When a user requires access to a site that they do not have access to, what do they do? This is where the access request feature comes into play as it provides the user the option of requesting access to the site. How will the site owner know that someone is requesting access? As the site owner, one can configure the settings so that an email is sent once someone requests access to a site. Upon receipt of this email, the site owner or the delegate(s) will have the authority to approve or decline the request. In addition to approving the request, the delegate will have the opportunity to assign a specific level of permission for the user.
The access request feature also works with the Share command for sites. If someone who does not have full control for a site (a non-site owner) uses the Share command to invite other users to view the site, then an access request email will be generated and sent to the site owner. As with the access request feature, the site owner will then be able to approve or decline the request. If the site owner is approving the request, then he will have the opportunity to assign a specific level of permission to the user.
How to Change Access Request Settings
As the site owner, you will have to decide whether you would like members of your site groups to have the ability to invite non-members to access the site contents. These features can be enabled or disabled. If you choose to disable this option of sharing, then an error message will appear if a team member tries to Share the site as the Share option remains available on the menu.
To disable or enable sharing by team members with non-team members, follow these steps:
How to Set Up Access Requests
How will a site owner know if a user is requesting access to the site? Managing these requests can be accomplished by configuring the access request feature to send an email to the site owner when an access request is submitted.
It is simple to set this up:
Approving or Declining Access Requests in SharePoint Online
To approve or decline an access request in SharePoint Online, follow these steps:
If you want to see past access requests, click Show History.
One advantage of SharePoint Online is the ability to manage invitations to external guests who do not have an Office 365 subscription. As an Office 365 customer using SharePoint Online, the Access Requests page provides the resources to manage guest user invitations to Office 365 non-subscribers.
Managing Invitations to External Guest for SharePoint Online
If an invitation has been sent to an external user, but you would like to withdraw it before their acceptance, then follow these steps:
What happens if the guest has already accepted their invitation and you want to uninvite this guest? You will not be able to uninvite them, but you can remove them from the SharePoint permissions group that you assigned them. Another workaround is to request your Office 365 Admin or SharePoint Online Admin to remove the guest from the list of users for your environment.
All invitations sent to external users expire in 90 days. Within the 90 days, the invitation can be re-sent but the expiration date is not extended. Once the 90 days have lapsed, the invitation cannot be re-sent. A new invitation will have to be sent.
To resend an invitation, simply:
The external invitation has now been re-sent. Managing access requests in SharePoint Online is very straightforward and puts some control in the site user’s hands while providing full control to the site owner. Though site users have the capability to invite internal and external users to collaborate on sites, the site owner continues to maintain full control of who can access the site and at what level of security they are able to access the site at. The added flexibility of Office 365 and SharePoint Online is the capability to withdraw external invitations and to resend them when needed. By combining the features of the Share command and access request features, the process of managing who has access to a site and at what permission level has been greatly simplified for the site owner.