Share a list or list item

Lists and list items that you store in Microsoft 365 are usually available to everyone with permissions to the site, but in some cases you may want to share specific items with people who don't otherwise have access to your list.

You can share lists in Microsoft SharePoint, the Lists app in Microsoft 365, or Microsoft Teams. Learn to get started with Lists in Microsoft Teams.

This article discuses sharing a list or list item, so that you can decide whether to let people edit or just view the content, and whether the people you share with can share with others. You can manage permissions on lists and list items at any time just like you can with files.

Note: Does your screen look different than the examples here? The site might be set to use the classic experience by default, or you might be using an earlier version of SharePoint. If you're a list owner, site owner, or administrator, see Switch the default experience for lists or document libraries from new or classic for the steps to set the default experience.

Share a list

  1. Go to the list you want to share, and then select Share.

    Grant access

  2. Enter the names of the people that you want to share the list with.

  3. Select the options for the level of access to the list, if you want:

    Can view

    Can edit

    Full control

    View items in the list

    Edit items in the list

    Add new items to the list

    Share the list

    Configure the list (e.g. add or remove columns, create views, change column or view formatting)

  4. Include a message, if you want.

  5. Select Grant access.

Notes: 

  • If you want to grant access to people, but not send a notification, uncheck Notify people.

  • Sharing lists requires the “manage permissions” permission in SharePoint. By default, this means that only site owners can share lists.

  • If a site member or site visitor (or any non-owner) tries to share the list, SharePoint sends an approval request to the site owners if the site allows access requests.

  • If the site has access requests turned off, then non-owners receive a message letting them know they do not have permissions to share.

  • Your corporate admin may restrict sharing to users outside of your organization.

Share a list item

  1. Select the list item you want to share, and then select Share.

    Share a list in SharePoint  

  2. (Optional) Select the dropdown list to change the type of link. The Details pane opens, where you can change who can access the link and whether people can edit the item that you’re sharing.

  3. Select an option for who you want to give access to the link (options vary based on admin settings):

    Note: If a sharing option has been greyed out, your organization's admins may have restricted them. For example, they may choose to disable the Anyone option to prevent usable links being forwarded to others.

    •  Anyone gives access to anyone who receives this link, whether they receive it directly from you or forwarded from someone else. This may include people outside of your organization.

      Note: This option is not available in SharePoint Server 2019.

    • People in <your organization> gives anyone in your organization who has the link access to the list item, whether they receive it directly from you or forwarded from someone else.

    • People with existing access can be used by people who already have access to the list item or list. Use this if you just want to send a link to somebody who already has access.

    • Specific people gives access only to the people you specify, although other people may already have access. If people forward the sharing invitation, only people who already have access to the item will be able to use the link.

  4. If you want people to only view your list item, uncheck the Allow editing check box. (Allow editing is turned on by default).

  5. When you're done, select Apply.

  6. Enter the names of the people you want to share with and a message, if you want.

  7. When you’re ready to send the link, select Send.

Notes: 

  • The permission granted by a shared link lasts only as long as the link exists. For example, when a link is disabled, access is revoked (though people may still have access to the list item via other means).

  • When Allow editing is selected  (and after a person signs in) people in your organization can edit the column values of the list items. When Allow editing isn’t selected, people in your organization can view the item and its column values, but they cannot edit them.

  • Site administrators can restrict sharing so that only owners can share.

  • If site administrators have not restricted sharing to site owners, any person with Edit permissions to a list item can share that list item with others by selecting Share or Copy link. People who don't have edit permissions can use Copy link to get a link that is accessible to people who already have permissions to the list item.

Share a list item by using "Copy link"

  1. Select the list item, and then on the command bar, select Copy link. If the Copy link button isn't available, make sure you aren't editing a list or haven't selected multiple items.

  2. Click Copy to copy the link to the clipboard.

  3. Send it to the people you want. The link will work for people only if they already have permission to the list.

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