Access to file on one SharePoint to members of another SharePoint.

Question

I have a file on SharePoint 1 which is a master file. Because of this, it cannot move locations. However, I need to give access to all members/visitors of SharePoint 2. Is there a way to do this without having to manually go in and add individuals manually? I don't have the ability to create a link for the entire org.

Answer 1

Hi @Truitt, Alex,

According to your concern, SharePoint does allow you to share a file/folder with groups from the sharing box. However, in this situation, the steps can be different depending on what kind of members/visitors that your SharePoint 2 use:

Scenario 1: SharePoint 2 is a Team site connected to a Microsoft 365 Group

In that case, the Members of SharePoint 2 are typically the Microsoft 365 group members for that site/team, and you can share the file by:

• Go to the file in SharePoint 1
• Select Share (or Manage access) > In the Name, group or email box, enter the Microsoft 365 group behind SharePoint 2.
• Choose Can view or Can edit permission > Send/save.
• After configuration, anyone added later to that Microsoft 365 group will also get access automatically, so you won't need to manually add them.

Scenario 2: SharePoint 2 is a communication site

Communication sites use the standard SharePoint Owners / Members / Visitors groups, so you need use an Entra security group for that audience and grant the file access to that group. You must have an admin privilege to create this security group:

• Create a security group for example SP2-Visitors and SP2-Members
• Add that security group to SharePoint 2’s Visitors/Members permissions.
• After that, grant access to the file in SharePoint 1

To summarize shortly, your next step will be:

• If SharePoint2 is a Team site: share the file in SP1 to the SP2 Microsoft 365 group for Members.
• If SharePoint2 is a communication site: use a security group for that audience and grant the file access to that group.

For references:

• Share SharePoint files or folders - Microsoft Support
• Sharing & permissions in the SharePoint modern experience - SharePoint in Microsoft 365 | Microsoft Learn

Please understand that my initial response does not always resolve the issue immediately. However, you can try these steps and let me know if it works for you. If not, we can work together to find a solution.

If you have any questions or need further assistance, please feel free to share them in the comments on this post so I can continue to support you.    

Thank you for your understanding and cooperation. I'm looking forward to your reply.

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Answer 2

Yes. Grant access to the file in SharePoint 1 by sharing it with the Microsoft 365 group (or SharePoint group) that backs SharePoint 2, instead of adding users one by one.

A practical way to do this:

1. In the SharePoint 1 document library, select the master file and choose Share.
2. In the sharing dialog, use People you choose (or similar, depending on your tenant’s options) so the link is restricted to specific people/groups.
3. In the Add a name, group, or email box, enter the Microsoft 365 group or SharePoint group that contains all members/visitors of SharePoint 2 (for example, the Team/Group name behind that site).
4. Set the permission level (for example, Can view if they should not edit, or Can edit if they should).
5. Select Apply, then Copy link, and share that link with the SharePoint 2 users (for example, place it on a page or in navigation on SharePoint 2).

Key points from the sharing model:

• Use People you choose to give access only to the group that represents SharePoint 2 users; forwarding the link will only work for people who already have access.
• You can control whether they Can view or Can edit, and optionally set an expiration date on the link if needed.
• If some link types (like Anyone or People in your organization) are disabled, that is controlled by the organization’s admin; using a specific group still works within those constraints.

This way, the file stays in SharePoint 1, but all members/visitors of SharePoint 2 gain access through their group membership, without adding each person individually.

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References:

• Sharing files, folders, and list items
• Share SharePoint files or folders
• See who a file is shared with in OneDrive or SharePoint
• Access your files on any device
• Share documents or folders in SharePoint Server