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 View or Edit permission. You can also use the Get a Link command. This command is the easiest way to share a list item with View permission and with certain people externally. The setting you need to share a list item externally is controlled by the Office 365 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 mode 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 Settings Settings icon , 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 click Invite people, type names or email addresses of people for whom you want to share the list item.

    Inviting people to share

  4. Select a permission setting, such as Can edit.

    Granting permission when sharing

    Note: If guest access is disabled, you may not see the Require sign-in option.

  5. If you want, 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.

  6. If you don't want to send an email, uncheck Send an email invitation (you may need to click Show Options first).

  7. Click Share.

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 Add more people 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 Settings Settings icon , click Site Contents, and then open the list.

  2. Select the list item, and then click Get a Link Lists Get A Link Icon . If Get a Link Lists Get A Link 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.

    Links created by using Get a 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.

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 Email everyone to send a shared link to the item.

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 Settings Settings icon , 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, click Shared With.

  4. To stop sharing a list item with everyone at once, select STOP SHARING below the list of people you're sharing with.

    Stop sharing for all

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 Stop sharing to remove sharing for all non-owners of the list.

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Updated October 31, 2016

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