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How to View All Users in a SharePoint File Access List
Question details
The user needs to find a way to view all individuals who have access to a shared SharePoint file, as the standard display limits the visibility to a maximum of 29 users.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- A user is managing document access using the 'Specific people' sharing option, but the file has been shared with a large group exceeding the standard list's display capacity.
- Observed behavior
- When a document is shared with more than 29 people, the standard shared-with overview truncates the list. Additional users can still access the file but remain invisible and unmanageable from the standard interface.
Ensure you have Site Owner or Full Control permissions for the SharePoint document library so you can view and modify the advanced permission settings.
Use the Advanced Permissions Page
Access the advanced permissions menu to bypass the standard 29-user display limit and manage all file access effectively.
The standard 'Manage Access' panel in SharePoint has a known display limitation for heavily shared files. By navigating to the advanced permissions page, you force SharePoint to load the complete access list, allowing you to view and adjust permissions for every single user.
Navigate to your SharePoint document library, locate the file, click the three-dot (ellipsis) icon next to the file name, and select 'Manage access'.
Scroll to the bottom of the Manage Access panel (or click the three-dot menu within the panel, depending on your interface version) and click on 'Advanced'.
On the Advanced permissions page, review the complete list of users who have access to the file. From here, you can select specific users to edit or remove their permissions.
Try WPS Office for Seamless Document Collaboration
While managing complex file permissions in SharePoint can sometimes be hindered by user interface limits, collaborating on documents doesn't have to be complicated. WPS Office provides a lightweight, free alternative to Microsoft Office, offering intuitive file sharing and seamless format compatibility without the hassle of restrictive overview panels.
- 1. Open your document in WPS Office: Launch the WPS Office application and open the file you wish to collaborate on.
- 2. Click on Share: Locate and click the 'Share' button in the top right corner of the workspace.
- 3. Set permissions and send: Choose whether your collaborators can view or edit the file, generate a secure link, and easily share it with your entire team.
Frequently Asked Questions
Why does SharePoint only show 29 users in the shared-with overview?
This is a known user interface limitation within the standard SharePoint 'Manage access' panel. To optimize load times, the quick overview truncates the list after 29 users. The remaining users still have their access intact, but they are simply hidden from the initial view.
Can I remove a user's file access if they don't appear in the standard overview?
Yes. You can manage any user's permissions by clicking 'Advanced' at the bottom of the Manage Access panel. The advanced permissions page will list everyone with access, allowing you to select and remove permissions for users not shown in the first 29.
What should I do if the advanced permissions page doesn't work?
First, attempt to access the page using the Microsoft Edge browser in InPrivate mode to rule out caching or extension conflicts. If you still cannot view the list and the issue persists on a specific site, contact your organization's Microsoft 365 administrator to submit a support ticket to the service team.
