External sharing is riskier because you are opening a window to your SharePoint server or potentially sending sensitive data outside of your network. There are numerous legitimate business reasons to allow external file sharing.
Users need to work with partners or customers. Your finance team needs to send documentation to governing bodies. HR needs to send offer letters.
You get the idea. You have to be able to share files. One option you have is to enable guest access , and grant external users guest access rights so they can collaborate with your internal resources the same way they would collaborate within their team.
Guests are actual users in your Azure AD. Group owners are the gatekeepers in this case. Group owners can grant guests access to Teams conversations, to SharePoint sites, or data. Sharing files externally is exactly the same process as sharing them internally.
You create a share link, grant the external user access to edit the file or not, and send them the link. They click the link and open the file in their browser. Here are the top six best practices you can implement to keep your data safe and accessible in Office Multi-factor authentication MFA is a pretty basic protection method in and a common cybersecurity tip but still worth mentioning in a list of Office file sharing and security best practices. MFA helps you verify that your users are who they say they are, but it is by no means foolproof.
Check out our Office Man-in-the-middle attack , where we show you how attackers can quickly work around MFA. The principle of least privilege says that each user only gets the minimum access they need to do their job. Getting your Office permissions to a least privileged state will go a long way to keeping your data safe. Organize user accounts in your company into groups of similar job functions e.
The Group Owner is the gatekeeper of their group membership and therefore, their data. Deny all non-group members any access to data via ACLs. Non-members have to request access from a group member using the file sharing rules. Create separate Public SharePoint sites for public-facing documents. Keep Public sites separate from your Team sites. Once you have tagged the files correctly, you can make sure they are not over-permissive see Least Privilege above and tagged or labeled so other security tools can also identify the data as sensitive and treat it appropriately.
For example, encrypt sensitive files, and set up a rule to prevent the file from download to unmanaged devices. Speaking of, you need to keep your Team data in house as much as possible.
If you have the appropriate authorization, viewing the data in a browser from an unmanaged system is OK — if you have the link and approval of the Group Owner. You need to do what you can to limit the exposure of your data to the outside world, but balance that need with the needs of your users to share and collaborate internally and externally.
Here are a few different ways you can do both. In Office , users can create a sharing link that they will send to other users so they can see the same document. When users create sharing links, they might grant anyone with the link permission to access the file. Those links can get stolen, intercepted, or potentially brute-forced to allow access to those files — or folders if users create links at that level. First, prevent users from creating folder-sharing links that add access to multiple files, either externally or internally.
If a user needs to access files owned by another group, they should request access from the Group Owner. External sharing is only available for non-sensitive files. If you need to share sensitive files to third parties, add them as Guests in your Azure AD, and grant them appropriate access that way.
Because they are guests and listed in the Group membership, the Group Owners will audit the list and remove any extra users when appropriate. Next, set all user-created links to expire after a few days to a week. If those links expire organically, you effectively remove risk of infiltration continuously.
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