Disabling Document Sharing for Users with No Access to a SPO Site
As I say many times, it’s not possible to know and/or remember everything about a huge platform such as SharePoint Online (SPO). There are always new opportunities to learn stuff about the service. A good example is the topic I will cover in this article: how to disable sharing documents with users (no matter if they are corporate users or external ones) in a SPO site.
Say Goodbye to Traditional PC Lifecycle Management
Traditional IT tools, including Microsoft SCCM, Ghost Solution Suite, and KACE, often require considerable custom configurations by T3 technicians (an expensive and often elusive IT resource) to enable management of a hybrid onsite + remote workforce. In many cases, even with the best resources, organizations are finding that these on-premise tools simply cannot support remote endpoints consistently and reliably due to infrastructure limitations.
Disabling Document Sharing with Non-Member Users
To disable document sharing with non-member users in a SPO site, browse the SPO site you want to configure and then navigate to the site settings page. Here, click on Site Permissions.
Figure 1 — Site Permissions Option in the Site Settings Page
In the Site Permissions page, click on “Access Request Settings” option in the PERMISSIONS Ribbon:
Figure 2 — Access Request Settings Option
In the dialog that opens, apply the configurations you require so that site members cannot share documents or the site itself. In my case, I have disabled any sharing option in the current site so that I can be sure that any important document cannot be shared from the site itself.
Figure 3 — Disabling Sharing Settings in the Site
Testing the Configurations Done
To test the configurations are done correctly, we will start adding a new user as a member of the site. We can check user experience when the user tries to share a file on the site.
With our site member user, access the site and try to share a file on the site. The site member user will find that he/she cannot share the file with any user that is not part of the site: the only option to share with people with existing access is enabled in the sharing dialog.
Figure 4 — Sharing Experience for a Site Member User
The same experience will happen when the user makes use of the “Copy link” option:
Figure 5 — Copy Link Experience for a Site Member User
Finally, if the site member user tries to share the full site with an user that is not part of the site, he/she will not be able to do it. The sharing dialog is not able to resolve the user.
Figure 6 — Sharing Experience when the Site Member User Tries to Share Current Site
SharePoint Online not only provides controls to enable/disable document/site sharing with external users but also some features to manage how existing site members can share or not share existing documents in a site or even the entire site.
Juan Carlos González Martín
Office Servers and Services MVP
Modern Workplace Team Leader | Zertia Telecomunicaciones
@jcgm1978 | https://jcgonzalezmartin.wordpress.com/