Permission & Access Issues

How to Prevent Unauthorized Link Sharing by Site Owners in SharePoint

Amos Gikunda Oct 14, 2026 870 views

Question details

Configure a custom permission level that allows administrative management but prevents link sharing with unauthorized users.

How to Prevent Unauthorized Link Sharing by Site Owners in SharePoint

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Restricting link-sharing capabilities for users with administrative roles to maintain strict site security.
Observed behavior: Users in the default Site Owners group have broad control and can share links with unauthorized users, creating a potential security risk.

Before you start

Ensure you have SharePoint Administrator or Global Administrator privileges to modify site permissions and manage user groups effectively.

Solution 1Recommended

Remove Users from Site Owners and Assign a Custom Permission Level

Since the default Site Owners group retains full control, you must move these users to a new group with a custom permission level that lacks sharing rights.

Site owners inherently have full control over the site, meaning they can always share links regardless of site-level sharing settings. To prevent unauthorized sharing, you cannot simply modify the Full Control permission. Instead, you must remove the ability to share from a custom permission level and assign it appropriately.

Access Site Permissions

Navigate to your SharePoint site, click the gear icon (Settings) in the top right corner, and select 'Site permissions'. Then, click on 'Advanced permissions settings' at the bottom of the pane.

Create a Custom Permission Level

Click on 'Permission Levels' in the top ribbon. Select 'Add a Permission Level', name it appropriately (e.g., 'Restricted Admin'), and select the required administrative rights. Ensure you leave sharing-related permissions unchecked.

Remove Users from Site Owners Group

Go back to the Advanced permissions settings page. Open the 'Site Owners' group, select the users you wish to restrict from sharing links, click 'Actions', and select 'Remove Users from Group'.

Assign the Custom Permission Level

Create a new SharePoint group by clicking 'Create Group' in the Advanced permissions settings. Add the removed users to this new group, and assign the custom permission level you created in the second step to this group.

Remove Users from Site Owners and Assign a Custom Permission Level

Default Group Behavior: Users in the default Site Owners group always have Full Control. You cannot modify the Full Control permission level directly, which is why a custom group is required.

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Frequently Asked Questions

Can I edit the default Full Control permission level in SharePoint?

No, the default Full Control and Limited Access permission levels cannot be customized or edited. You must create a new custom permission level based on your specific administrative requirements.

Why can users still share documents even with custom permissions?

If users are part of multiple SharePoint groups, they inherit the highest level of permissions available across all their groups. Ensure the user is completely removed from the Site Owners group or any other group that grants Full Control or Edit permissions.

How do I completely disable guest sharing for a SharePoint site?

To disable external sharing, go to the SharePoint admin center, select Active sites, choose your site, click on the Policies tab, and set External sharing to 'Only people in your organization'.

Can I prevent members from sharing files but still allow them to edit?

Yes. In the site's Advanced permissions settings, click 'Access Request Settings' and uncheck 'Allow members to share the site and individual files and folders'. This forces all sharing requests to go to the site owner for approval.

Document & File Issues