How to Add Read-Only Access for Field Staff to SharePoint Sites (Unlicensed Users) – IT Solver Support

This guide shows how to create unlicensed guest users and grant them read-only access to a SharePoint site, like LED Employees. It's perfect for field staff (e.g., engineers with iPads) who need to view project files or upload images via browser or OneDrive app, without a full company email or desktop apps.

Overview

Unlicensed users can access SharePoint read-only without a Microsoft 365 license. This keeps costs low for staff who only need file reference or simple uploads. Use the browser (Safari on iPad) or OneDrive app for best results—no desktop apps needed.

Prerequisites

Admin access to Microsoft 365 (sign in as an admin account like accounts@yourdomain.com).
User's email (internal or external, e.g., guest@gmail.com).
Bookmark the site link for quick access.

Steps to Create User and Grant Access

Sign in to office.com as your admin account.
Create the unlicensed user (no invite email sent):
1. Go to this link.
2. Choose "Create user" (skip "Invite user").
3. Enter User name (their email), Name, check "Show password" and note it.
4. Leave defaults—no groups or licenses.
5. Click "Create".
Takes 1 minute; user is ready immediately.
Add read-only access to the site:
1. Go to your site (e.g., https://YOURTENANT.sharepoint.com/sites/SITENAME).
2. Click gear icon Site permissions.
3. Click "Add members" Share site only.
4. Enter their email, select "Read", click Add.
Share details securely (use pwpush.com for password).

Tell them to sign in via browser at the site link, or use the OneDrive app. For uploads: Click "+" Upload Select image.
Test: Have them sign in, refresh, and confirm they see files (read-only).

If edit needed on specific folders, contact support for help.

Additional Information

For field iPad users: Use Safari or OneDrive app. Bookmark for quick access.
Scenarios: Ideal for viewing job files or uploading site photos without email/apps.
Prevention: Add users this way from the start to avoid partial access issues.

Troubleshooting Tips

Not seeing all files? Sign out/in and wait 5-10 mins for sync.
Sign-in errors? Reset password in Azure (admin.microsoft.com > Users).
If the SharePoint library doesn't show in the OneDrive app, first visit the site address in your web browser—it should then populate the app.
Still stuck? Contact support for quick live help.

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