Sharing / Managing Links for Folders & Files in SharePoint Document Libraries

Key Concepts

1. SharePoint Generates a New Link Each Time

When you create a sharing link in SharePoint (including Anyone with the link):

  • SharePoint generates a unique URL each time
  • The links may look identical except for the last characters
  • Each link is tracked independently in Manage Access

✅ This is by design and allows links to be revoked individually.

2. Deleting a Link Immediately Revokes Access

If a link is deleted from Manage Access:

  • Anyone using that link will receive Access Denied
  • This applies even to “Anyone with the link” links
  • Existing access does not persist once the link is removed

✅ This allows you to safely revoke public access without changing the file or folder itself.

3. Verifying Public Access (Best Practice)

To confirm whether a link truly works for public access:

  1. Open an Incognito / InPrivate browser window
  2. Paste the link
  3. Confirm that it does not prompt for sign‑in

If sign‑in is required, the link is not truly public.

Managing Links in SharePoint Document Libraries

Accessing Link Management

  1. Right‑click the file or folder
  2. Select Manage Access
  3. Click Links

This view shows:

  • All active links
  • Permission level (View / Edit)
  • Whether a link expires
  • Whether the link is public or user‑specific

Important: “Apply” vs “Copy Link”

  • Clicking Apply sets the permissions
  • Clicking Copy link actually creates and stores the link
  • If you close the dialog without copying, the link may not be saved

✅ Always click Copy link before closing.

Creating User‑Specific Access with Expiration

Use Case

Ideal for:

  • Student employees
  • TAs
  • Temporary collaborators
  • Graduating users

Steps

  1. In Manage Access, choose People you specify
  2. Add the user
  3. Set permission level (View or Edit)
  4. Set an expiration date
  5. Click Apply
  6. Choose Copy link or Send

What happens:

  • A user‑specific link is created
  • The link expires automatically
  • The user may receive an email notification
  • The link appears separately in Manage Access

Modifying or Revoking User‑Specific Access

At any time, you can:

  • Remove users from the link
  • Add different users
  • Delete the link entirely

This provides precise, auditable control.

Identifying Expiring vs Non‑Expiring Links

In Manage Access:

  • Links with an expiration icon will automatically expire
  • Links without the icon do not expire
  • Hovering over the icon shows the expiration date
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