Introduction
SharePoint is a powerful collaboration platform that allows organizations to share and manage content efficiently. However, there might be instances where you need to restrict access for certain users or groups. One such scenario is removing the "Everyone except External" permission from SharePoint. In this article, we'll guide you through the process step by step, including the use of PowerShell to accomplish this task effectively.
Table of Contents
Understanding "Everyone except External" in SharePoint
Identifying the Targeted SharePoint Site
Checking the Current Permissions
Removing "Everyone except External" Permissions
Using PowerShell for Bulk Operations
Verifying the Changes
Best Practices for SharePoint Permission Management
Conclusion
FAQs
1. Understanding "Everyone except External" in SharePoint
By default, SharePoint grants access to "Everyone except External," which includes all authenticated users within your organization and guests. However, in some cases, you may want to revoke this permission to ensure better data security and confidentiality.
2. Identifying the Targeted SharePoint Site
The first step is to identify the SharePoint site where you want to remove the "Everyone except External" permission. Ensure you have administrative privileges to make changes to the site.
3. Checking the Current Permissions
Before making any changes, it's essential to know the site's existing permissions. Navigate to the site's settings and click on "Site permissions" to view the current access list.
4. Removing "Everyone except External" Permissions
To remove the "Everyone except External" permission, follow these steps:
4.1. Access the Site Settings
Go to the top-right corner of the SharePoint site, click on the gear icon, and select "Site Settings."
4.2. Click on "Site Permissions"
Under the "Users and Permissions" section, click on "Site permissions" to manage the site's access.
4.3. Select "Everyone except External"
Scroll through the list of users and groups to find "Everyone except External" and click on the checkbox next to it.
4.4. Click on "Remove User Permissions"
Once you've selected the "Everyone except External" group, click on "Remove User Permissions" in the ribbon.
4.5. Confirm the Removal
A confirmation prompt will appear. Click "OK" to proceed with the removal of the permission.
5. Using PowerShell for Bulk Operations
If you have multiple SharePoint sites where you need to remove the "Everyone except External" permission, PowerShell can be a time-saving solution. Here's how you can do it:
powershellCopy code
# Connect to SharePoint Online
Connect-SPOService -Url https://yourdomain-admin.sharepoint.com
# Get the site collection
$site = Get-SPOSite -Identity https://yourdomain.sharepoint.com/sites/yoursite
# Get the "Everyone except External" group
$everyoneExceptExternal = Get-SPOSiteGroup -Site $site | Where-Object { $_.LoginName -eq "Everyone except external users" }
# Remove the group's permissions
Set-SPOSiteGroup -Site $site -Identity $everyoneExceptExternal -PermissionLevelsToRemove "Read"
Please make sure to replace "https://yourdomain.sharepoint.com/sites/yoursite" with the appropriate URL of your SharePoint site.
6. Verifying the Changes
After removing the "Everyone except External" permission, it's crucial to verify the changes to ensure they are implemented correctly. Check the site's permissions again to confirm that the group has been removed.
7. Best Practices for SharePoint Permission Management
Proper SharePoint permission management is crucial for maintaining data security and a smooth collaboration environment. Here are some best practices to follow:
Regularly review and update user permissions based on their roles and responsibilities.
Avoid granting permissions at the individual level; instead, use SharePoint groups whenever possible.
Implement the principle of least privilege to restrict unnecessary access.
Educate users about the importance of data security and SharePoint best practices.
Conclusion
In conclusion, removing the "Everyone except External" permission from SharePoint is a straightforward process that can significantly enhance data security. By following the step-by-step guide provided in this article, you can ensure that your SharePoint sites are well-protected and accessible only to the right users.
FAQs
Q1. Can I remove "Everyone except External" from specific document libraries instead of the entire site?
Yes, you can remove the "Everyone except External" permission from specific document libraries by customizing the library's permissions. Follow the same steps outlined in this article, but instead of modifying site permissions, navigate to the document library settings and manage permissions there.
Q2. Will removing the "Everyone except External" permission affect my external sharing settings?
No, removing the "Everyone except External" permission only applies to users within your organization and does not affect external sharing settings. External users will still have access according to the settings defined for them.
Q3. Is there a way to automate permission management in SharePoint?
Yes, you can use SharePoint Online Management Shell and PowerShell scripts to automate permission management tasks, making it more efficient for large-scale operations.
Q4. What happens if I accidentally remove permissions from a critical user or group?
If you accidentally remove permissions from a critical user or group, you can restore them using SharePoint's version history feature or contact your SharePoint administrator for assistance.
Q5. Are there any other permission levels in SharePoint besides "Read"?
Yes, SharePoint offers various permission levels, such as "Contribute," "Edit," "Full Control," etc. Each level grants different rights to users and groups, so it's essential to choose the appropriate level based on their roles and responsibilities.