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How to Allow Users to Add a Message to SharePoint Access Requests
Question details
The user needs to configure a SharePoint site so requesters can include a custom message when asking for file or site access.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- A site owner wants to receive detailed access request notification emails that contain the requester's explanation or reasoning.
- Observed behavior
- Requesters currently do not have the ability to explain why they need access, or the site owner is unsure how to properly configure email notifications to capture these messages.
Ensure you have Site Owner or Full Control permissions on the SharePoint site to modify advanced access request settings.
Configure Access Request Settings to Enable Custom Messages
Use the Site Permissions menu to enable access requests and specify an email address. This triggers the prompt for users to add their custom message.
By configuring the access request settings, you enable a seamless communication channel where users can specify exactly which resources they need and why, saving time for site administrators.
Navigate to your SharePoint site. Click the gear icon in the top right corner to open the Settings menu, then select 'Site information' followed by 'View all site settings'.
In the Site Settings page, look under the 'Users and Permissions' section and click on 'Site permissions'.
On the Site Permissions tab in the top ribbon, click the 'Access Request Settings' button to open the configuration dialog.
Check the box that says 'Allow access requests' and enter the email address that should receive the notifications. Once saved, requesters will automatically be prompted to include a message with their request.
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Frequently Asked Questions
Why aren't I receiving SharePoint access request emails?
This usually happens if the email address is not properly configured in the Access Request Settings, or if the notification emails are being routed to your spam or junk folder. Verify the exact email spelling in the Site Permissions menu.
Can I change who receives access requests on my SharePoint site?
Yes, you can update the recipient at any time by going to Site Settings > Site Permissions > Access Request Settings and changing the email address in the notification field to the new site administrator.
Is it possible to disable access requests completely?
Yes. As a site owner, you can uncheck the 'Allow access requests' option within the Access Request Settings dialog. This will prevent users from requesting access and sending custom messages entirely.
