I'm having trouble sharing files with an external party. After giving them access to the correct folder, they still can't open the files inside. Switching the sharing settings to "People with existing access" seems to work, but it's not ideal. The issue is that we often need to share many small files at once, and creating a list with links to each file is not practical.
Is there a global setting that allows people with access to a specific folder to automatically access the files within it?
It sounds like you’re running into a permissions headache. I totally get it. External collaboration can sometimes be a pain.
First things first: let’s dive into the fundamental issue here. When you share a folder, the default permission setting for files inside that folder is “Inherit permissions from parent folder.” However, if a file already has unique permissions set before it’s added to the shared folder, those permissions take precedence over the folder’s permissions. This means that even if someone has access to the folder, they won’t be able to open the file if they don’t have explicit permission to do so.
Now, your workaround using “People with existing access” does solve the issue, but as you mentioned, it’s not an ideal solution, especially when dealing with many small files.
Here’s a more practical approach:
Use the “Members in” option: When sharing a folder, make sure to select “Members in” instead of “Specific people.” This will ensure that anyone with permission to the folder will also inherit permissions to the files within.
Check file-level permissions: Ensure that no files inside the shared folder have unique permissions that might be overriding the folder-level permissions. You can do this by right-clicking a file, selecting “Manage access,” and verifying that the inherited permissions are correct.
Create a central hub: Consider setting up a central hub for external collaboration, like a SharePoint site or a Teams channel. This way, you can manage permissions centrally and ensure that all relevant files and folders are accessible to the right people. It might take some setup, but it’ll streamline your collaboration workflow in the long run.
Lastly, remember that file-level permissions can get out of hand quickly, especially in a large organization. If you find yourself struggling with permissions frequently, it might be worth exploring Microsoft 365’s built-in governance and compliance tools to help manage access and permissions more efficiently.