Give unlicensed field staff read-only access to a SharePoint site – IT Solver Support

This guide shows how to create an unlicensed user account and give it read-only access to a SharePoint site. Use it for field staff (for example, engineers with iPads) who must view project files in a browser or in the OneDrive app. These staff do not need a full company mailbox or the desktop apps.

Overview

A user without a Microsoft 365 licence can get read-only access to a SharePoint site. Use this for staff who only need to look at files. On an iPad, use Safari or the OneDrive app. The desktop apps are not necessary.

Prerequisites

Admin access to Microsoft 365 (for example, sign in as accounts@yourdomain.com).
The name of the staff member, and a contact email or mobile number to send them their sign-in details.
The address of the SharePoint site.

Steps to create the user and give access

Sign in to office.com with your admin account.
Create the unlicensed user. Microsoft does not send an invitation email.
1. Open Create new user in Microsoft Entra.
2. Select "Create user". Do not select "Invite user".
3. Enter the User principal name. It must use your own domain (for example, firstname@yourdomain.com).
4. Enter the Display name. Select "Show password" and record the password.
5. Keep the default settings. Do not add groups or licences.
6. Select "Create".
This takes approximately 1 minute. The user can sign in immediately.
Give the user read-only access to the site:
1. Go to the site (for example, https://YOURTENANT.sharepoint.com/sites/SITENAME).
2. Select the gear icon > Site permissions.
3. Select "Add members" > "Share site only".
4. Enter the user principal name of the new user, select "Read", then select "Add".
Send the sign-in details to the user in a secure way. For example, use pwpush.com for the password. Do not send the password in the same message as the user name.

Tell the user to sign in at the site address in a browser, or in the OneDrive app.
Test: Ask the user to sign in, refresh the page, and make sure that they can see the files.

Read access does not let the user upload files. If the user must upload files (for example, site photos) to a specific folder, contact support.

Additional information

For field staff on iPads: use Safari or the OneDrive app. Bookmark the site address for quick access.
Use this method for staff who must view job files without a mailbox or desktop apps.
Add new field staff this way from the start. This prevents problems with partial access.

Troubleshooting

The user cannot see all files: tell the user to sign out and sign in again. Wait 5 to 10 minutes for the changes to apply.
The user cannot sign in: reset the password in the Microsoft 365 admin centre (admin.microsoft.com > Users > Active users).
The SharePoint library does not show in the OneDrive app: open the site address in a web browser first. The library then shows in the app.
If the problem continues, contact support at support@itsolver.net or 07 3123 6000.

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