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How to Set SharePoint File-Sharing Links to Read-Only by Default
Question details
Administrators need to change the default SharePoint file-sharing link permissions from 'Edit' to 'View' (Read-Only).
- Product
- SharePoint Online
- Device & OS
- not provided
- Scenario
- Configuring default document sharing permissions to improve organizational data security and prevent accidental modifications.
- Observed behavior
- By default, generated sharing links provide 'Edit' permissions, which users want restricted so that shared files default to 'View' access globally or on specific sites.
Ensure you are logged in with Global Administrator or SharePoint Administrator privileges, as these permissions are required to modify organization-wide or site-level sharing policies.
Change Default Sharing Permissions Globally for All Sites
Modify the global sharing policies in the SharePoint admin center to apply read-only defaults across your entire organization.
This method changes the default behavior for all newly created sharing links across your entire SharePoint environment. Existing links will not be affected.
Log in to Microsoft 365 and navigate to the SharePoint Online admin center.
In the left-hand navigation pane, click on 'Policies' to expand the menu, then select 'Sharing'.
Scroll down to the 'File and folder links' section. Under 'Default link permission', click the dropdown menu and change the selection from 'Edit' to 'View'.
Scroll to the bottom of the page and click the 'Save' button to apply the new global sharing defaults.
Change Default Sharing Permissions for a Specific Site
Adjust sharing defaults for an individual SharePoint site without affecting the global organizational settings.
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Frequently Asked Questions
Can site owners change the default sharing link permission themselves?
Yes, if the global administrative settings allow it, site owners can adjust the default link permissions for their specific sites directly from the site's settings gear under 'Site permissions'.
Will changing the default permission to 'View' affect existing shared links?
No, changing the default link permission only applies to newly created sharing links. Any existing links will retain their original 'Edit' or 'View' permissions.
Why is the 'Sharing' option greyed out in my SharePoint admin center?
If sharing options are greyed out, your account likely lacks the necessary Global Administrator or SharePoint Administrator roles. Contact your IT department to request the proper access.
Can users still choose to share a file with 'Edit' access if the default is 'View'?
Yes, changing the default merely sets the initial state to 'View' to prevent accidental edits. Users can still manually select 'Edit' access from the sharing dropdown before copying or sending the link, provided they have the permissions to do so.
