Microsoft 365 enables you to share files with people from outside your organization with External sharing.
To ensure no critical data is shared improperly outside of your business, ShareGate Apricot allows you to establish an External sharing policy, and to review the external sharing links in your teams and groups manually.
Note: The app does not detect content shared through direct access within SharePoint Online, only content with sharing links is detected.
Collaborate with your owners with the External Sharing policy
Set the External sharing policy and the app will automatically reach out to your owners so they can validate that the sharing links in your groups and teams are valid. You can set a start date and a timed interval between each external sharing review.
For more information about the External sharing policy in the app, click here.
Manage the external sharing of a team or group manually
To review your documents externally shared with a link in a team or group, follow the steps below:
- Select the Manage tab.
- Click on the team or group you want to manage.
Tip: You can filter the list to show your teams and groups with external sharing links in them. To apply the filter, click on the filter icon in the top-left, expand the External sharing section, and select Links.
- Select the External shares tab.
- To remove any sharing links, click on the dotted button at the end of the document row.
Note: Your new externally shared documents will appear the next time the app will crawl your documents. The time it takes for your new items to appear can be influenced by a few factors such as the number of items in your library and the amount of items with custom permissions.