Share a list item in SharePoint Online

Share a list item in SharePoint Online

When you share a

SharePoint list item, you can decide whether to let people edit or just view it. To control who gets to share a list item, you can invite certain people or everyone. To control what permission they have, you can grant viewing or editing permission. The setting you need to share a list item externally is controlled by the Office 365 or SharePoint Admin. For more information, see Turn external sharing on or off for a SharePoint Online environment (tenant).

Note: Does your screen look different than the examples here? Your administrator may have classic experience set on the list, or you're using an earlier version. If so, see Share documents or folders in Office 365. 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 item by inviting people

  1. In the app launcher Office 365 app launcher icon , click SharePoint, locate and go to the site, and then open the list. If you can’t find the list, click , on the left click Site Contents, and then open the list.

  2. Select the item, and then on the Command bar, click Share Lists Share Icon . If Share Lists Share Icon is not visible, make sure you are not editing a list or have not selected one or more items. Also, you may not have permission. In that case, contact the Office 365 admin or the site or list owners.

  3. In the Share dialog box , type names or email addresses of people for whom you want to share the list item.

    fill in the name of the person or group you want to share with

  4. Click > to select permission settings, such as Allow editing.

    Set who you'd like to see the link and whether they can edit it.

  5. Click Apply.

  6. If you want, The Share pane includes a field where you can type a message to be included with an email that’s sent to all invitees. The email includes a link to the shared list item.

  7. Click Send.

Alternatively after you open the list, select an item, and then on the Command bar, click Information or Open the details pane button to open the details pane, where you can click Manage Access to further share the item and control access.

Share a list item by using Get a link

  1. In the app launcher Office 365 app launcher icon , click SharePoint, locate and go to the site, and then open the list. If you can’t find the list, click , on the left click Site Contents, and then open the list.

  2. Select the list item, click the ellipse (...) and then click Copy link. If Copy link is not visible, make sure you are not editing a list or have not selected one or more items. Also, you may not have permission. In that case, contact the Office 365 admin or the site or list owners.

    Links created by using Copy link are not discoverable by search, so only people who receive a link from someone else can use it.

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

  4. Paste the link into an email message and send it to the people you want share with.

Stop sharing a list item

  1. In the app launcher Office 365 app launcher icon , click SharePoint, locate and go to the site, and then open the list. If you can’t find the list, click , on the left click Site Contents, and then open the list.

  2. Select the item, then on the Command bar, click Information or Open the details pane button to open the details pane.

  3. Click Manage access.

  4. In the Manage access pane, scroll and find the person or group you want to stop sharing the item and click the down arrow under the person or group.

  5. Select Stop sharing.

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Updated October 10, 2018

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