Possibilities of Cooperation with External Partners
Collaboration with external partners within Microsoft 365 typically includes:
- Sharing selected documents and folders from OneDrive or document libraries.
- Adding partners to Teams, Microsoft 365 groups, or Sharepoint spaces.
To access files and folders, you can create a link to share with specific people that requires the user to log in and restricts access to only selected partners. This is the recommended sharing method in most cases. For sharing non-sensitive data, an anonymous link that does not require a login can be used, and anyone can access the data even after the link has been forwarded repeatedly. However, the validity of the links can be limited by the date limit (which is recommended).
Only a logged-in (authenticated) user can become a member of Sharepoint or Teams.
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At the beginning of September 2024, there was a change in the way users are authenticated when accessing shared content. Adding partners to Teams and Sharepoint using an email address not associated with a Microsoft 365 or a private Microsoft account will no longer require creating private Microsoft accounts but will be able to use one-time codes for access. For previously set shares and memberships:
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You need to get an identity (in the form of an email address) from the partner:
- If the partner has a Microsoft 365 account, ask them to send you the email address they use to log into their Microsoft 365 account (e.g., at MUNI, this is učo@muni.cz, while faculty email addresses may be maintained on faculty servers and are not functional in MUNI's Microsoft 365). The partner will then use their organization login to access files/folders/team.
- If the partner does not have a Microsoft 365 account, they must send their work email address. A one-time code will arrive in their inbox to verify access (login). The login then has a limited validity of 24 hours, after which the new code will be prompted again.
- If the partner has a private Microsoft account, they can send their address. They will then use the login to that account for access. We do not recommend this option as it is preferable if the partner uses their business/company login and address.
- Exceptionally, creating a licensed sponsored (guest) account in the Microsoft 365 MUNI environment. for a partner may be possible. They then log in using učo@muni.cz and the assigned password.
Time restrictions on access:
- The validity of sharing links can be time-limited when they are created.
- One-time login codes must be redeemed within 30 minutes of generation. The login is then valid for 24 hours; during this period, it is not necessary to re-enter the code.
- The first login after sending a link to share or add to Teams for partners who have not worked with MUNI before or for more than a year must be done within 90 days, after which the invitation will no longer work, and the partner must be invited again.
- If the partner is not part of any Teams team and has not joined any shared resource for more than one year, all accesses, including sharing links, are removed.
What can be shared
Documents and folders
- OneDrive for Business: via Microsoft 365 accounts, private Microsoft accounts, email addresses, and anonymously.
- Microsoft 365 Groups and Teams files: via Microsoft 365 accounts, private Microsoft accounts, and email addresses. You must request the ability to use anonymous links from the IT ServiceDesk.
- Sharepoint files are available via Microsoft 365 accounts, private Microsoft accounts, and email addresses. You must request the ability to use anonymous links when setting up Sharepoint or make a later request with the IT ServiceDesk.
More information about sharing documents
Microsoft Teams
- External partners can be added as team members in MS Teams.
Microsoft 365 Groups
Partners with Microsoft 365 accounts, private Microsoft accounts, and email addresses not linked to Microsoft accounts (@seznam.cz, @gmail.com, @company.com) can become members of the Microsoft 365 group.
Then, the partner can access the Microsoft 365 Group website, storage ("Files"), OneNote, Planner, Teams, and Stream. They cannot access the group inbox and calendar or add comments to tasks in Planner.
Viva Engage communities (formerly Yammer)
External accounts cannot be members of Viva Engage communities.
Sharepoint workspaces
Partners with Microsoft 365 accounts, private Microsoft accounts, and email addresses not linked to Microsoft accounts (@gmail.com, @company.com) can join Sharepoint workspaces.
Other components of Microsoft 365
Mailboxes
External accounts cannot currently access Microsoft 365 mailboxes.
Guides
Sharing a document or a folder with an external partner – sharer
1
Select the document or folder and click the Share icon to share. Enter the address of the external partner with whom you will share the document or folder. Click the Send button.
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You can check the sharing by using the Manage Access feature. You can find it under the Share button directly in the document or the three dots menu next to a file or folder in OneDrive or Sharepoint.
Sharing a document or a folder with an external partner – external partner
1
After sharing the file or folder, the partner will receive an email to their address.
Note: It is also advisable to check junk email folder; some mail systems may evaluate automatic sharing messages as spam.
Continue by clicking the Open button.
Note: you may get a link trust warning from your email client. In this case, continue by clicking the Open anyway button.
2
When you click on the link, a login window opens. Enter the email address where the document or folder was shared.
Sometimes, you must confirm the email address again. Second login window:
3
Once the email address is entered, a one-time verification code will be sent to the email address. It is valid for 30 minutes.
This is what the email with the verification code looks like:
Enter the code from the email and click to Sign in button
4
In the next step, you must confirm the permissions to process the account data in MUNI Tenant. Click the Accept button.
5
The shared document or folder will now be displayed.
Adding an external partner to Teams – sharer
1
In Teams, click the three dots next to the selected team and then click Add Member.
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Enter the email address of the external partner and click Add.
Adding an external partner to Teams – external partner
1
The external partner will receive an email inviting them to join the team in Teams. To join the team, click the Open Microsoft Teams button.
2
A new window will appear, notifying you that a one-time verification code has been sent to the email address.
This is what the email with the verification code looks like. The code is valid for 30 minutes.
Enter the code and click on the Sign in button.
3
After entering the code, the next step is to confirm the permissions to process the account data in the MUNI tenant. Click on the Accept button.
4
Then follows a window where you can launch the Teams desktop or web application. The web application is sufficient for most team activities. However, you can start a desktop application if you have installed it or download it using the Download the Windows app button.
5
Once selected, the application is launched, and the team to which the external partner has been invited is displayed.
Adding an external partner to Sharepoint – sharer
1
On the Sharepoint site, click on Settings (the gear icon in the upper right corner) and then proceed to Site Permissions.
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Click on Share Site.
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Enter the email address of the external partner and assign the appropriate permissions to the site. The Read permission is set by default, where the partner can access documents but cannot modify them. If you want them to be able to change the documents, set the permission to Edit. You can also write a short message that informs the partner why they are invited to Sharepoint. Then click the Add button.
Note: Your Sharepoint site does not enable external partner sharing if this warning appears after entering an address. In this case, please send a request for permission to it@muni.cz and include the full URL of your Sharepoint site (copy it from the address bar of your web browser).
Adding an external partner to Sharepoint – external partner
1
A message with a link to the shared Sharepoint site arrives at the specified external partner email. To connect to Sharepoint, click on the Sharepoint site name.
Some email applications may display warnings about the trustworthiness of the link (e.g., Gmail). Continue by clicking Open anyway.
2
Clicking on the link will open a login window where you enter the email address to which you've received the invitation email and click Next.
3
A new window will notify you that a one-time verification code has been sent to the email address.
This is what the email with the verification code looks like. The code is valid for 30 minutes
Enter the code and click to the Sign in button.
4
Next step is to confirm the permissions to process the account data in MUNI Tenant. Click to the Accept button.
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Once the permissions are approved, the shared Sharepoint web is displayed.