Share individual list items or files in SharePoint
To share individual list items or documents in a SharePoint library/list:
- Click into the library/list where the item is.
- Select the three dots (...) beside the name > Share. You can select Copy link for existing users or send an invitation to a Microsoft 365 user.
- Note: every time an item is shared, it generates a new limited access group. For ease of site management, only select Share if the user doesn't have access to the item. If a user already has access, select Copy link.
- To send an invitation, enter the user(s) email address(es) and select the eye icon (on the right) to determine which level of permissions they should have.
- To prevent downloading, select Can't download.
- Select the gear icon (at the bottom) to customize link settings (i.e. make the link available to all at U of T, set a link expiration).
- Send the sharing link.
If you're unable to send to an external user, contact EASI SharePoint Support to enable external sharing.
Note: If you try to share but only see the option to share with existing users and/or users are getting access denied messages after you shared with them correctly, select the gear icon (top right) > Site contents > Site settings > Site collection features > Limited-access user permission lockdown mode. Ensure Limited Access Lockdown Mode isn't active. This site feature disables folder level sharing on a site.
Related Links
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