How to Approve or Deny Access Requests in SharePoint
Being a file owner means handling access requests. Done well, it’s quick and creates clean permissions. Done casually, it’s how organisations end up over-shared.
What it is
When someone requests access to your file, you receive an email with their request. Two clicks lets you grant or deny. It’s a small task individually, but for owners of important content, it adds up — and the way you handle each request affects the long-term sharing model of the file.
The temptation is to approve everything quickly and move on. Resist that. Each approval is a permission you’re now responsible for. Take 30 seconds to ask: do they actually need this? At what level? Is the context clear? Does this access need to be temporary?
If a request doesn’t have enough context, ask. If the requested permission level is higher than needed, grant a lower one. If access should be time-bound, make it so. The few extra seconds prevent future audit headaches.
When to use this
- Whenever you receive an access request email.
- When colleagues directly ask for permissions to your files.
- Periodically reviewing pending requests in your file management view.
How to do it
- Open the access request email (or notification).
- Review the request — who, what file, why.
- If context is unclear, ask the requester before approving.
- Click Approve or Decline.
- If approving, set the appropriate permission level (usually view).
- If the access should be temporary, note this and follow up to revoke.
- If declining, explain why so the requester can find an alternative.
Best practices
- Default to the lowest permission level that meets the need. Edit when view will do is the most common over-share.
- Ask for context if missing. Vague requests deserve clarification, not automatic approval.
- Document temporary grants. If access should expire, add a calendar reminder to revoke.
- Don’t approve out of habit. Each request is an opportunity to do permissions correctly.
Common mistakes
- Auto-approving everything. Convenient now, problematic later.
- Granting edit by default. Most requesters need view, not edit. Don’t grant more than asked.
- Ignoring requests. If you’re not the right owner, redirect the request — don’t leave it in limbo.
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Where do SharePoint access requests appear?
In the site’s Settings → Site permissions → Access requests. The pane shows every pending request, who asked, what file or library they want, and their message. Site owners get email notifications for each request — clicking the email link opens the approval pane directly.
What permission level should I grant for SharePoint access requests?
Start with Read unless they explicitly need to edit. Read covers most ‘I need to look at this’ requests; Edit is for genuine collaboration. Avoid Full Control unless they need to manage permissions themselves. When in doubt, ask: ‘do they need to change the file, or just see it?’ — and grant the lower level by default.
Can I route SharePoint access requests to someone else?
Yes — in Access request settings, change the recipient email to a shared mailbox, distribution list, or another user. Useful when the site owner is on leave or when access decisions should be made by a specific role (e.g. department head). Document the routing in your governance documentation.
What if I deny a SharePoint access request?
Click Decline and optionally add a reason. The requester gets an email with the decline and your reason (if provided). They can submit a new request later. For sensitive denials (e.g. someone shouldn’t have access for compliance reasons), a brief private message can prevent escalation while keeping the decision firm.