File Sharing Problems

How to Share One Excel File Across Two SharePoint Sites

Muhammad Talha Oct 13, 2026 871 views

Question details

The user wants to share a master Excel contact list stored on one SharePoint site with users on a second SharePoint site in a read-only format to avoid updating multiple synchronized copies.

How to Share One Excel File Across Two SharePoint Sites

Product: Excel / SharePoint
Device & OS: not provided
Scenario: Sharing an Excel workbook across different SharePoint sites for cross-team access while maintaining a single source of truth.
Observed behavior: The user needs a method to grant read-only access to a file on a different site without explicitly giving users full membership to the original SharePoint site.

Before you start

Ensure you have the necessary sharing permissions for the original SharePoint site and verify that your organization's sharing policies allow cross-site or specific-person link generation.

Solution 1Recommended

Create a Read-Only Sharing Link to the Master Workbook

Generate a view-only link to the original file and place it on the second SharePoint site to provide access without duplicating the document.

Instead of keeping synchronized copies of the same file across multiple sites, creating a single read-only sharing link ensures that any updates made to the master list are instantly reflected for everyone accessing it.

Locate the master file

Navigate to the document library on the original SharePoint site where the Excel contact list is stored.

Copy the link

Select the Excel file by clicking the checkmark next to it, then click on 'Copy link' or 'Share' from the top command bar.

Configure link permissions

Click on the link settings (often showing 'People in your organization with the link can edit'). Change the permission level to 'Can view' to lock the file into a read-only state.

Select the audience

Choose the appropriate audience, such as 'Specific people' or 'People in your organization', depending on who needs access from the second site, and click 'Apply'.

Add link to the second site

Copy the generated link and navigate to the second SharePoint site. You can add this link to the site navigation, embed it using a File Viewer web part, or add it to a Quick Links web part.

Create a Read-Only Sharing Link to the Master Workbook

Authentication Requirements: A sharing link does not automatically bypass site security. Users clicking the link must still satisfy the authentication requirements based on your organization's external or internal sharing policies.

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Frequently Asked Questions

How do I prevent users from editing the shared Excel file?

When generating the sharing link in SharePoint, you must adjust the link settings and explicitly select the 'Can view' permission. This restricts users accessing via the link from making any modifications to your original file.

Do users need access to the original SharePoint site to open the link?

No. If you configure the link to be accessible by 'Specific people' or 'Anyone in your organization', users only need the link and proper authentication. They do not need to be added as members of the original site.

Can I embed the Excel file directly into the second SharePoint page?

Yes. On the second SharePoint site, you can edit the page, add a 'File Viewer' or 'Embed' web part, and paste the read-only sharing link. This allows users to view the spreadsheet directly on the site page without navigating away.

Document & File Issues