check it. Smile  As an administrator, you can now also manage this user in the Site Permissions page like any other user.

SPOManageExternalUsers

At this point, it seems like the user can do whatever they need to on the site with the users you provided.  I’m not really sure how the licensing works in this scenario.  These users don’t show up in the licensing page so I guess you don’t have to license them.  Maybe an SPO licensing expert will chime in.  :)  There may also be additional limitations that I have yet to discover.  If you find some be sure and share them with us.

Comments

 

Jasper said:

I also like this feature. Pretty cool from Microsoft :)

I believe you get the first 50 for free, after that you have to pay to get more.

August 10, 2011 4:17 PM
 

Eric Price said:

The settings are in a slightly different place on our Microsoft O365 Hosted Exchange / Sharepoint, but after a bit of banging around the we did find and make these changes.

That said, people get their invitiations, but we cant seem to get them logged in, even if they have a Windows Live ID. Will be buying a test account to see if that will get us by the issue

August 12, 2011 3:49 PM
 

Office 365: Links Worth a Look for Friday, September 2nd, 2011 « My Central Admin said:

Pingback from  Office 365: Links Worth a Look for Friday, September 2nd, 2011 « My Central Admin

September 2, 2011 11:35 AM
 

External Users in Office 365 « My Central Admin said:

Pingback from  External Users in Office 365 « My Central Admin

April 24, 2012 7:52 AM

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About CoreyRoth

Corey Roth is an Applications Architect at Infusion specializing in ECM and Search.
2012 dotnetmafia.
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