Forum Discussion
Make colleagues aware of a file without explicitly giving them permissions via Outlook
Hi all,
Short: Can I send a link using Outlook like I can in OneDrive/SharePoint using the "Only people who already have access can use this link"?. This method in SharePoint/One Drive doesn't give them explicit permissions to the file.
Long: Sharing files as attachments in an email is what people are used to doing. Moving over to SharePoint now and sharing links to files as if they were attachments through Outlook is a familiar method.
Unfortunately when I use the Attach File method when composing an email, I have to choose view or edit and it, therefore, gives the user I am sharing with explicit read/write permissions to the file, even though they already have access.
The problem with this is further down the line when I no longer want this member to be part of my team, I need to remove them from, say the member's group and then I need to find every single file they were ever emailed and remove them individually from those as well. Which isn't very practical.
Has anyone got ideas?
If there's no way to share using the attach file method with giving unique permissions, perhaps there's an easier way to remove all permissions a user has to everything in a site?
You cannot do this from within Outlook, if that's what you're asking. You can certainly Copy the link from SPO/ODFB and sent it via email.
- Hi Vasil,
Wouldn't it be great if I could attach a link to a file in SharePoint via Outlook without giving them explicit/unique permissions to the file?- Going back to your original screenshot you could always Copy Link and email that.
Or get the link out of the web interface.
Or lastly depending on the file, if it's an Office file you can go to the File->Share->Email menu and then hit "Send a Link".
- It comes down to how and what you are doing.
If the person is a member of a group and the files are in the library of the group, then you can just send a link to a the file as the person already has permission to the file.
If you remove the person from the group, they will no longer have access to the files as they don't have explicit permissions - as their access is due to their group membership.- Thanks for the reply Loryan, I understand I can give them permissions to the group.
The scenario here is, they already have permissions and I want to make them aware of the file via the attach file method in Outlook. Unfortunately, the method provides unique permissions.
