Microsoft 365 makes sharing easy, but it’s just as important to control who can see or edit your files. The Manage access panel lets you view permissions, change them, or remove access when it’s no longer needed.

This guide walks you through the basics.

Open Manage Access

You can manage access in:

  • OneDrive

  • SharePoint libraries

  • Microsoft Teams files

Steps

  1. Find your file or folder.

  2. Click the three dots (… ) next to it.

  3. Select Manage access.

Understand What You See

The Manage access panel shows who can access your file or folder.


Direct Access

People or groups given access directly.


  • People are listed on the first tab. You can also see who owns the file/folder and what type of access the person has (view, edit).
  • Groups are listed on the second tab. You can see the same details with groups as you can with individuals.

Links

Shows sharing links that were created to provide access. The description under the link will tell you what type of link it is (view, edit) and who can use the link. If needed, you can click "Copy" to grab the link again to send to someone.

Permission Levels

Can Edit

  • Make changes

  • Add or delete files

  • May re-share

Can View

  • Read-only access

  • No edits allowed

✅ Best practice: Start with view unless editing is required.

Give Someone Access

  1. Open Manage access.

  2. Click Grant access.

  3. Enter a name or email and select the individual from the menu.

  4. Choose:

    • Can view

    • Can edit

  5. Send or copy the link. (IMPORTANT - You will have to copy the link and send via Google until the email migration. See HOW: Share a File BEFORE Email Migration)

🔒 Tip: Share with specific people instead of “anyone with the link.”
 

Change or Remove Permissions

  1. Open Manage access.

  2. Find the person.

  3. Click their permission.

  4. Choose a new level. You will see link permissions and direct access permissions. Click each area to see your options. 

    1. If the person has been given a link, you can remove the link permissions by clicking the gear and trash can or click the person to show the remove option.

    2. You can't give direct access until you have removed any associated links for that user.

    3. Click the Apply button after you have made your changes.

Good Habits

  • Share with groups when possible

  • Review access on important folders

  • Remove access when projects end

  • Avoid “Anyone with the link”

  • Double-check before sharing sensitive info

Quick Rule of Thumb

If someone can’t find a file → they likely need access.
If someone sees something they shouldn’t → check Manage Access.