Forum Discussion
SharePoint foldershare notification after expiry?
Hi all
I am trying to find out if there is a kind of automatic notification avalaible for the following situation:
- A SharePoint Documents subfolder is shared to some external contacts (not anonymously!).
- The tenenant is configuered such that external shares expire after 30 days.
- When the share is about to expire, the SharePoint Site owner should decides if the share is still needed.
- But the owner is actually not notified that some folder shares are about to expire.
- so waiting for the exernal users to coplain that they lost their access ist not a option.
Is there a way to get a notifiction on the expiring folder share, similar to the notification that an external user (as a SharePoint member) is about to expire?
And how can the owner of the SharePoint site then increase the share lifetime? ( best practice?)
System is: SharePoint Online M365 tenant
Thanks for any help
Best regards Jiri
1 Reply
Site owners do get notified about expiring guest access, but not specifically about folder shares. To extend access, they must renew the guest’s permissions via the banner or admin center.
You can use PowerShell (Get-SPOExternalUser) or Graph API to generate reports of upcoming expirations.
Keep external shares short-lived, renew only when justified, and avoid lifetime access. Best practice is to enforce short expiration windows (30–60 days) and require owners to renew only when there’s a clear business need. This approach prevents “forever shares” that can expose sensitive data long after the collaboration ends.
If possible, create a site dedicated to external collaboration so expiration management is easier.
Here are few articles which explain how to extend sharing -Manage guest expiration for a site - Microsoft Support
External IT Knowledge - Managing Guest Expiry in SharePoint
Microsoft SharePoint: Guest Expiration | Information Technology Services (ITS) | Niagara College
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