Secure Your Data: How to Monitor and Manage External Sharing in OneDrive and SharePoint

In today's digital workplace, sharing files with external partners and clients is essential. But how do you ensure your company's sensitive data remains secure? Let's dive into the best practices for monitoring external sharing in Microsoft 365.

🔍 Why Monitor External Shares?

• Prevent unauthorized data access

• Maintain compliance requirements

• Reduce security risks

• Track who has access to your files

  
  

📊 Step-by-Step Guide to Monitor External Sharing

1. Access the SharePoint Admin Center

   1. Navigate to admin.microsoft.com

   2. Select "SharePoint" from the admin centers

   3. Click on "Reports" > "Sharing" Reference: Microsoft Learn - SharePoint site usage reports

      
      

2. Review External Sharing Reports

   1. See all externally shared files

   2. Identify who shared what and when

   3. Monitor guest user activities

   4. Track link-based sharing Reference: Microsoft Learn - Overview of external sharing

      
      

3. Best Practices for Managing External Sharing

   1. Regularly audit shared content

   2. Set link expiration dates

   3. Restrict sharing to specific domains

   4. Enable alerts for sensitive content sharing Reference: Microsoft Learn - Manage sharing settings

      
      

🛠️ Pro Tip: Use PowerShell to Generate Custom Reports

Reference: Microsoft Learn - Report on file and folder sharing

🚨 Security Recommendations:

• Review external sharing permissions monthly

• Implement automatic link expiration

• Use sensitivity labels for classified content

• Enable conditional access policies

  
  

Remember: External sharing is essential for collaboration, but unmonitored sharing can pose significant security risks. Regular monitoring and proper governance are key to maintaining security while enabling productivity.

Need help implementing these security measures?

Contact CompleteMSP for a comprehensive Microsoft 365 security assessment.

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