Forum Discussion
BrianRMI
Jul 10, 2024Brass Contributor
Can SharePoint 365 News posts be emailed to external users?
I'm excited to see this new feature that lets us easily send SPO new posts via email! I'm noticing that when I type in an external email address, whether they are a guest in AAD or not, I'm not able ...
- Jul 11, 2024Here is a way you can get that outcome that I just tested and does work: Create a Microsoft 365 Group (one that allows guests) and adding your volunteers as members of that group by their email address. Creating a Group gives you a SharePoint site and you can create news from that site and send it via email to all the members - whether they are internal or external. They will also have access to all of the other content on the site as members of that Group. But, if you wanted to share news that is hosted on another site, like your intranet home page, that site does not actually have to have external sharing enabled - and it probably shouldn't. What you would do is use Promote on an individual article to send it to the group via email. If the article is coming from a site that the users have not been added to (as Visitors or Members - which WOULD require external sharing to be enabled if it is a communication site), they will see the email but not be able to click on any links that point to the source site - because they don't have access to the source site. If you use a "made for email" news template to create the post, they will get the full content of the page, not just a summary. There will be a link at the bottom of the page that says View in SharePoint - but this won't work for them because they are not guests on the source site. I think this approach will get you your outcome (with an initial set-up step). Just one thing - when you create the group, everyone you invite will get an email inviting them to the group. If you don't want that to happen, I think there is a PowerShell script you can run to prevent it. So, to sum up, there is not a direct way to send an email of a SharePoint page outside the company, but if you have created a group and added them as a guest member, you can send to the group and they will get the email in their "home" email account.
Jul 11, 2024
Yes, SharePoint 365 News posts can be emailed to external users, but there are some considerations and steps you need to follow:
1. **Sharing News Post Link**:
- You can share the link to a SharePoint News post with external users if your SharePoint settings allow external sharing. Ensure the news post's sharing settings are configured to allow access to external users.
- Copy the link to the news post and send it via email to the external users.
2. **Emailing News Digest**:
- SharePoint allows you to create and send a news digest, which is a collection of news posts, via email. However, sending this digest to external users requires that external sharing is enabled for your SharePoint site.
- When creating the news digest, you can add the email addresses of external users to the recipient list.
3. **External Sharing Settings**:
- Make sure your organization's SharePoint settings permit external sharing. This can be configured by a SharePoint or Microsoft 365 administrator.
- The external users may need to authenticate using their own Microsoft accounts or a provided guest link, depending on your organization's sharing settings.
4. **Using Microsoft Power Automate**:
- If you need to automate the process, you can use Microsoft Power Automate (formerly known as Flow) to create a flow that emails news posts to external users whenever a new post is published.
By following these steps, you can ensure that SharePoint 365 News posts are accessible to external users via email. If you need more detailed guidance on any of these steps, feel free to ask!
1. **Sharing News Post Link**:
- You can share the link to a SharePoint News post with external users if your SharePoint settings allow external sharing. Ensure the news post's sharing settings are configured to allow access to external users.
- Copy the link to the news post and send it via email to the external users.
2. **Emailing News Digest**:
- SharePoint allows you to create and send a news digest, which is a collection of news posts, via email. However, sending this digest to external users requires that external sharing is enabled for your SharePoint site.
- When creating the news digest, you can add the email addresses of external users to the recipient list.
3. **External Sharing Settings**:
- Make sure your organization's SharePoint settings permit external sharing. This can be configured by a SharePoint or Microsoft 365 administrator.
- The external users may need to authenticate using their own Microsoft accounts or a provided guest link, depending on your organization's sharing settings.
4. **Using Microsoft Power Automate**:
- If you need to automate the process, you can use Microsoft Power Automate (formerly known as Flow) to create a flow that emails news posts to external users whenever a new post is published.
By following these steps, you can ensure that SharePoint 365 News posts are accessible to external users via email. If you need more detailed guidance on any of these steps, feel free to ask!
sumithassaneshan
Jul 11, 2024Copper Contributor
Yeah, It working. Thanks.