Permission & Access Issues

Fix Missing Sharing Controls to Remove Former Employees from OneNote

Camila Milosovich Sep 28, 2026 868 views

Question details

The user needs to revoke access for former employees from a shared OneNote notebook, but standard sharing controls are missing within the application.

How to Remove Former Employees from a Shared OneNote Notebook

Product: Microsoft OneNote
Device & OS: not provided
Scenario: Revoking file access for a former employee to secure company data when in-app sharing options are unavailable.
Observed behavior: Contacts are visible under the File menu, but they cannot be selected or removed because the sharing control interface is entirely missing.

Before you start

Ensure you have administrator or owner permissions for the OneDrive or SharePoint folder where the OneNote notebook is originally stored.

Solution 1Recommended

Manage Permissions via OneDrive or SharePoint Web Interface

Bypass the missing desktop application controls by managing file access directly from your cloud storage provider in a web browser.

When sharing controls disappear in the OneNote desktop client, the issue is often related to UI glitches or enterprise policy restrictions. Managing the notebook's permissions directly at the source level (OneDrive or SharePoint) guarantees that the access revocation is applied correctly.

Locate the Notebook Storage

In OneNote, go to File > Info to check the URL or path of the notebook to see if it is stored in OneDrive, SharePoint, or a local network drive.

Open Storage in Browser

Open your preferred web browser and log into your Microsoft 365, OneDrive, or SharePoint account.

Navigate to the File

Locate the specific shared OneNote notebook file within your cloud storage directories.

Manage Access

Right-click the notebook file, select 'Manage Access' or 'Details', find the former employee in the permissions list, and choose 'Remove' or 'Stop Sharing'.

Manage Permissions via OneDrive or SharePoint Web Interface

Access Successfully Revoked: Revoking access at the cloud storage level immediately prevents the former employee from syncing or viewing any future updates to the notebook.

Solution 2

Verify and Update Microsoft Office Version

Updating your application can restore missing UI elements and fix known sharing control bugs.

Free Microsoft Office alternative

Securely Collaborate and Share Documents with WPS Office

If managing permissions in Microsoft Office applications is becoming cumbersome or prone to UI glitches, consider switching to WPS Office. It provides a lightweight, highly compatible alternative with intuitive built-in sharing and team collaboration controls.

1. Download and Install: Get WPS Office for free from the official website and install it on your device.
2. Sign In and Sync: Log in with your WPS account to manage team documents and access built-in cloud storage.
3. Invite and Manage Collaborators: Use the intuitive sharing panel to invite team members and easily toggle their edit or read-only permissions.

Easily manage sharing permissions and team collaboration securelySeamless compatibility with Microsoft Word, Excel, and PowerPoint formatsLightweight application that runs smoothly on Windows, Mac, and LinuxFree to use with comprehensive document management and cloud tools

microsoft office alternative - wps office

Frequently Asked Questions

Why are the sharing controls missing in my OneNote desktop app?

Sharing controls may disappear due to syncing glitches, outdated application builds, or if the notebook is managed by organizational policies on SharePoint where only web-based permission management is allowed.

Can a former employee still access an offline copy of the notebook?

If they synced the notebook to their device before their access was revoked, they retain that specific offline cache. However, they will be disconnected from the server and cannot receive updates or sync new changes.

How do I find out exactly where my OneNote notebook is stored?

In the OneNote desktop application, go to File > Info. You will see a path or web address listed under the notebook's name, which indicates whether it is saved locally, on OneDrive, or within SharePoint.

Document & File Issues