Summary
Use Sharing Links when you want the ability to manage, modify, or revoke access yourself later.
Clicking Send typically creates a Direct Access share, which may not be removable or editable by the person who created it.
If you need assistance with an existing Direct Access share, contact the OIT Service Desk and a SharePoint administrator can assist with the required changes.
Body
SharePoint provides different ways to grant access to files and folders. Understanding how these sharing methods work will help you select the appropriate option and manage access more effectively.
Sharing Methods in SharePoint
Direct Access
Direct Access grants permissions directly to a person or group on a file or folder.
Think of Direct Access as adding someone’s name to the access control list for the content. Because this changes the underlying permissions on the item itself, modifying or removing the access may require assistance from a SharePoint administrator.
Sharing Link
A Sharing Link grants access through a link that you create and distribute to others. It does not change permissions on the underlying object.
Think of a Sharing Link as providing a temporary key. The link can be modified or disabled later without directly modifying the underlying permissions on the file or folder.
Recommended Method: Use a Sharing Link
Microsoft recommends using Sharing Links instead of Direct Access if you want the ability to later modify or revoke sharing access yourself.
How to Create a Sharing Link
- Select the file or folder you want to share and click Share.
- Choose the people who should have access.
- Select the Settings gear to review or change the link settings, then click Copy Link instead of Send.
- Share the copied link by:
- Selecting ... (More Options) and choosing Send link in Outlook, or
- Pasting the copied link into an email, Teams chat, or other communication method.
By using a Sharing Link you retain the ability to remove the link later if access is no longer needed.
What Happens When You Select Send?
When you select Share, enter recipients, and then select Send, SharePoint will typically grant those recipients Direct Access to the file or folder.
After Direct Access has been granted:
- You may not be able to modify the permission level later.
- You may not be able to remove the access you granted.
- In Manage Access > People, the permission and removal options may appear grayed out.
Why this behavior?
This behavior is by design.
Microsoft considers Direct Access to be part of the item's security settings, rather than as a standard sharing invitation. Because changing Direct Access modifies the underlying permissions on a file or folder, only users with administrator rights can make those changes.
Without these restrictions:
- Users could accidentally remove access that others depend on.
- Permission management could become inconsistent and difficult to track.
- Multiple users could make security changes without clear ownership or accountability.
Need Help with Existing Direct Access Shares?
If you have previously created a Direct Access share and need the permissions modified or removed, please contact OIT Service Desk to request the change.
A SharePoint administrator will review the permissions and make the appropriate changes.
Please include the following information in your request to help expedite resolution:
- The file or folder name
- A link to the file or folder
- The name(s) of the user(s) whose access needs to be modified or removed
- A brief description of the requested change