External Sharing Reports
External Sharing Reports provide information about the external users and their access to your tenant workspaces.
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External Sharing Reports provide information about the external users and their access to your tenant workspaces.
Last updated
Was this helpful?
In this article, you can locate information on the following external sharing reports:
These reports can be used to optimize and keep track of externally shared content, links, and external users with access to your Microsoft 365 workspaces and content.
To access an external sharing report, complete the following steps:
Click the Reports tile; located on the Syskit Point home screen.
Select the External Sharing category in the filter located in the upper left corner.
Click the Externally Shared Content, External Users, or Sharing Links report tile; this will generate that specific report.
This report shows content shared with external users via sharing links or by granting them direct access.
After clicking the Externally Shared Content report tile, a selection step opens where you can:
Use the top filter to show only a specific type of workspace.
Select one or multiple workspaces (sites, Microsoft Teams, Microsoft 365 Groups, OneDrive, or shared channels) for which the report should be generated.
Use the search option for any specific site inquiries.
Choose the content level to be shown once prompted.
The option to select between the following options will appear:
subsites
document libraries & lists
folders
files & folders
Click the Run Report button to generate the report.
The generated report displays all externally shared content based on the workspace and filter selection.
The following columns are visible:
Name; the workspace, content, groups, and external users are shown in the tree grid.
Permission levels; the level of access for external users over the content.
For example: Full Control, Design, Read, Edit, Contribute or custom permission levels
Find and display additional columns in the column chooser, located in the top right corner, next to the search bar.
The options available to select are:
URL
Object Type
Principal Type
Is External User
Is Deleted
Is Licensed
Sign-in Status
option to hide or show a specific permission level
When the report is displayed, the following actions can be completed by clicking the corresponding link from the right-side panel:
Schedule the Report; set up a recurring delivery
Export the report as an XLSX or a PDF file
Open related reports
Access can be managed directly from the report by selecting an object or a user and choosing one of the available actions from the side panel.
The following access management actions can be performed:
Change Owners/Admins
Remove Sharing Links
Grant, Remove, and Edit user access
Break and Restore permission inheritance
Add users to groups, Remove users from groups, and Delete SharePoint groups
This report contains all external users (registered in your tenant and outside your tenant) who have access to sites, Microsoft 365 Groups, Microsoft Teams, OneDrive, and shared or private channels.
Access this report from the Report Center:
Click the Reports button; it is located on left side of your Syskit Point.
Select the External Sharing category in the filter located in the upper left corner.
Click the External Users tile to generate the report.
The report generates immediately without a Selection step.
The default columns displayed in the report are:
Name of the user
Site Name
Username
Domain
Last Logged In DateTime
There is one additional column available in the column chooser.
Site Type; shows the type of workspace
The actions that can be taken here are the following:
Remove access for users from a workspace
Generate User Access and User Activity reports
View additional information about who added the external user inside your Microsoft 365 environment
The External Users report can be exported as a PDF or XLSX file. There is also the option to schedule the report.
The Sharing Links report helps identify all the shared files and folders along with their sharing links.
Use this to locate and remove sharing links when necessary.
This report can be accessed from:
The details screen of specific workspace by clicking the Sharing Links tile
The Report Center
Other reports available in Syskit Point
For example, Permissions Matrix report, Externally Shared Content report, and Unique Permissions report
To generate this report from the Report Center:
Click the Reports button; it is located on left side of your Syskit Point.
Select the External Sharing category in the filter located in the upper left corner.
Click the Sharing Links tile to generate the report.
After clicking the Sharing Links report tile, a selection step opens where you can:
Use the top filter to show only a specific type of workspace.
Select one or multiple workspaces (sites, Microsoft Teams, Microsoft 365 Groups, OneDrive, and shared or private channels) for which the report should be generated.
Use the search option for any specific site inquiries.
Choose the link type to show on the generated report.
You can choose between the following link types:
people in company can view
people in company can edit
anyone can view
anyone can edit
specific people can view or edit
Select which sensitivity labels to show:
Any - the generated report shows links for files with and without applied sensitivity labels
No label - the generated report shows sharing links for files with no sensitivity labels applied
Specific label(s) - depending on the selected label(s), the generated report shows links for files with the selected sensitivity labels applied
Click the Run Report button to generate the report.
There are default columns displayed in the report which list the following:
Name of the workspace
URL
Link
Link Type
Created On
Expiration Date
The following actions can be performed within the report:
Remove sharing link
Remove user access
Open related reports
The Sharing Links report can be exported as a PDF or XLSX file. There is also the option to schedule the report.
Please note! You can save custom views for your reports based on your needs and preferences.