As you set up unique permissions for the files and folders in SharePoint and OneDrive, I am sure you have encountered one of the mysteries that confuses the hell out of people. What is the difference between Direct access and Sharing link options for a file or folder? In today’s article, I would like to explain both and clarify how the two are unique (though they seem to be doing the same thing).
The issue
If you try to create unique access for a given file or folder by clicking Manage Access…
It consists of the top area where you can share links or remove the links created so far and the bottom area where you can specify Direct access. So what exactly is the difference between Direct Access vs. Sharing Link?
Direct Access
I will start with Direct Access. Security in SharePoint is inherited. That means that the files and folders in a document library inherit permissions from the library itself, which in turn inherits permissions from the site the library is on. So when you click on Manage Access for a file or folder, under the Direct Access section, you get to see users who already have access to that file or folder by having access to the site itself. So it shows you that the Site Owner, Site Members, and Site Visitors have access to that folder (since they have access to the site). Essentially it shows you site-level permissions that you get to see when you click on Gear Icon > Site Permissions.
Folder-Level Permissions (visible from Manage Access)
Site-Level Permissions (visible from Gear Icon > Site Permissions)
So why then do we have the “+” sign next to the Direct Access section?
Well, this is for situations when you want to create unique permissions for a file or folder for those who already have access to the item. For example, let’s say that John and Mary are members of my team (part of the Members Group), but I only want to allow Mary into a given folder. So when I remove the Site Members group from a folder, it removes both John and Mary as a result (since they are both inside that group).
However, I need Mary back. So I can click on the “+” sign next to Direct Access and invite Mary back.
Sharing Link
This brings us to the Sharing Link option. In contrast to Direct Access, it is for situations when you want to give additional access to a given file or folder to people who do not have access to the site itself (direct access). For example, say John and Mary are site members; hence, they have access to the files and folders inside. However, I also want Lisa to have access to a file or folder without giving access to the whole site. That is where I can share a link and invite Lisa to just the file or folder I want.
The Sharing link option also gives you the ability to customize the sharing link with different link types.
A Share link is a hyperlink that grants a certain group of individuals the ability to use the hyperlink to access a particular file or folder. Direct access grants a certain group of individuals the ability to access the resource without a hyperlink.
The best practice for SharePoint permissions is to follow the principle of least privilege. This means granting users only the minimum permissions they need to perform their tasks. This approach minimizes security risks and simplifies access management.
Share allows you to save a step in case you are writing an email or want to share the link with someone and allows you to send an email (with the link embedded) to the recipient. That's it – that is the only difference between the two options! Other than that, they behave the same in terms of access being granted.
These links can be used to grant access to documents, spreadsheets, presentations, and other types of files. Sharing links removes the need to attach files to emails and easily works with messaging apps like Microsoft Teams.
Go to the SharePoint site, select the file or folder you want to share, click on the “Share” option, and choose the “Anyone with the link” option. This will generate a unique link that can be shared with anyone.
SharePoint Server includes 33 permissions, which are used in the default permission levels. You can configure which permissions are included in a particular permission level (except for the Limited Access and Full Control permission levels), or you can create a new permission level to contain specific permissions.
Select the ellipses (...)next to the document or folder to open its document callout, and then select Share. In the Share dialog box on the Invite People tab, type names or email addresses of people you want to share the document or folder with. Select a permission setting.
File Servers are file-type agnostic and work well with any type of file. With SharePoint, files are stored in libraries, and users access them using a web-based interface or from within apps only. With a file server, users access their files quickly and easily from a mapped drive.
Compared to Grant Access, Share has a bit more functionality. For “Grant Access”, you can only share the files you need to share with the people by email address. At the same time, you can choose to give this person permission for the file, for example, you can choose "Can view" or "Can edit".
Direct links can be selected when you share an asset from a portal. They are the URL from within the embed code that links directly to an image, video, or document. Typically longer than share links, they're useful for apps that accept a URL directly, as it allows that app to modify how an asset is displayed.
Introduction: My name is Rueben Jacobs, I am a cooperative, beautiful, kind, comfortable, glamorous, open, magnificent person who loves writing and wants to share my knowledge and understanding with you.
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