Manage external access across Microsoft 365
Rencore Governance provides you with maximum flexibility and efficiency in managing external collaboration across Microsoft 365, Microsoft Teams, SharePoint, OneDrive, Entra ID, Exchange, Viva Engage, and Power Platform. Once connected, the External Access dashboard gives you an instant overview of externally shared files and external and guest user status, with pre-built checks to get you started fast.
Access granted for a project rarely ends with it
Guests stay after the work ends
External users invited for one project keep their access long after it closes, and invitations that were never accepted sit open for months.
Shared files drift out of sight
A link shared from SharePoint or OneDrive keeps working with no expiry, whether or not anyone remembers it exists.
Ownership can leave the organization
When an external user owns a group or a site collection, control over your data sits outside your organization.
See every external and guest user
Collaboration should stay fluid, and often it reaches beyond your own people. Know who those people are:
- Identify every Team with external users or guests
- Count internal users, external users and disabled accounts side by side
- Surface external users invited more than three months ago who have still not accepted
- Follow the three month trend as external access grows or shrinks
Outcome: you act on stale invitations before they turn into standing access.
Find every externally shared file
External sharing is your own employees handing documents outside the organization. See every one of them:
- Detect every SharePoint file and OneDrive file shared with an external user
- Single out sharing links with no expiry date, and those whose expiry has already passed
- See how many files are shared externally today, and how that number moved over three months
- Review and withdraw access once the project it was created for has finished
Outcome: external sharing gets tidied up on a schedule instead of running on unnoticed.
Keep ownership inside your organization
Whoever owns a workspace controls the data inside it. Keep that person on your payroll:
- Flag every SharePoint site collection owned by an external user
- Include Microsoft groups, where an external owner holds the group's content as well as its membership
- Track the count over three months so new cases do not go unnoticed
- Reassign ownership to an internal owner without breaking existing access
Outcome: control over your data stays inside the organization, and collaboration carries on uninterrupted.
Trusted by security, IT, and platform leaders
Security, IT, and platform leaders use Rencore to see their Microsoft estate, cut cost and risk, and roll out Copilot and agents on a governed foundation.
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With Rencore's scalable automation solutions, organizations can not only meet current challenges but also prepare themselves for future technological advancements.
Case Study
Philipp Widmer Head of Platform Services Universitätsspital Basel -
26% vs 3%
Organizations that govern Microsoft 365 well realize significant Copilot value 26% of the time, versus 3% for those that do not.
Gartner, 2025 Microsoft 365 Copilot Survey -
As we continue to expand our cloud capabilities, the foundation laid by Rencore Governance will undoubtedly play a crucial role in ensuring that each step forward is taken with confidence, security, and compliance in mind.
Case Study
Claude Bisdorff Head of IT Systems Ville de Luxembourg -
116%
ROI from Microsoft 365 Copilot once the program is adopted and governed, in Forrester’s Total Economic Impact study.
Forrester Total Economic Impact -
I currently estimate that we save around €80k per year by freeing up our IT admin team to do the work that counts.
Case Study
Undisclosed Former Lead O365 Competence Center Royal BAM -
71%
of enterprises name security and governance among their top challenges to deploying Microsoft 365 Copilot.
Gartner -
Rencore's centralized governance tool excelled at ensuring secure data in Microsoft 365 and minimizing the risk of unauthorized access.
Case Study
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150,000+
AI agents in use at the average Fortune 500 company by 2028. Agent sprawl is the next sprawl.
Gartner -
With Rencore Governance we are able to reduce manual governance activities, improve our service quality and generate valuable insights across our Microsoft service stack.
Undisclosed Head of AI & Process Automation Wacker Chemie AG
External access FAQs
How do I find out who outside the organization can reach our data?
Rencore Governance identifies every Team with external users or guests and detects every SharePoint and OneDrive file shared with external users, brought together in the External Access dashboard for an instant overview.
What happens to invitations that were never accepted?
Rencore flags every external user invited more than three months ago who has still not accepted, so stale invitations get acted on before they become a risk.
How do I catch sharing links that never expire?
A pre-built policy flags files shared with external users whose sharing link has no expiry or has already expired, so old links get reviewed and tidied up once a project has finished.
Does controlling external access mean shutting collaboration down?
No. The point is flexibility: collaboration stays open while guest access, sharing and ownership stay reviewed, so external collaboration remains both under control and unrestricted.
What if an external user owns one of our sites or groups?
Rencore flags every SharePoint site collection and every group whose owners include an external user, so you can reassign ownership internally without disrupting collaboration.
