How to Show Guest Display Names Instead of Email Addresses in SharePoint
Question details
External SharePoint users see each other's email addresses instead of display names while collaborating on shared files.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- Collaborating on shared documents with external guest users where privacy or anonymity among guests is required.
- Observed behavior
- User email addresses are displayed during co-authoring, catch-up viewing, and track changes instead of configured display names.
Ensure you have Microsoft 365 Admin privileges to manage user accounts and add external guest users to your organization's tenant directory.
Add External Users as Microsoft 365 Guest Accounts
Adding external collaborators as guest users in your tenant allows you to manually assign specific display names, keeping their actual email addresses hidden from other collaborators.
When external users access SharePoint via standard sharing links, the system defaults to displaying their email addresses. By properly onboarding them as guests in Microsoft Entra ID (formerly Azure AD), you gain control over their displayed identity across all Microsoft 365 services.
Log in to the Microsoft 365 admin center or Microsoft Entra ID admin center. Navigate to 'Users' > 'Guest users' and select 'New guest user' to send an invitation.
During the invitation process or by editing the user profile afterward, set the 'Display Name' to the desired anonymous identifier (e.g., 'Support 23').
Navigate to your SharePoint site, click 'Share' or 'Manage Access', and grant the newly created guest account the necessary access rights.
Configure Granular Folder-Level Permissions for Guests
Ensure external guests only have access to the specific folders and actions they need by breaking inheritance and setting custom permissions.
Collaborate Effectively with WPS Office
While SharePoint requires complex tenant administration to manage external collaborators and protect privacy, WPS Office provides a free, lightweight alternative. It offers powerful built-in cloud sharing features, seamless Microsoft Office format compatibility, and a highly familiar user interface without the steep learning curve.
- 1. Download and install: Get the free WPS Office suite from the official website and install it on your device.
- 2. Open your document: Launch WPS Office and open your .docx, .xlsx, or .pptx file.
- 3. Share securely: Click the 'Share' button to generate a secure link with customized viewing or editing permissions.
Frequently Asked Questions
Why do external users see email addresses instead of names in SharePoint?
When files are shared using generic anonymous links or without properly onboarding the external users into the Microsoft 365 tenant directory, SharePoint defaults to displaying their email addresses to identify them during co-authoring and in Track Changes.
How long does it take for a guest's display name to update in SharePoint?
After you add or modify a guest user's display name in the Microsoft 365 admin center or Microsoft Entra ID, it typically takes up to 24 hours for the new identity to propagate across all Microsoft 365 services and SharePoint documents.
Can I prevent guest users from deleting files while still allowing them to edit?
Yes. You can manage access at the folder or file level in SharePoint by breaking permission inheritance. From the Advanced permissions settings, you can assign custom permission levels that permit file editing and uploading but explicitly deny deletion rights.
