File Sharing Problems

How to Stop SharePoint Email Notifications When Sharing with External Users

Muhammad Talha Oct 21, 2026 868 views

Question details

The user wants to share a SharePoint file or folder with external users without triggering the system's automatic email invitation.

How to Stop SharePoint Email Notifications When Sharing with External Users

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Collaborating on documents and granting access to users outside of the organization.
Observed behavior: By default, SharePoint automatically sends an email notification to external users when they are granted access to a file or folder.

Before you start

Ensure you have the necessary permissions to share files externally in your SharePoint environment, and verify that your organization's tenant policies allow sharing without mandatory email verification.

Solution 1Recommended

Disable the "Send an email invitation" Option

The most direct way to stop the notification is to uncheck the default email setting in the SharePoint sharing dialog before finalizing the invitation.

Select the file or folder

Navigate to your SharePoint document library and select the specific file or folder you want to share.

Click the Share button

Click the 'Share' icon located next to the file name or in the top command bar.

Enter the recipient's details

Type the external user's email address into the recipient field.

Reveal additional options

Click on 'Show options' (or the gear icon, depending on your SharePoint version) within the sharing dialog box.

Clear the email checkbox

Uncheck the box labeled 'Send an email invitation'.

Complete the sharing process

Click 'Share' to grant access. The user will be authorized, but no automated email will be sent.

Disable the "Send an email invitation" Option

Tenant Sharing Policies: If the 'Send an email invitation' checkbox is greyed out or unavailable, your organization's IT administrator may have enforced email notifications for external sharing.

Solution 2

Generate and Share a Direct Link

Instead of inviting users via their email addresses, you can create a sharing link and manually send it to the external user through your preferred communication channel.

Free Microsoft Office alternative

Experience Seamless Document Sharing with WPS Office

Looking for a simpler way to manage and share your documents? WPS Office offers an intuitive, lightweight alternative to Microsoft Office. With built-in cloud storage and easy link-sharing features, you can collaborate effortlessly without complex administrative restrictions.

1. Download and Install: Visit the official WPS Office website to download and install the free suite on your device.
2. Open your files: Launch WPS Office and easily open your existing Microsoft Word, Excel, or PowerPoint documents.
3. Share with ease: Use the built-in Share feature to instantly generate a secure link and share it directly with external collaborators.

Highly compatible with Microsoft Office file formats (.docx, .xlsx, .pptx).Generate shareable links instantly without forced email notifications.Lightweight, fast, and completely free for basic editing.Built-in cloud storage for seamless cross-device collaboration.

microsoft office alternative - wps office

Frequently Asked Questions

Why is the 'Send an email invitation' option missing or greyed out in my SharePoint?

Your organization's IT administrator may have configured tenant-level sharing policies that mandate email notifications for external sharing. This is often done to ensure security, identity verification, and accurate auditing. You will need to contact your IT admin to request a policy exception.

Can external users still access the file if I don't send the automatic email invitation?

Yes. Disabling the email notification simply stops the automated message from being sent. As long as you generate a link with the correct permissions and provide it to the external user manually (e.g., via Slack, Teams chat, or a personal email), they will be able to access the file.

Does this sharing method work for both individual files and entire SharePoint folders?

Yes, the sharing dialog options apply identically to both. You can disable email notifications or copy direct links for individual documents as well as entire folders within your SharePoint document library.

Document & File Issues