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External Users with Access

Owned by Chris Ang
Last updated: Feb 22, 2019
3 min read


This article applies to SharePoint Essentials Toolkit v7.1.0.0 and later

Description

Find all Site Owners and the sites they have access to.

Step-by-step guide

Find External Users with Access

  1. Start the SharePoint Essentials Toolkit
  2. Select the top level Site Collections that you wish to include in the report

  3. Right click and select "Create Reports→Site & List Inventory"
  4. The Job Options page will open, click 'Run Now'
  5. When the job is complete, open the 'Site Inventory' report
  6. In this report, there is a 'View' called 'Has Externally Shared Content'



  7. Click on the filter icon to filter this column or drag and drop this column up to group



  8. The column 'External Users with Access' shows the accounts with access to content in this site collection

Find the Content these External Users have been given access to

  1. Select all of the sites and subsites in the Site Collections which have External Users present (from above report)

    You can right click 'Select all Children' to automatically select all subsites in the Site Collection


  2. Then right click and select 'Create Reports->Permissions'
  3. You should see the screen below, Click Run Now



  4. The Active Logs window will appear to show you progress
  5. Once the report is complete, you will see the following screen, click any of these to open the associated reports.



  6. Drag the 'Display Name' column up to group by it (by user)




  7. Drag 'Granted Through' column up
  8. Right click 'Granted Through' column and select 'Filter Editor'



  9. Filter 'Type' to 'User' as we only want External Users



  10. Filter 'Email' by right clicking and choose 'Filter Editor'



  11. Click 'And', select 'Does Not Contain' and enter @yourcompany.com (replace with your company domain, for multiple domains, repeat this step and add additional domains)



  12. Click Apply
  13. You can right click any row to open the Permissions page to view the user in SharePoint



  14. Re-arrange the grouped columns by dragging and dropping them back into the Column Header row. Remove unwanted columns by dragging them off of the page.
  15. You can click Save View above to save this view to use later.





  16. NOTE: We can also right click on the item to remove access using the SharePoint Essentials Toolkit








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