Summary
This article provides instructions on how to use the manage access option to see what files/folders non-members of your SharePoint site are able to access. It includes instructions to manage non-member access.
Background
A SharePoint site is a securable object that has assigned permissions. When you create a SharePoint site, an Office 365 Group is assigned. The members of the group all have the same level of access to the contents of the site including files and folders. Members of the group can view and/or edit the contents of the site.
The contents of a site are also securable objects (files, folders, etc.). The permissions assigned to group members give them direct access to the site and it's contents. A group member can also give access to other people (non-members) inside and outside the tenant by sharing files or folders with them. When a member shares a document or other individual item with a non-member, permission inheritance is automatically broken for that item. The inherited permissions are copied to the item, and permissions for the non-member are added (making it unique), but if permissions are changed to the parent item (folder, library, etc.), those changes are not applied to the non-member's shared item.
Prior to making changes to any securable object using the procedures provided in this article, review the information in SharePoint: Understanding the Permission Inheritance Hierarchy and SharePoint: Managing Inherited Permissions.
The Manage Access Option allows SharePoint site owners to see what content non-members are able to access and to manage their access accordingly.
How-To
Access the Manage Access (or manage permissions) panel.
Instructions
Step 1 - Sign in to Portal.Office.Com , and click the Waffle icon > SharePoint.
Step 2 - Select your SharePoint site and open a document library.
Step 3 - Hover over the Context Menu icon (three horizontal dots) of any document and click See details. Or click the three dots and select See details.
Step 4 - On the Details panel, under Has access, click Manage access.
The Direct Access section of the Manage access panel lists the permissions granted to the group that owns the SharePoint site. The group was assigned when the site was created.
Note: It is possible to change these permissions using the old-style permissions screen, but this procedure is only recommend for advanced SharePoint users.
Modify permissions that were automatically granted (not recommended).
Instructions
Step 1 - Open a file's Manage access panel.
Step 2 - Click the three horizontal dots in the upper right corner and choose Advanced Settings.
Step 3 - Select the Permissions tab, and use the ribbon options to modify permissions as needed.
Any sharing links that exist for the document are displayed in the Links Sharing Access section of the Manage Access panel. These are the links that were shared by members to non-members granting them access to the document.
Modify non-member permissions that were granted through sharing.
Instructions
Step 1 - Open a file's Manage access panel.
Step 2 - Choose the Links option and click the gear beside the link to display the details of the link.
Step 3 - Click the drop-down arrow to expand the Settings menu in the Link settings section and change the permissions of the link (Can Edit, Can Review, Can View or Can't Download), or remove the link entirely.
Step 4 - Enter the Email Address of non-members in the Specify people for this link field to grant them permissions to view or edit the documents. Note: Permission type (Can Edit or Can View) depends on your selections in Step 3.
Step 5 - Click the X next to a non-members name to take away their permissions.
Step 6 - Click Apply.
Further reading
SharePoint: Using the Manage Access Option to Manage File/Folder Permissions
SharePoint: Managing Inherited Permissions
SharePoint: Understanding the Permission Inheritance Hierarchy
Need additional help?
For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:
Learn more about the great tools our Microsoft 365 Learning sites offer!
Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request. For password issues you must call or visit the Help Desk in person.