Document Sharing with Microsoft 365

If your computer runs on Windows, then you are familiar with the Office family of applications, including Word, Publisher, PowerPoint, and Excel. According to a survey featured in TechRepublic, 83 percent of businesses used MS Office in 2017¹. The same survey also notes that Microsoft’s subscription-based Office 365 (now MS 365) platform was gaining traction and continues to do so today¹. In fact, Statista notes that Microsoft 365 has an approximately 46 percent share in the global office suite technology market, and a 40 percent share of the United States market². MS 365 is quickly becoming a valuable tool for businesses of all sizes worldwide, from Byram to Budapest and Bangkok.

One key benefit of Microsoft 365 is its ability to let users share documents with a variety of internal and external users. In this article, we will explain more about document sharing with Microsoft 365, as well as best practices.

As outlined by IT security provider Varonis, Microsoft 365 includes two distinct but interconnected file-sharing systems, SharePoint Online and OneDrive³. They work together to provide users with all the file-sharing functionality they need³. More specifically, SharePoint is a frontend user interface for OneDrive, which handles storage on the backend³. Now, let us take a closer look at the different file sharing types available with Microsoft 365.

Internal file sharing entails sharing files within your network, exclusively to users in the same domain with regular, non-guest permissions³. Configuring internal sharing with MS 365 is easy: you can share files from your personal OneDrive or save them directly to your SharePoint team sites³. SharePoint automatically creates these team sites whenever you create a new group in the Microsoft 365 admin center³. If you wish to share documents with your team members, simply upload them to the Team Site so that everyone on the team can access them³. This demonstrates that MS 365 elevates file sharing to a new level.

MS 365 is not just for internal purposes. It is also designed for external file sharing³. You can share documents with partners, vendors, customers, and others outside of your organization³. However, this entails “opening a window to your SharePoint server” or sending sensitive data to potentially malicious users on other networks, making it far riskier than internal file sharing³.

If you plan to share your files with clients or other external partners, there are some basic steps to follow. According to Microsoft itself, you must first configure the sharing controls in Azure Active Directory, along with SharePoint, Teams, and MS 365 Groups, to allow the desired level of sharing for your organization⁴. Next, if you utilize shared channels to send and receive documents, you can allow direct access for each collaborating organization by altering the settings to your specifications in Azure Active Directory⁴.

Of course, security should always be top of mind when you share documents with Microsoft 365. Microsoft 365 provides all users with a variety of security and compliance features, so they can keep their data safe while sharing documents externally⁴. For instance, to keep unauthorized users from viewing sensitive content, create a data loss prevention (DLP) policy with the Microsoft Purview Data Loss Prevention platform on MS 365⁵. Microsoft 365 also offers the Safe Attachments feature so you can scan uploaded files automatically and quarantine potentially malicious ones⁵. You can also require multi-factor authentication, block users from downloading to unmanaged devices, and limit sharing outside your organization³. In these ways, Microsoft 365 helps you collaborate smoothly, safely, and efficiently on every team project.

Navitend can help you. Call 973.448.0070 or setup an appointment today.

Sources:

¹TechRepublic – “83% of enterprises use Microsoft Office, but danger lurks in that large number” by Mark W. Kaelin. Retrieved from https://www.techrepublic.com/article/83-of-enterprises-use-microsoft-office-but-there-is-danger-in-that-large-number/.

²Statista – “Number of Office 365 company users worldwide as of June 2022, by leading country” by Lionel Sujay Vailshery. Retrieved from https://www.statista.com/statistics/983321/worldwide-office-365-user-numbers-by-country/.

³Varonis – “Microsoft Office 365 File Sharing Guide: OneDrive and SharePoint Tips” by Jeff Petters. Retrieved from https://www.varonis.com/blog/microsoft-office-365-file-sharing.

⁴Microsoft – “Collaborating with people outside your organization”. Retrieved from https://docs.microsoft.com/en-us/microsoft-365/solutions/collaborate-with-people-outside-your-organization.

⁵Microsoft – “Best practices for unauthenticated sharing.” Retrieved from https://docs.microsoft.com/en-us/microsoft-365/solutions/best-practices-anonymous-sharing.

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I just had an excellent experience with Navitend! I got a new computer and I needed Microsoft Office installed and access to an additional e-mail account. The navitend team was so professional, polite, and patient with me. I am not technologically savvy at all, so they were doing all that they could with the little bit of information that I gave them. They spent over an hour trying to help me. They went above and beyond in assisting me and I was able to get everything installed that I needed. The navitend team is doing a great job!

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IT technician Jay provided exceptional service on our call today! I have worked with him a few times. He has been really wonderful to work with in getting all my systems set up the last few weeks. He has been so helpful, patient and really just so great all around. In regards to Navitend--- This has been the best IT team I have worked with in my career. I have worked in corporate for years prior to transitioning into non-profit, and IT support has always been one of the challenging things to deal with in both major companies I worked with. Navitend, your service is exceptional and your team is wonderful to work with. Quick response on all my ticket service requests! Thank you!
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Greg
I look forward to working with you again in the future. Once again, thanks to your organization for your prompt response.

Luke
I highly recommend navitend for their professionalism, integrity, down-to-earth advice and thoughtful recommendations. Every solution that they offer is unique and the most appropriate to their customers' needs.

Paula
We've dedicated our lives to growing our retail and ecommerce business and it's a relief to have found a company like navitend who treats our business likes it's their own. navitend's personal approach to project management and problem solving are top-notch.

Stamatis, Co-owner Twisted Lily, Fragrance Boutique and Apothecary
I wanted to personally thank Corey for always helping me with any concerns I have about my software inquiry issues. He is quick with his responses and I am always up to date with all my connectivity. Always a great experience! Thank you!

Blerina
I am truly impressed by the focus the team places on the requests from our company. Truly an excellent team!!

Josefina
Their support staff is beyond good. They sorted out our company email server migration problem yesterday in record time. It's great to work with a team that has expertise in depth. There are so many one-man-bands out there. It was a good decision to go with the pros.

Steve
Corey is the best there is at his job! He fixes everything with no problem. It's amazing to have someone to trust. GO COREY 😊

Grace
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Matthew
The team over at Navitend always takes care of my IT needs. They are quick to respond and patient, no matter how simple my question or need.

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These folks are spectacular! They're contracted by my work to provide IT support, and they are SO responsive that my mind is blown every time! Just a quick email to request help, and I immediately get a response for a patient and friendly person to call me and walk me through the solutions.

Hannah
Thanks so much! You are a class act!
You and your team have really done an excellent job on this!

Steve The C12 Group in Houston, Texas
Corey is always a huge help when I need assistance. Gets it completed quickly and successfully. Thank you Corey.

Fran
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Behavioral Health Client
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Chase
I have been working with navitend for 10+ years. Great group of talented professionals!

Anne
navitend is a professional IT organization that I would recommend to my clients. Navitend builds strong relationships with their clients to better understand their needs. Navitend is community focused and does work to support local charities. Overall a great company.

Michael
We wholeheartedly recommend navitend for their exceptional IT solutions and services; they have undoubtedly earned our trust and loyalty for future endeavors.

Benjamin
This company is the best! I feel for the guys that have to help us who are not so tech savvy! Never have I been disappointed at the great service navitend provides! Corey was especially helpful and I highly recommend Navitend for all your IT needs! You will be extremely satisfied!

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Molly
Everyone at navitend I have worked with has offered some of the best customer service I have had. They are patient, knowledgeable and somehow remember my and my colleagues' names. After working with other IT support, I am thrilled my organization is using their services.

Robyn
De'Ana gave great insight on billing issues. I recommend navitend for all IT services.

Christian
This company provides IT service for my firm. They respond quickly and have always helped me navigate and fix whatever issue I am having. Corey, Jay and others - and others - all are excellent. Highly recommend.

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The staff at Navitend is very professional and strives to meet the needs of their clients. As a Small Business owner trust and professionalism are keys to conducting business. navitend sets a high standard of ensuring their clients trust their decisions are for the interest of their business.

Christopher
navitend has been a great IT partner for our company. Their helpdesk response time is the best I have experienced in my 30 year career. navitend has helped me to have great IT services without the need to have a full time, in house, technician at significant savings to our company.

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Testimonials

Nicole

navitend is a professional company providing Quality service, great customer service and prompt response to service needs.

Tammie

Rick dedicated 2+ days of helping my facility with the install of new printers. This team is fantastic!

Lori

Thanks so much again for taking care of everything in such an expedient manner. It's a pleasure to work with navitend and its staff as always!

Lawrence

Claire

Brian

Corey and the group at navitend are always so helpful and do everything they can to help. Thanks for your professionalism and continued help.

Robin

Denise

I recently had to work from home for the first time, and Corey at navitend provided EXCELLENT service. He was patient, kind, and followed through on all the details!

Penny

Maria

Very helpful, courteous & professional. They do a great job and are pleasant to work with as well.

Robert

Cheryl

Kristin

Our company is more efficient and has grown as a result of navitend’s work. navitend helped us get to the next level.

Greg

I look forward to working with you again in the future. Once again, thanks to your organization for your prompt response.

Luke

I highly recommend navitend for their professionalism, integrity, down-to-earth advice and thoughtful recommendations. Every solution that they offer is unique and the most appropriate to their customers' needs.

Paula

We've dedicated our lives to growing our retail and ecommerce business and it's a relief to have found a company like navitend who treats our business likes it's their own. navitend's personal approach to project management and problem solving are top-notch.

Stamatis, Co-owner Twisted Lily, Fragrance Boutique and Apothecary

I wanted to personally thank Corey for always helping me with any concerns I have about my software inquiry issues. He is quick with his responses and I am always up to date with all my connectivity. Always a great experience! Thank you!

Blerina

I am truly impressed by the focus the team places on the requests from our company. Truly an excellent team!!

Josefina

Their support staff is beyond good. They sorted out our company email server migration problem yesterday in record time. It's great to work with a team that has expertise in depth. There are so many one-man-bands out there. It was a good decision to go with the pros.

Steve

Corey is the best there is at his job! He fixes everything with no problem. It's amazing to have someone to trust. GO COREY 😊

Grace

Matthew

The team over at Navitend always takes care of my IT needs. They are quick to respond and patient, no matter how simple my question or need.

Jeremy

These folks are spectacular! They're contracted by my work to provide IT support, and they are SO responsive that my mind is blown every time! Just a quick email to request help, and I immediately get a response for a patient and friendly person to call me and walk me through the solutions.

Hannah

Thanks so much! You are a class act! You and your team have really done an excellent job on this!

Steve The C12 Group in Houston, Texas

Corey is always a huge help when I need assistance. Gets it completed quickly and successfully. Thank you Corey.

Fran

Kathy

Navitend has been our IT provider for many years and we are so grateful for their hard work. Nate and Vin especially deliver exceptional service and great communication. We highly recommend Navitend for your IT needs.

Behavioral Health Client

Our company uses Navitend for all its IT needs and every time I've had to ask them for help, they've fixed the issue within hours. Thank you so much!

Chase

I have been working with navitend for 10+ years. Great group of talented professionals!

Anne

navitend is a professional IT organization that I would recommend to my clients. Navitend builds strong relationships with their clients to better understand their needs. Navitend is community focused and does work to support local charities. Overall a great company.

Michael

We wholeheartedly recommend navitend for their exceptional IT solutions and services; they have undoubtedly earned our trust and loyalty for future endeavors.

Benjamin

This company is the best! I feel for the guys that have to help us who are not so tech savvy! Never have I been disappointed at the great service navitend provides! Corey was especially helpful and I highly recommend Navitend for all your IT needs! You will be extremely satisfied!

Kathleen

Corey came to my rescue by getting Quick Books working for me. He is excellent at what he does. Very knowledgeable in the Tech field. I don't know what we at Equity Environmental would ever do without him. Thank you Corey!!!!

Lucille

navitend has been great with me and my colleagues as we go through a difficult transition to new technology! They are incredibly patient and helpful. I highly recommend them.

Molly

Everyone at navitend I have worked with has offered some of the best customer service I have had. They are patient, knowledgeable and somehow remember my and my colleagues' names. After working with other IT support, I am thrilled my organization is using their services.

Robyn

De'Ana gave great insight on billing issues. I recommend navitend for all IT services.

Christian

This company provides IT service for my firm. They respond quickly and have always helped me navigate and fix whatever issue I am having. Corey, Jay and others - and others - all are excellent. Highly recommend.

Nancy

The staff at Navitend is very professional and strives to meet the needs of their clients. As a Small Business owner trust and professionalism are keys to conducting business. navitend sets a high standard of ensuring their clients trust their decisions are for the interest of their business.

Christopher

navitend has been a great IT partner for our company. Their helpdesk response time is the best I have experienced in my 30 year career. navitend has helped me to have great IT services without the need to have a full time, in house, technician at significant savings to our company.

Bob

Jacqueline

Thanks so much! You are a class act!
You and your team have really done an excellent job on this!