Forum Discussion
Sharing Documents and Permissions
Hi all,
We currently have document libraries that contain a variety of documents. The current process is to share these documents with individuals for input thus preventing the need to grant them access to the entire site.
The current challenge:
- The users wish to edit the document on desktop office applications and NOT in office online since office online has certain limitations
- They are unable to edit documents in office desktop applications without access to the entire site
What are the options to address this?
6 Replies
- Assume these users are external? If they are internal, using sharing links still allows for editing in client, just use specific people and not the anonymous link, otherwise they need to make sure they are authenticated with 365 first before using that link.
If they are external there isn't really a good solution outside of waiting, I know the OneDrive / SharePoint team are working to make it so that externals can use Office client to edit documents.
The other solution as you say is to add them to the site, but they don't have to have access to all the documents, you can still break inheritance on the documents then give them access to the folders they have access too only and they will be able to see those documents they have access too. Best way is land them into the document library with a default view without folders, you can adjust this in the view settings, this way any individual files they have access too will show up in their list in the library but nothing else will.Hi Christopher,
Thank you for your response.
No the users are in fact internal users. So the process is:
1. Locate document
2. Settings, "Share"
3. Type in name of internal user
4. Select "Share"
The users do not exist in any of the groups for the site. The permission they receive is directly to the document.
When they open it online they can edit without a problem. When they select open in Power Point/Excel/Word it opens the file but prompts for credentials without stop. It also opens the document in read only.
When the same user is added to the "Members" group and removed from the Share list on the document. They can open either way without difficulty?
The same is true if I grant them permission to the doc library only and not to the Members group. Then they face the same issues as per document share.
- The documents should open in read only by default with on-prem when opening in the clients, the question is can you turn edit mode on and edit / save. If so then everything is working as intended. What you can look at doing is suppressing the login prompt by using GPO's to make sure the intranet site is trusted and set to login with local credentials etc.
