Sharing documents

Sharing documents

What can be shared?

  • OneDrive documents/items.
  • SharePoint 2019, 2016 and Microsoft 365 team site documents/items.
  • Microsoft 365 group documents.

You can share documents/items with other SharePoint users and groups and with external users, view with whom a document/item was shared, change sharing permissions, and stop sharing a document/item. can also automatically share a link to a document/item when sending it by email, to make sure the email recipients can access it.

To share documents/items with others:

  1. Right-click the document(s)/item(s) and select Share.
  2. Type the name or the email address of each person, Microsoft 365 group, or other SharePoint group (such as Everyone, or Everyone except external users) you want to share with.
  3. Click the resolved full name to add it to the sharing list.
  4. Select the access level you want to grant: can view / can edit. This option is available only if you have permission to grant access levels, for example if you are a site owner.
  5. If you do not want to send an email to the people you are sharing with, uncheck More options > Send an email invitation. Note that this option cannot be turned off when sharing with external users.
  6. Optionally, click More options and type a personal message in the email invitation.
  7. Click Share.


  • supports Microsoft's new secure external sharing capability for sharing Microsoft 365 documents with external users.
  • When sharing team site documents/items, the sharing operation might be pending approval. If your SharePoint administrator did not set an email address for sending access requests, the share operation fails with no indication.

Share documents with other users

To view with whom a document/item is shared:

  1. Right-click the document/item and select Shared With.
  2. The list shows the people and groups with whom the document/item is shared. For OneDrive documents, the access level for each person/group is shown.
  3. Click Invite People to share the document/item with others.
  4. Click OK.

View with whom a document/item is shared

To change sharing permissions:

This option only applies to OneDrive documents/items.

  1. Right-click the document/item and select Shared With.
  2. Select a person/group and change the sharing permissions to Can view or Can edit.
  3. Click OK.

Change sharing permissions

To stop sharing a document/item:

  1. Right-click the document/item and select Shared With.
  2. For OneDrive documents: select a person/group and click Stop Sharing to stop sharing the document/item with this person/group.
    For team site documents/items: Stop Sharing removes all users at once (except for you and other owners) and is available if you are a site owner.
  3. Click OK.

Limitation: Currently, you cannot stop sharing a document/item with an external user from Use the SharePoint Web interface instead.

To share document links: can automatically share OneDrive and Microsoft 365 team site document and item links in email messages with your SharePoint recipients. To learn more, read To share document links.