File Sharing Problems

How to Fix OneNote Sharing Limits on a Free Microsoft Account

Nimra Malik Oct 10, 2026 869 views

Question details

The user needs to know how to resolve a sharing limit issue where sharing OneNote files with more than 50 people on a free 5 GB Microsoft account triggers an error.

How to Fix OneNote Sharing Limits on a Free Microsoft Account

Product: Microsoft OneNote (OneDrive)
Device & OS: not provided
Scenario: Sharing a OneNote file or folder with a large group of people (more than 50) using a free Microsoft account.
Observed behavior: Recipients receive an error message stating that the file does not exist or may have been deleted, rather than gaining access to the shared notes.

Before you start

Verify your current OneDrive storage capacity to ensure your total file size hasn't exceeded the free 5 GB limit, which can also trigger sharing restrictions.

Solution 1Recommended

Share Individual Notebooks Instead of Large Folders

Bypass folder-level sharing limitations by sharing individual OneNote files directly with your collaborators.

Because OneNote files are hosted in OneDrive, they are subject to strict folder sharing limitations on free accounts. Sharing a large folder with many users can trigger automated restrictions.

Open OneDrive

Locate the specific file

Instead of selecting the main parent folder, click to open the folder and locate the specific OneNote notebook you want to share.

Share the individual file

Select the individual OneNote file, click the 'Share' button at the top of the screen, and enter the email addresses of your recipients.

Share Individual Notebooks Instead of Large Folders

OneDrive Service Limits: This workaround helps prevent triggering the bulk-sharing spam filters that often cause the 'file deleted' error on free Microsoft accounts.

Solution 2

Divide Content into Smaller Folders

Reduce the sharing load on a single directory by splitting your notes across multiple folders.

Solution 3

Upgrade to a Microsoft 365 Subscription

Increase your storage limit from 5 GB to a higher tier to unlock broader sharing thresholds.

Free Microsoft Office alternative

Try WPS Office for Seamless Document Sharing and Collaboration

If Microsoft's 5 GB storage and sharing limits are disrupting your workflow, consider switching to WPS Office. It provides a lightweight, highly compatible alternative with built-in cloud storage and easy link-sharing capabilities, allowing you to collaborate with large groups without friction.

Free to use with a familiar, easy-to-learn interface.Highly compatible with Microsoft Office formats including Word (.docx), Excel (.xlsx), and PowerPoint (.pptx).Built-in WPS Cloud storage makes sharing documents and collaborating with large teams hassle-free.Lightweight installation that runs smoothly on Windows, Mac, Linux, iOS, and Android.

microsoft office alternative - wps office

Frequently Asked Questions

Why does my shared OneNote link say the file is deleted?

This error often occurs on free Microsoft accounts when you hit the OneDrive sharing limit (such as sharing a folder with over 50 people at once). The system temporarily blocks access to prevent spam, displaying a generic 'file does not exist or may have been deleted' message.

What is the storage limit for a free Microsoft account?

A free Microsoft account currently provides 5 GB of cloud storage, which is shared across OneDrive, Outlook attachments, and other Microsoft cloud services.

Can I increase my OneNote sharing limit without paying?

While you cannot change the hard limits of a free account, you can work around them by sharing individual OneNote files instead of entire folders, or by dividing your recipients into smaller sharing groups to keep under the threshold.

Does deleting old files help with the sharing limit?

Yes, if your sharing error is caused by exceeding your total 5 GB storage capacity, deleting unnecessary files or emptying the OneDrive recycle bin will free up space and may restore your ability to share OneNote documents.

Document & File Issues