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We have disabled the feature that users can share files to other users or external contacts in SharePoint Online. But sometimes they do send a link of a file to a colleague, if they are sure that the recipient colleague already has rights to open the file.

The action they do is opening Outlook (the real app and not webmail), creating a new mail, choosing add attachment to attach a file, choosing a file from the SharePoint document library, and clicking the add button. Outlook detects that this is a SharePoint file, and attaches a special link to the e-mail with a cloud icon on it.

Not the whole file is attached, but a link to the file in SharePoint. Great, the colleague always opens the newest version!

But, as soon as the user sends the e-mail to a colleague (even if that colleague has sufficent rights in SharePoint to open the file), the sender immediately receives a warning email from "Microsoft Outlook" (with some random e-mail addresses) with the following text:

You don't have permission to give others access to this file. The message was sent, but the following people might not be able to access the attachment: [email protected] You could try:

  • Asking the file owner to give the recipients permission to access the file.

  • Sending the file as an attachment instead of a link.

The question is:

How to disable these warning e-mails? We don't want Office365 to send these anymore since they are confusing for our users.

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Seems to be fixed in recent office update (channel 1702):

Current Channel

March 9, 2017 Version 1702 (Build 7870.2020) Outlook: Feature updates This channel release contains the following feature updates:

Background removal: Remove a picture background with a free-form drawing tool.

Check access to shared files: Outlook tells the user ahead of time if recipients may not be able to access an attached OneDrive or SharePoint file, and suggests how to fix the issue.

Set permissions on attachments: For OneDrive or SharePoint attachments, the user can set whether recipients, in the organization or externally, have read or edit permissions to the attachment.

https://technet.microsoft.com/en-us/office/mt465751.aspx?f=255&MSPPError=-2147217396

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