How to Move Company Files into a Shared OneDrive Project Folder When Permissions Are Missing
Question details
A user needs to organize company files inside a shared OneDrive project folder but cannot create subfolders or move files because the shared folder lacks edit or manage permissions.
- Product
- Microsoft OneDrive for Business
- Device & OS
- not provided
- Scenario
- The user is collaborating through a shared OneDrive project folder and needs to create subfolders and move company documents into it.
- Observed behavior
- OneDrive prevents creating subfolders or moving files, typically because the folder was shared with link-only or view-only permissions instead of direct edit permissions.
Before you start, sign in to the work or school account that was invited to the shared OneDrive folder, and ask the folder owner how the folder was shared—especially whether it was shared by a link or by a direct invitation with Edit permissions.
Ask the Owner to Grant Edit Permissions in OneDrive for Business
Use this when the shared project folder opens but the New Folder command is unavailable or moving company files is blocked; the owner must confirm and update the sharing permission.
In OneDrive for Business, the ability to create subfolders and move documents is tied to the sharing permission level. A folder shared through a link-only or view-only link allows viewing or downloading but not folder management.
Go to the OneDrive for Business web app, open the shared project folder, and try the New > Folder command or drag a company file into it. If the option is unavailable, the share is view-only or link-only.
Ask the folder owner to select the shared folder, choose Share or Manage access, and confirm whether it was shared through a sharing link or a direct invitation with Edit permissions.
The owner can click your account or the sharing link, change the permission from Can view to Can edit, and save the setting. Direct Edit permissions allow users to create subfolders and move or copy documents.
Refresh OneDrive after the owner updates the permission, reopen the shared project folder, and create a subfolder or move a company file to confirm access.
Have the Folder Owner Reshare the Project Folder with a Direct Edit Invitation
Use this if the owner originally shared the folder through an anyone-with-link view-only link and you still cannot manage files after a link change.
Use WPS Office as a Free, Lightweight Alternative for Office Files Before Uploading to OneDrive
OneDrive sharing permissions must be changed by the folder owner in Microsoft OneDrive for Business—WPS Office cannot edit those permission settings. For the Office files you need to move, WPS Office is a free, lightweight, format-compatible alternative that lets you open, edit, and save Word, Excel, and PowerPoint files with a familiar interface before you upload them to an authorized location.
- 1. Download WPS Office: Visit the official WPS Office site and click Download WPS Office Free to install the suite on your Windows or Mac computer.
- 2. Edit the company files that will be moved: Open the Word, Excel, or PowerPoint files in WPS Writer, WPS Spreadsheets, or WPS Presentation, make any necessary edits, and save them locally.
- 3. Verify OneDrive Edit permissions in your browser: Open OneDrive for Business in your web browser, select the shared project folder, and confirm with the owner that your account has Can edit permission.
- 4. Upload or move the saved files into the shared folder: In OneDrive, select Upload or drag the files saved by WPS Office into the shared project folder that now allows folder management.
Frequently Asked Questions
Why can I open a shared OneDrive folder but cannot create subfolders in it?
You most likely have view-only or link-only access. OneDrive for Business requires Edit or higher permissions to create subfolders and move or copy documents.
Does a OneDrive sharing link give folder management permissions?
Not always. A link can be set to view-only or edit, but a link-only sharing permission does not provide folder management access. For internal company folders, a direct invitation with Can edit is more reliable.
How do I ask the owner to change my OneDrive permission?
Ask the owner to open OneDrive for Business, select the shared folder, choose Share or Manage access, click your account or the sharing link, and change the permission from Can view to Can edit.
Can WPS Office fix OneDrive sharing permissions?
No. WPS Office cannot change Microsoft OneDrive or OneDrive for Business sharing permissions. The folder owner must update the permission in OneDrive itself.
What can I do if the owner will not grant Edit permissions?
Request a direct invitation with Edit permission or ask for an alternative folder where you have edit access. You can still use WPS Office to open and edit the Office files locally before uploading them to an authorized location.
