Monitoring external sharing activities in SharePoint Online is essential to protect data security and compliance. Sharepoint provides a feature using which organizations can share content with external users while it is important to monitor and audit these activities on a regular basis. With SharePoint, organizations can share content with external users. In this blog post, we will discuss how you can create an external sharing report in SharePoint Online to be able to see who has access to your shared content and keep an eye on sensitive information not getting shared prolonging their lies so the sensitive content remains safe.
Why Monitor External Sharing?
External sharing in SharePoint Online enables collaboration with partners, clients, and external stakeholders. However, without proper oversight, it can pose security risks:
- Data Breaches: Unauthorized access to sensitive information.
- Compliance Issues: Violations of data protection regulations.
- Accountability: Understanding who has access to shared content.
Below are the Steps to Generate an External Sharing Report
Method 1 – Below are the Methods to Generate an External Sharing Report
- Navigate to the SharePoint site where you would like to execute the external sharing report.
- Click the gear icon on the top right to open the Settings menu and then click Site usage.
- Scroll at the bottom to the Shared with External Users section and click Run report.
- Select the folder location from the SharePoint document library to save the report and click Run report.
- Access and review the the file from SharePoint site document library folder location stored in the previous step
Conclusion
Generating an external sharing report in SharePoint Online is essential for maintaining data security, ensuring compliance, and managing collaboration effectively. By following the steps outlined in this guide, organizations can gain valuable insights into external sharing activities and take proactive measures to protect their sensitive information.
