Are you navigating a sea of external users in SharePoint Online? This can stir up issues concerning access control and potential data leaks. But fret not! We have laid out effective strategies to efficiently find and manage your SharePoint Online external users. Be ready to enhance your SharePoint Online management!
Windows PowerShell Connect-SPOService -Url https://<yourtenantname>-admin.sharepoint.com Windows PowerShell Get-SPOExternalUser –SiteUrl <Desired Site's URL> -Pagesize 50 
Serving as the comprehensive hub for all Microsoft 365 admins, the AdminDroid SharePoint Online auditing tool lets you identify and manage external users without running any difficult PowerShell scripts.
Gain visibility about various details of sharing invitations such as those created, updated, blocked, revoked, and accepted in your Microsoft 365 environment.
Audit the added external users to SharePoint groups and check whether they are legitimate members of those groups in your Microsoft 365 environment.
View the external users in SharePoint sites and remove them when they don’t need access to your SharePoint sites or their contents.
Check the instances of SharePoint Online DLP rule matches to prevent unauthorized sharing of sensitive information.
Delegate granular access to any Microsoft 365 user for monitoring SharePoint Online activity reports exclusively.
Audit the approved access requests in your SharePoint Online environment and revoke accidental access to sensitive infromation.
Overall, AdminDroid provides powerful features that empower you to efficiently manage and track the details of SharePoint Online external users. You can also track SharePoint sites' activities, security and permissions-related activities, ensuring comprehensive control over all external users in your SharePoint Online environment.
This error occurs when the URL provided does not resemble the tenant administration site.
Connect-SPOService -Url <https://yourtenantname-admin.sharepoint.com>
This happens when the user account does not have sufficient access privileges to the site, or the credentials you are using to connect to the site are incorrect.
This error occurs because external sharing is disabled either at the tenant level or site collection level.
// Run the below cmdlet to enable external sharing at the tenant level.Set-SPOTenant -SharingCapability <Sharing Mode>
// Run the below cmdlet to enable external sharing for an individual site collection.Set-SPOSite -Identity <Site URL> -SharingCapability <SharingMode>
This error occurs when you fail to accept an invitation as they are already signed into a personal Microsoft account in their browser, and then copies the invitation link to the browser.
This error occurs when the account that accessed the shared link is different from the account to which the sharing invitation was originally sent.
To collaborate with external users in Microsoft SharePoint, you must add them to your desired site. Follow the steps below to add external users to a SharePoint site.
When the site owner sends an invitation, the end user receives it along with the site URL. Then they can click the link and access the site.
Stay alerted on the SharePoint Online site sharing invitations created to prevent unauthorized access!
Using AdminDroid, you can effortlessly monitor the SharePoint external sharing invitations created to ensure that external users have access only to the resources they are authorized to use.
External users require SharePoint Online permissions to access the respective site, folder, file, or list. However, it is necessary to grant the right level of permissions to avoid any accidental or intentional sensitive data loss in your organization.
You can grant privileges such as Read, Edit, and Full control, based on the external user's requirements for that specific site or file.
Set the guest permission levels, while you invite or share the SharePoint site with external users. Follow the steps below to select the permission level for external users.
When you are unable to share a SharePoint site with external users, it is important to ensure that your SharePoint Online is configured to allow access for external users. If it is not enabled, you can enable external sharing in the ways below.
Connect-SPOService -Url <https://yourtenantname-admin.sharepoint.com>
Set-SPOSite -Identity <https://yourtenantname.sharepoint.com/sites/yoursite> -SharingCapability ExternalUserAndGuestSharingUsing AdminDroid, you can periodically receive the SharePoint site sharing permissions report to your mailbox that depicts the external sharing capability for each site in your organization.
Monitor the external users in your organization's SharePoint sites to ensure secure collaboration across organizational boundaries. You can retrieve the list of external users in SharePoint Online using the following methods.
Verifying the presence of external users from the SharePoint admin center can be challenging, as it requires navigating to each site to identify them.
Using AdminDroid, you can use the built-in alert policy to get alerted on an unusual number of sharing invitations to external users.
Yes, you can set an expiration policy for external users which is used to limit the number of days the visitors can access it. Users' access to the site expires when it reaches the limit mentioned in the policy.
To manage guest expiration policy for a SharePoint site,
What is SharePoint Online external sharing time limit? The minimum period you can specify for guest access is 30 days while the maximum is 730 days.
To mitigate the risk of data loss and other security breaches, admins must monitor the activities of external users with whom the SPO content was shared. To audit SharePoint Online external sharing activities, follow the steps below.
Using AdminDroid, you can check all the files shared to external users in your SharePoint Online environment.
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