File Sharing Problems

Do New Users Get Access to Existing Files in a Shared OneDrive Folder?

Natalie Taylor Sep 25, 2026 869 views

Question details

The user needs to confirm whether newly added members with edit permissions to a shared OneDrive folder can access and edit the pre-existing files within it.

Do New Users Get Access to Existing Files in a Shared OneDrive Folder?

Product: Microsoft OneDrive
Device & OS: not provided
Scenario: Adding new users to an existing shared OneDrive folder that already contains files.
Observed behavior: The folder shows all users correctly, but individual documents appear to list only the original users, causing confusion about whether the new users have access to older files.

Before you start

Ensure you have the necessary administrative or owner rights to the shared OneDrive folder so you can verify, test, or modify user permissions.

Solution 1Recommended

Understanding Folder-Level Permissions in OneDrive

Folder permissions in OneDrive automatically cascade to all files and subfolders within them, granting new users access to all existing content.

When you share a OneDrive folder and grant edit permissions to new users, those permissions apply to the folder as well as all its contents. This happens regardless of when the individual files were originally created.

Even if an individual file's properties do not explicitly list the newly added users, the inherited folder-level permissions guarantee they have full view and edit capabilities.

OneDrive currently does not support granular permissions that allow users to only add new files without being able to view or edit existing ones in the same folder.

Verify folder permissions

Right-click the shared folder in OneDrive and select 'Manage access' to see the complete list of users who have been granted access to the directory.

Check inherited file permissions

Right-click an individual file inside the shared folder and select 'Manage access'. Note that while new users might not be listed as direct owners, the inherited folder-level permission still grants them full access.

Test user access

Ask one of the newly added users to open an existing file from the folder to confirm they have both view and edit capabilities.

Understanding Folder-Level Permissions in OneDrive

Permission Inheritance: If a user has access to a parent folder, they automatically have access to all its files. There is no need to manually share each individual document again when adding a new user.

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Frequently Asked Questions

Can I let someone add files to a OneDrive folder but not edit existing ones?

No, OneDrive currently does not offer a permission level that restricts users to only adding files without granting them the ability to edit existing files in that folder. You can submit feedback to OneDrive Support to request this feature.

Why don't individual files show the newly added users in OneDrive?

Individual files inherit permissions from the parent folder. The 'Manage access' panel for a specific file might only display users who were given direct access, but the inherited folder permissions still apply, allowing the new users to edit the files.

How do I revoke access for a specific user in a shared folder?

Right-click the shared folder, select 'Manage access', find the user's name in the list, and change their permission to 'Stop sharing' or 'Remove direct access'.

Document & File Issues