M365 App Quick Start Guide

The M365 eShare application is designed to streamline how organizational users create and manage Trusted Shares from a singular location. This guide will walk you through everything you need to know, from getting started to mastering advanced features:

• Home Dashboard Overview

• Managing Email Notification Settings

• Creating new Trusted Shares

• Managing Trusted Shares

• Navigating Trusted Shares

• Frequently Asked Questions (FAQ)

Home Dashboard Overview

The Home page Dashboard is the central hub of the M365 eShare application. From here, you can create, view, and manage all your Trusted Shares efficiently.

Key Components of the Dashboard

1. Navigation Panel (Left Side)

   • The navigation panel categorizes Trusted Shares based on the Location of where they have been created.

   • Categories such as:

     • SharePoint: Trusted Shares created from SharePoint sites.

     • Teams: Trusted Shares created from Teams channels.

     • OneDrive: Trusted Shares originating from personal or organizational OneDrive folders.

     • Outlook Shares: Trusted Shares generated via email.

     • All External Shares: Trusted Shares that originate from outside your organization, such as shares created by other companies that utilize eShare.

Example: If your organization has SharePoint sites for departments such as Marketing, Finance, or HR; selecting a specific site will display Trusted Shares created from that location.

You can also utilize the Search bar, to search for SharePoint/Teams sites that are not immediately visible. This will alter the Trusted Shares presented based on the SharePoint site selection. The same applies for all other categories.

Managing Email Notification Preferences

On the top left corner of the Home Dashboard there are 2 buttons, an ‘Activity’ button and a Settings Gear button.

The Activity Button shows recent notifications received accross all Trusted Shares.

The Settings Gear opens the Email Notification Preferences menu where a user can set Email Notification Preferences. An organization administrator sets the default notification preferences for all users, any settings chosen in this menu by a user will override the organization defaults.

Notification Types

Activities - Notifications on Trusted Shares’ activities, such as uploading, downloading, accessing a Trusted Share, and more.

Requests & Actions - Notifications requiring action from Trusted Share owners/co-owners.

Messages - New messages and replies from Secure Conversations within your Trusted Shares.

Creating new Trusted Shares

From the Home Dashboard, select the "Create Share" button located at the top left corner of the workspace. Find a file/folder from a OneDrive, SharePoint, or Teams location and select it.

There’s no need to preselect the relevant location beforehand—simply browse or search for the desired source directly in this window.

Finalize the Trusted Share Details:

After selecting the file or folder, a new dialogue window will appear where you can:

Name the Trusted Share:

Use the default file/folder name or enter a custom name to make the share easier to identify.

Add Recipients:

Enter the email address(es) of the recipient(s).

Use auto-complete to quickly find organizational users.

Leave a Message (Optional):

Include a short message that will appear in the Trusted Share email notification sent to recipients.

Example: “Hi, please find the requested files attached via this Trusted Share.”

Select a Sharing Policy:

Choose the appropriate policy that dictates how the recipients can interact with the share. Availability of Sharing Policies is dictated by your organizations administrators.

Once you are happy with your selection, click “Share” and the Trusted Share will be generated, and an email notification will be delivered to the external recipient.

Managing Trusted Shares

Locate the Trusted Share:

• Use the Navigation Panel on the left side of the Dashboard to filter by the source of the Trusted Share (e.g., SharePoint, Teams, OneDrive).

• In the main workspace, locate the Trusted Share you wish to manage.

Select the Trusted Share:

• Click the checkbox next to the Trusted Share’s name to select it.

• Once selected, additional management options will appear at the top of the Dashboard.

Navigating Trusted Shares

When you click "Open Share", the chose Trusted Share will load`. Here, you can:

• Interact with Shared Content:

  • Access, edit, or collaborate on the shared files or folders (depending on your permissions).

• Secure Conversation Tab:

  • Located at the bottom right of the Open Share view.

  • Click to expand the tab and view the entire message history tied to this specific Trusted Share.

  • Use this feature to track discussions, clarify questions, or provide updates related to the shared content.

• Modify Properties and Permissions:

  • The Options panel allows you to adjust the Trusted Share settings/permissions (depending on your organization’s Sharing Policy):

Options that are unavailable due to administrative policies will appear grayed out in the Options panel.

From the Manage Recipients tab, you can:

Disable access: Immediately disable recipient access to the Trusted Share.

Expire access: Immediately expire recipient access to the Trusted Share. Recipient can opt to request an extension that the owner of the Trusted Share must approve before access is restored.

Extend access: Extend recipient access beyond the original defined time table.

Authorize as owner: internal recipients can be elevated to co-owner of the Trusted Share, allowing them to manage the share as the original creator.

Revoke authorization: revoke co-owner status from internal recipients.

Set as shared Mailbox: set the recipient as a Shared Mailbox, allowing access to all external recipients that are members of the shared Mailbox.

Resend: Resend the original email notification, useful if the recipient cannot locate the email.

Details: provide additional information for the recipient such as email notification delivery status.

• Add recipients’ tab

  • The add recipients tab allows users to add additional recipients to the Trusted Share.

The “Include original message” checkbox allows users to include the original message that was sent during Trusted Share creation, useful to provide context to external recipients receiving the email notification.

• Pending requests

  • The pending requests tab shows all pending requests such as requests to approve additional recipients, extend recipient access etc.

• Auditing tab

  • The Auditing tab show a detailed list of audit events for the selected Trusted Share. Additional information can be shown by selecting a single audit event and pressing the “Details” button to the top right of the screen.