Create a Review-Only Link for a Document Library: Practical Checklist for SharePoint Owners

As a SharePoint site owner, you often need to share documents with people who must review them but should not edit or delete files. The default sharing links in SharePoint grant either full edit access or view-only access, which does not match the review scenario. This article explains how to create a review-only sharing link for a document library using SharePoint’s advanced sharing settings. You will learn the exact permissions to set, the step-by-step process, and a checklist to avoid common mistakes.

What a Review-Only Link Does and Why It Requires Special Configuration

A review-only link allows recipients to view and comment on documents but not modify, delete, or upload new files. SharePoint does not have a built-in “Review” permission level. The closest built-in level is “View Only,” which prevents editing but also prevents commenting. To achieve true review-only access, you must combine permission levels and sharing link settings.

The core challenge is that SharePoint’s default “Edit” link grants full edit rights to the library, including the ability to add, delete, and overwrite files. To restrict this, you must break permission inheritance on the library, remove the default “Members” group, and assign a custom permission level that allows “View” and “Open” but not “Edit” or “Delete.” Then you create a sharing link that grants “Edit” access to the library, but because the user’s effective permissions are lower, they can only view and comment.

Prerequisites for Creating a Review-Only Link

Before you begin, confirm you have the following:

• Site owner permissions on the SharePoint site.
• External sharing enabled (if sharing with people outside your organization).
• Document library where you want to apply the review-only link.
• Understanding that reviewers will not be able to upload files or delete content.

Checklist: Steps to Create a Review-Only Link for a Document Library

Follow this checklist in order. Each step builds on the previous one.

1. Verify external sharing settings in the SharePoint admin center
   Go to the SharePoint admin center. Select Policies then Sharing. Under “External sharing,” choose either “Anyone” or “New and existing guests” depending on your security requirements. If you choose “Anyone,” anyone with the link can access the files without signing in. If you choose “New and existing guests,” recipients must authenticate. Click Save.
2. Navigate to the document library and open its settings
   In your SharePoint site, open the document library. Click the gear icon (Settings) and select Library settings. If you do not see this option, you may not have owner permissions.
3. Break permission inheritance on the library
   In Library settings, click Permissions for this document library. On the ribbon, click Stop Inheriting Permissions. Confirm the action. This isolates the library’s permissions from the site.
4. Remove the default “Members” group from the library
   Select the group named “Your Site Name Members” (or “Your Site Name Visitors” if you want to be more restrictive). Click Remove User Permissions. Confirm. This prevents members from gaining edit rights through the group.
5. Add a new permission level for reviewers
   Click Grant Permissions. In the “Share” dialog, enter the email addresses of the reviewers. Under “Select a permission level,” choose View Only. Click Share. This gives them view-only access to the library.
6. Create a sharing link with edit permissions
   Back in the library, select one or more files or folders. Click the Share button. In the “Send link” dialog, click Link settings. Under “Who would you like this link to work for?” choose Specific people. Under “More settings,” select Can edit. Click Apply. Copy the link.
7. Test the review-only link
   Open a private browser window and paste the link. Sign in as a reviewer if required. Verify that you can view and download files but cannot edit, delete, or upload new files. If you see an edit button, the permission level is too high. Return to step 5 and assign “View Only” again.

Common Mistakes When Creating a Review-Only Link

“Reviewers can still edit documents after I share the link”

This happens when you do not break permission inheritance. If the library inherits permissions from the site, the “Members” group may grant “Edit” rights. Always break inheritance and remove the Members group from the library. Also verify that the permission level assigned to the reviewers is “View Only” not “Contribute” or “Edit.”

“External reviewers cannot access the library”

External sharing must be enabled at the tenant level and at the site level. In the SharePoint admin center, check the sharing policy. In the site collection, go to Site settings > Site permissions > Access requests and sharing. Ensure “Allow sharing to people outside the organization” is turned on. Also confirm that the link type is “Specific people” and that you entered their email addresses correctly.

“Reviewers can upload files even though I set View Only”

If you assigned “View Only” but the library still allows uploads, check whether the library has unique permissions that include a group with “Contribute” or “Edit” rights. Go to Library settings > Permissions for this document library. Look for any group or user with “Contribute” or “Edit” permission. Remove them. Also check if the library has a “Member” group that was re-added accidentally.

Review-Only Link vs Default Sharing Links: Key Differences

Item	Review-Only Link (Custom)	Default “Edit” Link	Default “View” Link
Permission level used	View Only on library + Edit on link	Edit on both library and link	View on both library and link
Can reviewers view files	Yes	Yes	Yes
Can reviewers edit files	No (View Only blocks editing)	Yes	No
Can reviewers upload files	No	Yes	No
Can reviewers delete files	No	Yes	No
Requires breaking inheritance	Yes	No	No

The review-only link is the only method that allows viewing and commenting without granting full edit or upload rights. The default “Edit” link is simpler but gives too much control for a review scenario. The default “View” link prevents commenting, which defeats the purpose of a review.

You can now create a review-only link for any document library in your SharePoint site. Start by breaking inheritance and setting the reviewer permission level to “View Only.” Then share the link with edit permission. Test with a reviewer account to confirm the restrictions work. For advanced control, consider enabling version history and requiring checkout so reviewers can see changes but never overwrite the original file.