Permission & Access Issues

How to Remove One Person from a Shared OneNote Link

Natalie Taylor Oct 10, 2026 868 views

Question details

The user needs to remove a specific individual's access to a shared OneNote notebook without revoking access for other users who are using the same shared link.

How to Remove One Person from a Shared OneNote Link

Product: Microsoft OneNote
Device & OS: not provided
Scenario: Managing user permissions and revoking access for specific individuals on a shared notebook.
Observed behavior: The notebook is shared via an unrestricted 'Can Edit' link, which makes it impossible to remove just one person without affecting others who rely on the same link.

Before you start

Verify how the OneNote notebook was originally shared. If it was shared via an unrestricted 'Anyone with the link' setting, you cannot remove individual users directly and will need to replace the link entirely.

Solution 1Recommended

Revoke the Unrestricted Link and Create a New One

Since unrestricted links do not track individual permissions, the only way to remove one person is to delete the existing shared link and generate a new one for the remaining users.

When a notebook is shared using an unrestricted 'Anyone with the link can edit' option, Microsoft OneNote does not distinguish between individual users. Therefore, you cannot selectively remove one person from that specific link. The most secure approach is to break the current link and share a new one exclusively with the individuals who should retain access.

Access Sharing Settings

Open your OneNote notebook, or locate the notebook file in your OneDrive account, and click the 'Share' button in the top right corner.

Open Manage Access

In the sharing dialog box, click on 'Manage Access' to view all the active links and users associated with the notebook.

Delete the Existing Link

Find the unrestricted link under the 'Links Giving Access' section, click the trash can icon next to it, and confirm the deletion to revoke access for everyone using it.

Share a New Link

Create a new sharing link (preferably selecting 'Specific people' for better security) and send it only to the users you want to keep collaborating with.

Revoke the Unrestricted Link and Create a New One

Communication is Key: Deleting the link will immediately lock out all users. Be sure to notify the remaining collaborators and provide them with the new link promptly.

Solution 2

Remove Specific Users via Direct Access

Use this method if you originally shared the notebook by assigning permissions directly to specific email addresses rather than using an open link.

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Frequently Asked Questions

Can I see who has viewed my shared OneNote link?

If the notebook was shared with an unrestricted 'Anyone with the link' setting, anonymous users are not tracked, and you cannot see who viewed it. You can only track activity for specific individuals if they were invited directly via their Microsoft account.

What happens immediately when I delete a shared link in OneNote?

Deleting a shared link instantly revokes access for everyone who was using that specific link. They will receive an error message if they try to open or edit the notebook until you provide them with a new sharing link.

How do I share a OneNote notebook with only one specific person securely?

When clicking Share, click on the link settings and change it from 'Anyone with the link' to 'Specific people'. Enter the individual's email address. This ensures only they can access the notebook, making it very easy to remove them later from the Manage Access menu.

Why can't I find the Manage Access option in OneNote?

The sharing interface may differ slightly depending on whether you are using OneNote for Windows 10, the OneNote desktop app, or OneNote on the web. If you cannot find it inside the app, you can always log into OneDrive on your web browser, right-click the notebook file, and select 'Manage Access' from there.

Document & File Issues