Permission & Access Issues

How to Share Microsoft List Playlist Videos Organization-Wide

Emma Brown Sep 27, 2026 868 views

Question details

Users need to share a Microsoft Lists playlist of videos with their entire organization without triggering manual access requests.

How to Share Microsoft List Playlist Videos With Everyone in Your Organization

Product: Microsoft Lists
Device & OS: not provided
Scenario: Distributing a playlist containing video links to all members of an organization for seamless viewing.
Observed behavior: Users can view the playlist items but receive a Request access message because the playlist visibility does not automatically grant permission to the underlying video files stored in OneDrive.

Before you start

Ensure you have the necessary owner or edit permissions for both the Microsoft List playlist and the original video files stored in your OneDrive or SharePoint directory.

Solution 1Recommended

Move Videos to a SharePoint Document Library

This is the most efficient method for organization-wide sharing, as it centrally manages file permissions instead of requiring individual file sharing.

Because a playlist only contains links to videos rather than the actual files, managing permissions in OneDrive for a large group can be tedious. Using a SharePoint Online document library allows you to apply bulk permissions easily.

Create or navigate to a SharePoint library

Open your organization's SharePoint Online site and navigate to an existing document library, or create a new one specifically for organization videos.

Move or upload the videos

Transfer the video files from your personal OneDrive into the designated SharePoint document library.

Grant organization-wide access

Click the gear icon or site settings to manage library permissions, ensuring that 'Everyone except external users' (or your preferred broad security group) has Read access.

Update playlist links

Return to your Microsoft Lists playlist and update the video items to link to the new SharePoint URLs instead of the old OneDrive URLs.

Move Videos to a SharePoint Document Library

Best Practice: SharePoint is built for team and organizational sharing, making it significantly more reliable for broad access than OneDrive, which is intended for personal storage.

Solution 2

Grant Access to Individual OneDrive Videos

Use this solution if you prefer to keep the videos in your personal OneDrive and only need to share them with a specific, manageable list of users.

Solution 3

Generate a QR Code for the Shared Content

Once permissions are correctly set, creating a QR code provides a convenient way for users in the organization to access the playlist via mobile devices.

Free Microsoft Office alternative

Need a Free Office Suite for Your Organization? Try WPS Office

While Microsoft Lists and SharePoint manage your organizational videos, WPS Office provides a lightweight, highly compatible alternative for creating, editing, and sharing standard office documents across your team without expensive subscriptions.

1. Download the installer: Visit the official WPS Office website and click the free download button for your operating system.
2. Install the software: Run the downloaded setup file and follow the straightforward on-screen instructions to install the suite.
3. Open and edit files: Launch WPS Office and immediately start opening, editing, and saving your existing Microsoft Office documents.

Seamlessly compatible with Microsoft Word, Excel, and PowerPoint formats.Lightweight installation that runs smoothly on older or less powerful devices.Completely free basic version with a familiar, user-friendly interface.Built-in robust PDF editing and conversion tools for organizational workflows.

microsoft office alternative - wps office

Frequently Asked Questions

Why do users get a 'Request access' prompt for a playlist they can already see?

The playlist itself only contains links to the videos. Even if a user has permission to view the playlist in Microsoft Lists, they must also have distinct permissions to view the underlying video files stored in your OneDrive or SharePoint. If they lack file-level permissions, the access request is triggered.

Is it better to use OneDrive or SharePoint for organization-wide videos?

SharePoint is highly recommended for organization-wide access. OneDrive is fundamentally designed for personal file storage and ad-hoc sharing. SharePoint document libraries are built for team and organizational sharing, making bulk permission management much easier and more sustainable.

Can I share a Microsoft List playlist with external users outside my organization?

Yes, but it requires two conditions: external sharing must be enabled in your Microsoft 365 admin center, and you must manually grant the external users access to both the Microsoft List and the underlying video files in SharePoint or OneDrive.

Document & File Issues