Share lists and list items in SharePoint

The lists you store on a Microsoft SharePoint site are usually available to everyone with permissions to the site, but you may want to share specific lists or list items with people who don't otherwise have access to the site. When you share lists and list items, you can decide whether to let people edit or just view them, 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.

Share a list

Here’s how you share lists in SharePoint:

  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

Here's how you share a list item in SharePoint:

  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 accessbile to people who already have permissions to the list item.

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