Fix Incorrect External User Name When Sharing a SharePoint Site
Question details
The user needs to correct a wrongly displayed name for an external recipient in a SharePoint site invitation so the client can access shared files.
- Product
- Microsoft SharePoint Online
- Device & OS
- not provided
- Scenario
- Sharing a SharePoint site or documents with external clients or guests via email invitation.
- Observed behavior
- The external recipient's email address displays with the wrong name, preventing them from accessing the shared documents.
Ensure you have SharePoint administrator privileges or site owner permissions, as you will need to access and remove guest user profiles from the directory.
Remove the Incorrect External User Profile and Reshare
Clear the outdated or incorrect guest account information from your directory and send a fresh invitation.
This issue typically occurs when an external user previously accepted a SharePoint Online invitation using a different Microsoft account, causing a mismatch in the directory.
By deleting the cached guest user profile, you force SharePoint to generate a fresh invitation link that maps to the correct external identity.
Log in to the Microsoft 365 Admin Center using your administrator credentials.
Navigate to the 'Users' menu on the left sidebar and select 'Guest users'.
Find the external user account associated with the incorrect name or email address. Select the user and click 'Delete a user' to remove their profile from the directory.
Return to your SharePoint site or document library, click 'Share', and send a new invitation using the recipient's correct email address.
Collaborate and Share Documents Smoothly with WPS Office
While SharePoint handles enterprise site permissions, WPS Office provides a free, lightweight, and highly intuitive alternative for creating and sharing documents. Enjoy a familiar interface, seamless cloud collaboration, and effortless sharing without complex directory management.
- 1. Download WPS Office: Install WPS Office Free on your preferred device.
- 2. Open Your Document: Launch WPS Office and open the file you wish to share.
- 3. Share with One Click: Click the 'Share' button in the top right corner, set your link permissions, and send the URL to your external partners.
Frequently Asked Questions
Why does SharePoint show the wrong name for an external user?
This usually happens if the external user previously accepted a SharePoint invitation using a different Microsoft account, or if there is outdated, cached guest information in your Microsoft Entra ID (formerly Azure AD).
Can a standard user fix incorrect guest information?
Generally, no. Removing and updating external guest profiles in the directory requires SharePoint Administrator or Microsoft 365 Global Administrator privileges.
Will deleting the guest user remove their access to other sites?
Yes, removing the guest profile from the Microsoft 365 Admin Center revokes their access to any other SharePoint sites they were previously invited to. They will need to be re-invited to those sites.
How do I ensure the external user logs in correctly next time?
Advise the external user to open the new invitation link in an incognito or private browsing window. This prevents their browser from automatically logging in with the wrongly cached account.
