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Written by Richard Quatier

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Categories: SharePoint

July 7, 2020

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Modern SharePoint – We’re updating the list and list item sharing experience

From Microsoft Corporation

MC217146, Stay Informed, Published date: Jun 23, 2020

We’re updating the list and list item sharing experience.

This message is associated with Microsoft 365 Roadmap ID 64164

When this will happen

  • We’ll be gradually rolling this out to Targeted Release tenants in early July and expect the rollout to be complete by mid-July.
  • We’ll be gradually rolling this out to Standard Release tenants in mid July and expect the rollout to be complete by the end of July.

How this affects your organization

This update brings the Grant Access experience for Lists to the modern SharePoint experience. Site owners, members and visitors will now see a Share command when they are viewing a list, even when they don’t have any list item selected.

screenshot of Grant Access dialog

The Share button for a list will open the Grant Access dialog.

Site owners will be able to grant other users access to the list and are able to specify whether to give View-only, Edit, or Full Control permissions to the list.

Other users (e.g. site members and visitors) cannot directly grant other users access to the list, but they can use the dialog to send an approval request to site owners if the site is set up to allow access requests (enabled by default).

If the site does not allow access requests then non-owners will get a message letting them know they do not have permissions to share.

This update also brings sharing links to list items.

screenshot of Link Settings

When users select a list item and click Share, they’ll see the same Send Link sharing dialog that exists today but new options will be available. Specifically, the “People in your organization with the link” and “Anyone with the link” options will be available based on the policy that your organization has configured.

All of the sharing policies you’ve configured for files will apply to list items. For example, if you have set “People in your organization with the link” as the default link type then that will also apply to list items. Similarly, if you’ve disabled or restricted Anyone links then those will also be disabled or restricted when users are sharing list items.What you need to do to prepare

You might consider updating your user documentation and training materials.

Learn more: Share lists and list items in SharePoint

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