Building an Extranet with Office 365 Without Spending a Ton of Money SharePoint Fest NYC

Paul Papanek Stork Principal SharePoint Architect for BlueChip Consulting Group SharePoint MVP for 6 years SharePoint Microsoft Certified Master Author Developer’s Guide to WSS 3.0 MOSS 2007 Best Practices MCTS: WSS 3.0 Configuration Study Guide (70-631) Pro SharePoint 2010 Development for Office 365 Contact Information Blog:

Agenda On-Premise Extranet Challenges SharePoint 2013 Licensing Changes Office 365 Primer PALs vs. CALs Designing an Extranet Inviting External Users Live Demonstration

What is an Extranet? Intranet Site – Used for collaboration or dissemination of information to Internal Users Internet Facing Site – Used to Publish information to Anonymous External Users Extranet Site – Used for collaboration or sharing of information between External and Internal Users

Who are External Users? Internal Users Your employees Onsite contractors Employees of your affiliates External Users Anyone who isn’t an Internal User

On-Premise Extranet Designs Edge Firewall – Single Firewall between SharePoint and Outside Users Back to Back Perimeter Network – Separate SharePoint Farm in a Perimeter Network Split Back to Back Perimeter Network – Separate SharePoint Farm with Internal SQL resources

On-Premise Challenges Infrastructure Firewall and DMZ adjustments Anti-virus (now that Forefront AV is gone) Multiple Authentication Providers Internal users - AD External users - Forms based Authentication Licensing External Users require Internet Licensing prior to 2013

2013 Licensing Change 2007 Internet License for Enterprise only About $40, SharePoint 2010 for Internet Sites, Standard $10,000 retail SharePoint 2010 for Internet Sites, Enterprise Still about $40, External Users are FREE!

Office 365 Licensing Plans P - Small and Midsize Businesses E – Enterprise Businesses K – Kiosk Worker A – Education G – Government Online Services (ala Carte) Office Professional Plus Exchange SharePoint Lync

Licensing Differences

What are PALs? Client Access Licenses (CAL) One required for each Internal User Partner Access License (PAL) Allows External User Access – FREE! P1 Small – 500 Free P2 Midsize – 10,000 Free E Subscription – 10,000 Free

Typical Extranet Designs One Site Collection per Partner Easiest to Deploy No communication between Partners One Site Collection with Partner Sub Sites Root Site can be used for Overall Communication Break Security Inheritance on Sub-Sites More Complex Design to maintain

Important Limits Boundaries and Limits vary by Subscription Type E3 Key Boundaries and Limits 10GB + 500MB per licensed user total storage 1TB Max Quota per site collection (25GB for Trial) 10,000 site collections w/ 2,000 sub-sites 2GB File Upload limit 10,000 PALs for External Users

Enable Sharing Tenant Settings Used to set Global Limit Site Collection Sharing Two Levels of Sharing

Inviting External Users One Site Collection with Partner Sub Sites Enable Sharing – Off by Default Share Extranet Root Read Only Site Visitors Group Share Company Sub-Site Requires Breaking Security Inheritance Contribute Permission Company Members Group

Admin Groups By Default three Groups for each Site Collection Site Collection Owners – Full Control Site Collection Members – Edit Site Collection Visitors – Read Only New Sub-Site with Unique Security Can create up to 3 additional groups 3 Additional Groups can be created manually

Managing External Users Withdraw Invitations Site Settings>Users and Permissions>Access requests and invitations. Closing an Anonymous Guest Link Delete Guest Link on Open Menu in Library Remove External Users Configure SharePoint Online Management Shell Must be a SharePoint Online Global Admin

SharePoint Online Management 1.Install PowerShell Install the SharePoint Online Management Shell 3.Start > All Programs > SharePoint Online Management Shell. 4.Connect-SPOService -Url -credential AdminId Get-SPOExternalUser -Position 0 -PageSize 30 Remove-SPOExternal User

Avoiding Pitfalls Take advantage of an O365 Trial Do a Cost Benefit Analysis Name Groups Carefully Consider SharePoint Online Only

Additional Resources Sign-Up for an Office 365 thirty day Trial Windows PowerShell for SharePoint Online Manage external sharing for your SharePoint online environment SharePoint Online Service Description Comparison SharePoint Online: software boundaries and limits