Easily Invite External Users to Office 365 SharePoint Site Collections

How To Invite Users Into Office 365 SharePoint Site Collections

Summary Keywords:

direct mail, users, site collection, knowledgebase articles, SharePoint, task lists, chatbot, access, video, share, project, work, invite, mailing, content, scorecards, questions, training, manage, check, Office 365

SPEAKER: Jesse Razo

00:00 – How to Invite Users into Office 365 SharePoint Site Collections

Today we’re getting this question a lot on our support portal. So, one of the things that we like to do is get feedback from our customers and document frequently asked questions. And then, publish them back into our knowledgebase articles.

Hey guys, Jesse’s here, real quick, I got another quick training for you of five minutes or less. I’m going to talk with you about SharePoint administration and inviting new users into your SharePoint site collection. So, for those who don’t know, we’re, of course, office 365’s partner. And, we have been for years. We got our start in business infrastructure as it comes to email and Exchange deployment SharePoint.

A, communication platforms for chat-like teams and also Voice over IP and infrastructure in regards to the networking side. And, that’s where we started off, probably shoot since 2001 we’ve been in technology and business technologies. And, over the last 15-plus years, we’ve been moved towards sales and marketing automation and technology.

01:03 – RSN – Leverage Feedback Loops To Improved Knowledge Base?

So today, we’re getting this question a lot on our support portal. And, one of the things that we like to do is get feedback from our customers. Document frequently asked questions, and then publish them back to our knowledgebase articles. So, future customers can get their information on our website.

01:19 – RSN – Have Questions? Ask Our Company Web Chabot https://mf3skqrq9m.wpdns.site

In the lower right-hand corner, there’s a chatbot where you can go. And, get access to all of our knowledgebase articles, and frequently asked questions about our company, and who we are. What it is that we do?

Or, what are our philosophies, principles, strategies, tools, and tactics? And, it’s all that kind of stuff can be accessed through our chatbot on our website. So, if you haven’t checked that out, go ahead and do so if you have any questions.

Office 365 – Brief Announcement:

Hey there, Jesse’s here, and this is not a glitch, I pause your video for a brief announcement. First and foremost, you’ve been getting value out of this content. So, do me a small favor, and give us a thumbs up. We appreciate it very much because it helps out with the YouTube algorithm. So, let them know we know what it is we’re talking about.

Secondly, if you’d like to get access to future training go ahead and jump over to our YouTube channel. Then, subscribe and set up notifications so you don’t miss a single one. Lastly, all these videos are meant to be interactive. So, if you have any questions about the content that I’m sharing. Either good or bad, go ahead and meet me in the comment section. And, I’ll get those handled for you, now back to your video.

02:18 – How To Share a SharePoint Site Collection with External Users?

About what it is that we’re up to this is an easy one. But, I’ve been getting this question quite a bit. So I wanted to get it answered for you. And, I’m going to go ahead and jump right in. Also, we’ll go ahead and blur out the logos here. And, it’s as not to reveal anything in regards to the site and the URL. But, what we want to do is we want to share this site collection with external users.

Not users on Office 365, but external users can also collaborate with people inside SharePoint. So, what we do is we just go into the Share button on the homepage. Because of course, we hit the share button on any sub-page or asset within the site collection. It’s not going to work.

First, we enter the email address, and then we just set the permissions. You know, we have unique permissions in this client’s circumstance, because they have their primary site collection. And then, within that, they have company site collections that they use to manage projects inside of SharePoint. It’s incredibly powerful if you’re looking for collaboration tools, you have a communication tool, file sharing, and things like that.

5 StarsbyChristopher Jacob

5 StarsbyNew Image Dent Repair

5 StarsbyGeorge Cain

5 StarsbyDave Razo

And, it’s inside of one site collection that you can invite people into. Also, it collaborates and manages user permissions and all that kind of stuff. So, what we want to do is just make sure that we set member access to contribute to the actual site itself.

Announcement:

Hey there, Jesse’s here, and this is not a glitch your video is not broken. Believe it or not, I pause the video for a brief service announcement. First and foremost, if you’re getting value out of this video training, do me a small favor, and give us a thumbs up. This helps us work with the YouTube algorithm. And, it helps YouTube know that we know what it is that we’re talking about

If you’re interested in customer lifecycle automation, you have questions, go ahead and meet me in the comment section. And, I’ll get those answered for you. Or, if you’d like to get more information on online optimization, jump over to the razoRSharp YouTube channel. Subscribe and set up notifications so you don’t miss future publications of our videos. Lastly, for all my business owners out there, my service trade marketing professionals.

Announcement:

And, my designers who are in the direct mail space, I got a special treat for you. Recently I just partnered with a company called What’s Mailing. And, they’re the leading source of direct mail content. So, they’re building a massive database of inspiration and marketing design. Now, in the past, direct mail has been cost-prohibitive because of the costs associated with testing the market.

Well, what’s mailing not only solves that problem, but it gives us the ability to shrink our production schedule. And, when it comes to direct mail, they give us the ability to segment based on industry. Then, take a look at hundreds of companies doing hundreds of millions of dollars in direct mail. And, find out what’s working and what’s not. So, take a look at their creativity. And, they copy all the things that are working all the way down to their envelope.

So, it’s an incredibly powerful platform. And, I would highly encourage you, if you’re interested in leveraging direct mail for your business. Now, go over and check it out before you make a single decision about your creative for your direct mail campaign. And, they have a free account so you can go ahead and get that set up.

Get access to the database, and take a look at up to 10 pieces on what’s mailing for your specific industry. It’s an incredibly powerful tool. I’m super excited about sharing it. And, sharing our experience with what’s mailing in the coming days, weeks, and months, now, back to your video.

05:40 – How SharePoint Helps Improve Project Management and Manage User Access?

In this case, what happens is we create project task lists and we assign those to external utility users. And, they can utilize that task lists in order to track the progress of the task. Then, what we can do is we can build out scorecards to see if we’re on track. Or, it’s not inside SharePoint, which makes it really effective from a project management standpoint.

And, it’s really taking those tasks and creating some real-time user data to make it actionable for project managers. So, I digress. Anyways, we just share this and you’re going to get a notification that the email went out. And, the user will receive an email with an invitation link. Now, what I like to do is also provide this link here. So, they can bookmark that link back to their project site.

Therefore, they don’t have to worry about where it’s located. Because of course, each one of the sub-sites is on its own unique URL, so those are important. So, we would go through that with each one of the users who want to be invited to this collaborative workspace. And, inevitably create an environment that is specific to the actual project, Manage User Access, and manage project tasks.

And, manage scorecards, project management, and everything like that. So, SharePoint becomes a really good environment for that. And, if you’re new to SharePoint, that should be helpful to you if you’ve been around for a while. It’s probably old news, either way.

Hopefully, you enjoyed the training till the next time we speak make today and every day a fantastic day! Check out that view behind me, it’s beautiful.