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How to Prevent External Users from Editing SharePoint Shared Links
Question details
The user needs to restrict an external recipient using a Gmail account from modifying a file that was shared through the SharePoint admin center.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- Sharing collaborative documents with external partners or clients using a SharePoint link while maintaining strict data integrity.
- Observed behavior
- The external user currently has edit access via the shared link, and the goal is to revoke this capability and enforce view-only access.
Verify that you have site owner or full control permissions for the SharePoint site to effectively manage and modify file sharing links.
Generate a New Read-Only Sharing Link
Specify view-only permissions when initially creating the SharePoint link to ensure the file cannot be modified by external users.
Navigate to your SharePoint document library, select the file you want to share, and click the 'Share' button.
Click on the default link settings block (which usually says 'People you specify can edit') to open the permissions menu.
Uncheck the 'Allow editing' box or select 'Can view' from the dropdown menu, then click 'Apply'.
Enter the external user's email address (such as their Gmail account) and click 'Send', or click 'Copy link' to share it manually.
Modify or Remove an Existing Shared Link
If you have already sent a link with edit permissions, you must remove it to revoke access and generate a new read-only link.
Share and Collaborate Safely with WPS Office
If managing complex SharePoint permissions is slowing you down, consider switching to WPS Office. It provides a lightweight, highly compatible alternative to Microsoft Office, featuring built-in cloud sharing with easy-to-manage read-only and edit permissions.
- 1. Download WPS Office: Visit the official WPS website to download and install the free office suite.
- 2. Open Your Document: Launch WPS Office and open the file you wish to share with external clients.
- 3. Share Securely: Click the 'Share' button in the top right corner and select 'Anyone with the link can view' to prevent unwanted edits.
Frequently Asked Questions
Can an external Gmail user edit SharePoint files without a Microsoft account?
Yes, if the sharing link is set to 'Anyone with the link can edit' or if a specific link is generated that permits editing for that email via a one-time passcode. To stop this, the link must be explicitly set to view-only.
How do I check who currently has access to my SharePoint file?
Click the ellipsis next to the file, select 'Manage Access', and review the 'Links Giving Access' and 'Direct Access' lists to see all active users and permission links.
Does removing a SharePoint sharing link notify the external user?
No, removing a link or changing its permissions in the Manage Access panel does not automatically send an email notification. The external user will simply be denied access or editing rights the next time they attempt to use the link.
