File Sharing Problems

Fix SharePoint Shared Links Showing User Not Found Error

Maira Mehtab Sep 22, 2026 869 views

Question details

External recipients are unable to access shared folders in SharePoint due to a directory error upon clicking the email link.

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: An internal user shares a SharePoint folder with an external recipient, who clicks the link in the notification email.
Observed behavior: The external recipient receives a "User not found in directory" message instead of gaining access to the shared folder.

Before you start

Ensure you have SharePoint Site Collection Administrator privileges, as resolving this issue requires modifying root site permissions and directory users.

Solution 1Recommended

Remove the Stale External User from the Site Collection

Deleting the corrupted or stale user profile from the site collection directory allows you to send a fresh sharing invitation that functions correctly.

This error typically occurs when a previous sharing instance leaves an orphaned or mismatched external user profile in the site's directory.

Sign in to SharePoint

Navigate to Site Settings

Click the gear icon to open Settings, select 'Site information', and then click on 'View all site settings'.

Access People and Groups

Under the 'Users and Permissions' section, click on 'People and groups'.

Modify the URL

In your web browser's address bar, locate the 'MembershipGroupId=<number>' portion of the URL. Change this to 'MembershipGroupId=0' and press Enter.

Delete the User

Locate the affected external user in the list, select their name, click the 'Actions' menu, and choose 'Delete user from site collection'.

Share the Folder Again

Navigate back to the folder you wish to share, generate a new sharing link, and send the invitation to the external recipient.

Why modify the URL?: Setting MembershipGroupId to 0 forces SharePoint to display all users stored in the site collection directory, including hidden external guest profiles.

Solution 2

Troubleshoot the Recipient's Browser and Link Access

Verify if the issue is caused by browser caching on the recipient's device or if the error is isolated to a specific folder.

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Frequently Asked Questions

Why does SharePoint say 'User not found in directory' for external guests?

This happens when there is a stale, orphaned, or corrupted external user profile in the SharePoint site collection directory. When the user tries to access a new sharing link, SharePoint detects a mismatch between their current login and the stored profile.

Do I need admin rights to fix this SharePoint sharing error?

Yes. Resolving this specific directory issue requires Site Collection Administrator privileges, as standard users cannot access the master 'People and groups' list to delete user profiles.

Will deleting the external user from the site collection delete their Microsoft account?

No. Removing the user from your SharePoint site collection only revokes their access and deletes their guest profile from that specific site. It does not affect their actual Microsoft account or data in their own organization.

Document & File Issues