How to Change Sharing Permissions in OneDrive

To change sharing permissions in OneDrive, sign in at onedrive.com, select the shared file or folder, open the Details pane, and select Manage access. From there you can remove a sharing link, stop sharing completely, or switch a person between viewing and editing. The labels are slightly different for personal accounts and for work or school accounts, so this guide covers both, along with the desktop and mobile apps. SkyDrive was the old name for OneDrive, and these are the current steps for it.

One rule shapes everything else: Microsoft says you cannot change an existing sharing link from edit to view, or from view to edit. You delete the link and create a new one with the permission you want.

In this guide

• Before you start
• Change or stop sharing with a personal account
• Change or stop sharing with a work or school account
• Replace a link to switch between view and edit
• What each link setting does
• Change permissions from a Windows PC or Mac
• What you can do on an iPhone, iPad, or Android device
• See everything you have shared
• Confirm the change and undo it
• Things to know about shared folders
• Troubleshooting
• Frequently asked questions

Before you start

A few checks save time before you open the sharing settings.

• Know which account you use. A personal OneDrive uses a Microsoft account, such as an Outlook.com address. A work or school OneDrive is provided by an organization through Microsoft 365. Microsoft’s instructions differ between the two, and so do some button names.
• Be the owner. Microsoft’s steps are written for the file owner. Its OneDrive collaboration page adds that someone with edit permissions can also stop or change sharing. If someone else shared the item with you for viewing only, ask the owner to make the change.
• Use the website for changes. The full Manage access controls are on onedrive.com. Microsoft’s mobile app pages say that to stop sharing, you go to the OneDrive website and sign in.
• Select one item at a time. The icon that opens the Details pane does not appear when several items are selected.

Three terms come up throughout this guide:

• Sharing link: a web address that opens the file or folder. Depending on its settings, it works for anyone who has it, for people in your organization, or only for people you name.
• Direct access: permission given to a specific person, rather than through a link. On a work or school account, this is the kind of access you can switch between view and edit.
• Details pane: the panel on the right side of onedrive.com that shows information about the selected item, including a Has access section.

Change or stop sharing with a personal account

Use these steps if you sign in with a Microsoft account. Removing a link takes effect for everyone who uses that link, so tell people first if they are in the middle of working on the file.

1. Go to onedrive.com and sign in with your Microsoft account.
2. Select the file or folder you want to change. Select only one item.
3. Select the Information icon in the upper-right corner. It sits just below your profile picture. The Details pane opens on the right.
4. In the Details pane, look under the Has access header. You will see a People icon, a Links icon, an Email icon, or a mix of them, depending on how the item was shared.
5. Select Manage access.
6. To remove a sharing link, select the X next to the link. OneDrive asks if you are sure. Select Remove link to confirm.
7. To change the password or expiration date on a link, select the dropdown arrow for that link. On the Edit link page, change the password or clear the Set password check box, and update the date or clear the Set link expiration check box. The same page has a Remove link option.
8. To change what a specific person can do, Microsoft’s OneDrive collaboration page says to select Can Edit or Can View next to them, then choose Change to for the other permission, or Stop Sharing to remove them.

These steps come from Microsoft’s Manage sharing and permissions in OneDrive and SharePoint page, under its personal account tab. Microsoft updates the OneDrive website often, so an icon or label on your screen may look a little different from the wording here. If it does, look for the Manage access option, which is the constant across versions.

Change or stop sharing with a work or school account

Use these steps if your OneDrive comes from an employer or a school. The same steps apply to files in SharePoint. Selecting Stop sharing removes access for everyone except you, so check who is using the file before you choose it.

1. Sign in to OneDrive with your work or school account.
2. Select the file or folder. Select only one item.
3. Select Details in the upper-right corner of the command bar. Microsoft notes the Details icon is just below your profile picture. The Details pane opens.
4. Under the Has access header, select Manage access.
5. To stop sharing the item entirely, select Stop sharing.
6. To delete one sharing link, select the Links tab, then select the Remove Link icon next to the link. Select Remove when OneDrive asks you to confirm.
7. To change or remove someone who has direct access, select the person’s name. Under Direct Access, choose the option you want, then select Apply.

Microsoft says you can change permissions between view and edit for someone who was given direct access, or who has access through a specific people link. It also explains how to remove one person who came in through a link: remove or modify the sharing link under Links. If their permission is inherited, remove their access from the parent folder or site instead.

Inherited means the permission was set higher up. For example, a file inside a shared folder is available to everyone who can open that folder. Changing the file alone may not remove those people. You change the folder.

Replace a link to switch between view and edit

Because a link’s permission cannot be edited, switching a link from edit to view takes two parts: remove the old link, then make a new one. Anyone who has the old link loses access through it, so you will need to send them the new one.

1. Open Manage access for the item, using the steps above for your account type.
2. Remove the old link. On a personal account, select the X next to it. On a work or school account, open the Links tab and select the Remove Link icon.
3. Close the pane. With the item still selected, select Share at the top of the page.
4. Select the settings gear icon to open the link settings.
5. Choose who the link works for.
6. Clear Allow editing for a view-only link, or leave it checked for an edit link. Microsoft notes that Allow editing is turned on by default.
7. Select Apply.
8. Select Copy link and send the new link to the people who need it. You can also type their names or email addresses and select Send.

When you share with named people, there is a faster control. Next to the Name, group or email field, a pencil icon lets you choose Can edit or Can view before you send. For Word documents, Microsoft also lists a Can review option that lets someone add comments and suggestions without editing the text directly.

The full sharing steps are in Microsoft’s Share files and folders in Microsoft OneDrive article.

What each link setting does

The gear icon in the Share window opens the link settings. This is where a link gets its permissions, so it is worth knowing what each choice means before you create a replacement link.

Who the link works for

Option	Who can use the link	Good to know
Anyone	Anyone who receives it, including people it is forwarded to	May include people outside your organization
People in your organization	Anyone in your organization who has the link	Work or school accounts
People with existing access	Only people who already have access	Does not change any permissions
Specific people	Only the people you name	A forwarded invitation works only for people who already have access

Microsoft’s sharing article says a personal account skips the step of choosing who the link works for when you send an invitation. That choice is described for OneDrive for work or school.

Other settings

• Allow editing: lets signed-in people edit the file. On a folder, people with edit permission can copy, move, edit, rename, share, and delete anything in it. With the box cleared, people can view, copy, or download the item without signing in and can forward the link, but they cannot change your version.
• Block download: stops people from downloading the file or folder. Microsoft notes this option is only available for work or school accounts, and only if you do not allow editing.
• Set expiration date: the link stops working after the date you choose. Microsoft lists this as available only to Microsoft 365 subscribers, and for OneDrive folders only with Anyone sharing.
• Set password: people must type a password before the file opens. You give them the password separately. This has the same subscriber and folder limits as the expiration date.
• Open in review mode only: limits people to comments and suggestions. Only Word documents have this option. It does not restrict someone who already has edit permission.

A view-only link is not the same as a private file. People who can view can still copy or download the item unless downloads are blocked, and a link set to Anyone can be passed along. For a file that only a few people should see, share with specific people.

Which permission to pick

Match the permission to what the other person needs to do, and start with the smallest one that works.

• They only need to read it: clear Allow editing, or choose Can view. Remember that viewers can still download a copy unless downloads are blocked.
• They need to give feedback on a Word document: use Can review or Open in review mode only, so their input arrives as comments and suggestions.
• They need to work on it with you: leave Allow editing on, or choose Can edit. On a folder, this includes the ability to delete and to share with others, so give it to people you trust with the whole folder.
• Only certain people should get in: share with specific people instead of creating an Anyone link. Named access is also the kind you can later switch between view and edit without replacing a link.
• Access should end on its own: if your plan includes it, set an expiration date so the link stops working without you having to remember to remove it.

Change permissions from a Windows PC or Mac

You can reach the sharing settings without opening a browser. This needs the OneDrive desktop app to be installed, running, and signed in.

1. Open File Explorer on Windows 10 or Windows 11, or Finder on a Mac.
2. Go to your OneDrive folder and find the shared file or folder.
3. Right-click the item and select Share.
4. Select the gear icon next to Copy link.
5. Make your selections and apply them.

Microsoft describes this route as a way to manage sharing permissions from the desktop app. It opens the same kind of link settings as the website. To review and remove links that already exist, the Manage access steps on onedrive.com are the documented method.

A warning about one shortcut: the right-click menu can also offer Share a OneDrive link, which copies a link straight to the clipboard. Microsoft notes that these links are set to edit permission by default. If you want a view-only link, use Share and the gear icon instead.

If Share is missing from the right-click menu, OneDrive may not be running. Our guide on how to sync OneDrive on Windows 11 covers getting the app signed in and syncing.

What you can do on an iPhone, iPad, or Android device

The OneDrive mobile apps are built for creating a share, not for cleaning one up. Microsoft’s pages for both apps say that to stop sharing, you go to the OneDrive website and sign in. You can open onedrive.com in your phone’s browser if you are away from a computer.

What you can do in the app is set the permission correctly when you share.

• Android, personal account: press and hold the file or folder, tap Share, then choose whether recipients Can edit or Can view before you tap Copy link. With Invite people, leave Allow editing checked for editing or uncheck it for viewing only.
• iPhone or iPad, personal account: press and hold the item, tap Share, then Invite people. Under Options, turn the Allow editing? switch on or off.
• Work or school account, either platform: press and hold the item and tap Share. Use the dropdown list to change the type of link, choose who it works for, and set Allow editing. Tap Apply, then Send. The options vary based on your admin’s settings.

Microsoft documents these in Share files in OneDrive for iOS and Share files in OneDrive for Android. On an iPad, you can also send a file by email from the app. See how to email OneDrive files from an iPad.

See everything you have shared

If you are not sure which items are shared, start with the Shared view instead of checking folders one by one.

1. Go to onedrive.com and sign in.
2. Select Shared in the left pane.
3. On a work or school account, select the By me tab to list the items you have shared with others.
4. Select an item, then open the Details pane and Manage access to change it.

In the mobile apps, the Shared view at the bottom of the app shows files shared with you and files you have shared with others.

Confirm the change and undo it

After you change a permission, check that it took effect.

• Reopen Manage access. Select the item again and open Manage access. A removed link should no longer be listed. A person you changed should show the new permission.
• Check the Has access section. If you stopped sharing with everyone, the Details pane should no longer list other people or links for the item.
• Check the Shared view. Look at your shared list again. An item you fully stopped sharing should no longer belong there. If it still appears, open its Manage access pane and look for a link or person you missed.

Undoing a change depends on what you changed.

• A person’s permission: go back to Manage access and switch them back to the previous option.
• A removed link: Microsoft describes removing a link as deleting it, and its guidance for a link that no longer works is to create a new link. Share the item again and send the new link.
• Stop sharing: share the item again with the people who still need it.

Stopping sharing does not delete the file. It only changes who can open it. If your goal is to remove the file itself, see how to delete files from OneDrive on Windows 11.

Things to know about shared folders

Folders behave a little differently from single files, and most surprises with permissions come from folders.

• Edit permission on a folder is broad. Microsoft says people with edit permission on a folder can copy, move, edit, rename, share, and delete anything in the folder they have access to.
• People can add your folder to their own OneDrive. Microsoft cautions that when you share a folder with edit permissions, the people you share with can add it to their own OneDrive and see all of its contents.
• Share a smaller folder to limit what people see. Recipients can add shared folders to their OneDrive, not individual files. If someone should see only certain files, Microsoft suggests putting those files in a separate folder and sharing that folder.
• Moving items can break links. Microsoft says links stop working if files or folders are moved within your OneDrive.
• New files may need a fresh share. Microsoft also says that if you or anyone else moves files into a shared folder, you need to share it again to make sure the new files are included.
• Personal Vault is private. Items in your Personal Vault, the extra-protected area of a personal OneDrive, cannot be shared. Move a file out of it first.

Planning to share something big? Our guide on how to upload large files to OneDrive covers getting the file into OneDrive first.

Troubleshooting

The Information or Details icon is missing

Microsoft’s note on this is specific: make sure only one file or folder is selected. The icon does not display when multiple items are selected. Clear your selection, select a single item, and look just below your profile picture.

A sharing option is greyed out

On a work or school account, a greyed-out option usually means your organization’s admins have restricted it. Microsoft gives the example of admins turning off the Anyone option so that usable links cannot be forwarded outside the organization. You can still create a link, but only people in your organization will be able to use it. Your IT team sets this in the SharePoint admin center, as Microsoft describes in Manage sharing settings for SharePoint and OneDrive, so ask them if you need a different option.

Expiration date or password is not available

Microsoft lists both as available only to Microsoft 365 subscribers. For OneDrive folders, it says you can set them only with Anyone sharing. If you do not see them on a personal account without a subscription, that is expected.

Block download does not appear

Microsoft notes that Block download is only available for work or school accounts and only when editing is not allowed. Clear Allow editing first, then look for it again.

Someone still has access after you removed them

Check for a second route in. A person can have access through a link as well as by name, and a file can inherit access from the folder it is in. Open Manage access and review the links, then check the parent folder. Microsoft’s guidance is to remove or modify the sharing link, or to remove the person’s access from the parent folder or site if the permission is inherited.

Someone still seems able to edit a review-only Word document

Microsoft notes that Open in review mode only does not stop someone who already has editing permission. For them, the document opens in edit mode. Change or remove their existing permission in Manage access first.

A link stopped working

The file or folder may have been moved, or the link may have been removed or expired. If you created the link, create a new one. If you received the link, the owner may have moved the file or stopped sharing it with you.

You cannot share at all

Microsoft’s Unable to share OneDrive files page lists the common causes: you have reached your sharing limits, your Microsoft account needs to be validated, the item is in your Personal Vault, OneDrive is not running, or your organization has disabled or restricted sharing. It adds that sharing is limited on basic OneDrive plans and that the limits reset after 24 hours.

Share is missing from the right-click menu

If OneDrive is not running, or the desktop app is not installed, you cannot share from File Explorer or Finder. Start OneDrive, or use onedrive.com instead. On a work computer, Microsoft says a missing or greyed-out Share option can also mean admins have restricted the feature.

You can only share with people in your contacts

Microsoft notes that if your Microsoft account is set up with Family Safety and a parent has turned off contact management, you can only share items with people who are already on your contact list.

Frequently asked questions

Can I change a OneDrive link from edit to view?

No. Microsoft states that you cannot change the permission of a sharing link from edit to view or from view to edit. Delete the link in Manage access, then create a new link with Allow editing cleared.

How do I stop sharing a OneDrive file completely?

Select the file on onedrive.com, open the Details pane, and select Manage access. On a work or school account, select Stop sharing. On a personal account, remove each link with the X next to it and remove any people listed.

Does stopping sharing delete the file?

No. Stopping sharing changes who can open the file. The file stays in your OneDrive.

Can people keep a copy after I stop sharing?

Stopping sharing controls access to the item in your OneDrive. It does not reach copies someone already downloaded. Microsoft’s description of view-only links says people can view, copy, or download your items, so treat anything already downloaded as out of your hands.

Is a view-only link safe to post publicly?

Only for files you are happy for anyone to see. An Anyone link works for whoever receives it, including people it is forwarded to, and viewers can download the file unless downloads are blocked.

Does this work for work or school accounts?

Yes, with different labels. Use Details, then Manage access, then Stop sharing, the Links tab, or Direct Access. Your organization may limit which sharing options you can use.

Can I change permissions for several files at once?

Not from the Details pane. It needs a single item selected. If many files should have the same permissions, put them in one folder and manage sharing on the folder.

Can I change sharing permissions in the OneDrive phone app?

You can choose view or edit when you share from the app. To stop sharing, Microsoft’s pages for the iOS and Android apps direct you to the OneDrive website.

Do the old SkyDrive steps still work?

No. Microsoft renamed SkyDrive to OneDrive, and the sharing controls have moved since then. Use the Details pane and Manage access as described above.

Is a OneDrive permission the same as a restriction inside a Word document?

No. OneDrive permissions control who can open the file in the cloud. Restrictions inside a Word document are separate settings. See our guide to editing Word document permissions.

Next step

Open Shared on onedrive.com and review what you have shared. For each item, open Manage access, remove links you no longer need, and replace any edit link that should be view only.