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Providing the backbone for file storage and collaboration within the Teams environment. As an IT administrator preparing for the MS-700 Managing Microsoft Teams exam, it is essential to understand how to configure organizational-level sharing settings for both SharePoint and OneDrive to ensure security and compliance while enabling collaboration.
Before diving into configuration, it’s important to understand the different levels of sharing in SharePoint and OneDrive:
To configure the organizational sharing settings for SharePoint and OneDrive:
Suppose your organization needs to allow external sharing with partners but wants to maintain higher security standards. An example configuration might be:
External Sharing Option | Description |
---|---|
Anyone | Allows sharing files/folders without requiring sign-in. Use with caution. |
New and existing guests | Permits sharing with all external users, sign-in required. Guests can be added to Azure AD. |
Existing guests only | Sharing is allowed only with external users who are already in your directory. |
Only people in your organization | Restricts sharing to internal users only. |
Each SharePoint site can have its unique sharing settings which may be more or less restrictive than the organizational settings:
For a site containing sensitive information:
Similarly, for a site designed for collaboration with external partners:
OneDrive settings are managed similarly:
In an organization where most documents are for internal use, and privacy is a priority, settings might include:
Once sharing settings are configured, it is also important to monitor and manage how content is being shared. SharePoint and OneDrive offer detailed sharing reports and audit logs. Admins can use the ‘Shared with external users’ report in the SharePoint admin center to review what’s being shared externally.
Configuring SharePoint and OneDrive sharing settings at the organizational level is an essential skill for managing Teams effectively and securely. The settings you choose will dictate how files and folders can be shared both within your organization and with external parties. By understanding and applying these settings correctly, Teams administrators can balance the need for collaboration with security and compliance requirements.
Answer: True
Explanation: SharePoint and OneDrive sharing settings can be configured to allow users to share content with anyone, including those outside of your organization.
Answer: False
Explanation: SharePoint and OneDrive sharing settings are managed together from the SharePoint admin center, as OneDrive is essentially a user’s personal SharePoint site.
Answer: All of the above
Explanation: SharePoint and OneDrive allow administrators to set the default sharing link type to any of the mentioned options so that it fits their organizational policies.
Answer: True
Explanation: Administrators can configure settings to enforce expiration dates for shared links to increase security and control access over time.
Answer: True
Explanation: Microsoft Teams utilizes SharePoint Online for storing files within team channels, so the sharing settings for SharePoint directly affect how files can be shared in Teams.
Answer: Domain-based restrictions
Explanation: Domain-based restrictions allow you to limit sharing to certain domains, either allowing or blocking external users based on their domain.
Answer: True
Explanation: The audit log search feature in the Security & Compliance Center allows administrators to track and audit external sharing activities in SharePoint and OneDrive.
Answer: Both A and C are correct
Explanation: Administrators can customize the sharing experience by setting organizational-level sharing policies and by setting up sharing links with specific permissions.
Answer: A and B
Explanation: When setting up external sharing, you can require external users to either create a Microsoft account or use a one-time passcode to access shared content for added security.
Answer: True
Explanation: The “Limited-access user permission lockdown mode” feature is a SharePoint security setting that, when enabled, prevents users with limited access from viewing application pages, which includes anonymous link access.
Answer: Specific people link
Explanation: The “Specific people” link option ensures only the individuals explicitly invited can access the shared item and no one else, even if they have the link.
Answer: True
Explanation: Sensitivity labels in Microsoft 365 can be used to classify and protect content at the file level, which can include restricting how content is shared from SharePoint and OneDrive.
External sharing is the ability to share content stored in SharePoint or OneDrive with people outside of an organization.
You might want to enable external sharing to collaborate with people outside your organization or to work with partners or clients. You might want to disable external sharing to limit the risk of unauthorized access to sensitive information.
You can enable external sharing for your SharePoint site by navigating to the site settings, selecting the “Site permissions” option, and then selecting “Sharing.”
You can turn off external sharing for your OneDrive by navigating to the OneDrive settings, selecting the “Sharing” option, and then selecting “Don’t allow sharing outside your organization.”
There are three levels of external sharing in SharePoint and OneDrive external sharing off, external sharing with external users, and external sharing with anonymous users.
You can control external sharing at the organization level by navigating to the SharePoint admin center, selecting “Sharing,” and then selecting the appropriate settings.
You can limit external sharing to only certain domains by selecting the “Only people in your organization” option and then adding the desired domains to the allow list.
A guest link is a type of external sharing link that allows external users to access content without requiring them to sign in.
You can restrict access to a guest link in SharePoint and OneDrive by setting an expiration date or password for the link.
You can track external sharing activities in SharePoint and OneDrive by navigating to the sharing report in the Microsoft 365 admin center.
You can prevent external sharing for specific files or folders in OneDrive by navigating to the file or folder, selecting the “Share” option, and then selecting the “Stop sharing” option.
Yes, you can allow external users to edit files in SharePoint and OneDrive by selecting the appropriate sharing settings.
You can customize the email message that is sent to external users when sharing content in SharePoint and OneDrive by navigating to the sharing settings and then selecting the “Customize message” option.
You can restrict external sharing for a specific user or group in SharePoint and OneDrive by navigating to the site or folder settings, selecting the “Permissions” option, and then removing the user or group from the “Members” or “Visitors” group.
External sharing can increase the storage usage of SharePoint and OneDrive because the files and folders shared with external users are counted against the organization’s storage quota.
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