Deleting files from a SharePoint folder that is shared externally

Question

Hi there - I have a need to share folders/files with external companies. When I share I provide EDIT permissions to the user so that they can update documents etc. My question is this : If an external user decides to DELETE a file, will it go to the SharePoint site's Recycle Bin? I'm assuming it does, so that there is evidence of it's deletion and by whom. I don't mind if they do delete, but I do want assurance that is goes to my businesses SharePoint site Recycle Bin. Any advice appreciated.

Answer 1

Thank you for your reply and clarifying my understanding. Much appreciated.

A further massive thank you to advising me on the Audit Log. I never knew this and it makes such a difference! Thank you so much.

Answer 2

Hi Kelstar007,

As per your description, yes when delete items from a document library or list in SharePoint online, the deleted items go into the SharePoint site recycle bin even if external organization users delete the files from shared folder, when you go to recycle bin you will see who deleted by. See image below for your reference:

Also, for how to detect who deleted a file from SharePoint folder either by outsiders or internal can seen by Audit log reports(need to active reporting feature via go to Site Settings).

1.Navigate to Site Settings>Site Collection Administration > Site collection features and choose “Reporting”> Press “Activate”.
2. Navigate to Site Settings > Site Collection Administration > Audit log reports > Deletions >Open the generated report in Microsoft Excel.

I appreciate your understanding and stay safe!!

Best Regards

Waqas Muhammad

Answer 3

Hi Kelstar007,

Thanks for your valuable feedback and thanks for sharing updates with us. Comments and feedback from our customers really motivate us to perform better and better and provided as much help as possible. I appreciate your kind words.

If there is any issue related with the Office applications in the future, please feel free to post back in this community.

We will be here for help.

Have a good day and stay safe 😊

Best Regards,

Waqas Muhammad