File Sharing Problems

How to Stop an Excel Workbook from Being Shared or Forwarded

Ayan Masood Sep 30, 2026 869 views

Question details

The user wants to revoke sharing permissions for an active Excel workbook and prevent individuals from forwarding or copying the file.

How to Stop an Excel Workbook from Being Shared or Forwarded

Product: Microsoft Excel
Device & OS: not provided
Scenario: Managing file access security for an Excel workbook stored on a cloud drive to prevent unauthorized viewing or distribution.
Observed behavior: Standard cloud sharing settings can stop active online access, but they cannot inherently prevent a user from copying or forwarding a workbook they have already downloaded.

Before you start

Ensure you are the owner of the Excel workbook or have administrative privileges in the OneDrive or SharePoint folder where the file is stored.

Solution 1Recommended

Stop Sharing via Manage Access in OneDrive or SharePoint

Use the built-in access management tools in your cloud storage to immediately revoke all active sharing links and direct permissions.

By stopping sharing, you immediately cut off online access for anyone using a previously generated link. However, this method cannot prevent someone from forwarding or copying a file that they have already downloaded to their local computer.

Locate the workbook

Open your OneDrive or SharePoint folder in your web browser and find the Excel workbook you want to secure.

Open the Manage Access panel

Right-click the workbook and select 'Manage access' from the context menu.

Stop sharing

Click 'Stop sharing' to disable all sharing links at once, or manually remove specific links and users by clicking the trash can or 'X' icon next to their names.

Advanced Sharing Settings: In the Manage Access panel, you can also open advanced sharing settings to remove unique permissions, forcing the file to inherit its parent folder's strict permissions.

Solution 2

Apply Information Rights Management (IRM) or Sensitivity Labels

Use advanced Microsoft 365 encryption features to restrict forwarding and copying, even if the file is downloaded.

Secure File Sharing

Easily Control File Access and Passwords with WPS Office

WPS Office provides highly secure file sharing and local encryption tools. You can easily share spreadsheets as secure WPS Cloud links, instantly revoke access, or apply password protection to prevent forwarded files from being opened.

1. Open your workbook: Launch WPS Office and open your spreadsheet file.
2. Apply password protection: Go to the 'Menu' at the top left, select 'Document Encryption', and set a strong password. This ensures that even if the file is downloaded and forwarded, unauthorized users cannot open it.
3. Share via WPS Cloud: Click the 'Share' button in the top right corner to create a secure, view-only or editable cloud link for controlled online collaboration.
4. Cancel sharing: To revoke online access at any time, open your WPS Cloud space, right-click the shared file, and select 'Cancel Sharing'.

Instantly generate, manage, and cancel secure sharing links via WPS CloudEasily apply document encryption passwords to restrict offline forwardingHighly compatible with Microsoft Excel (.xlsx) and other Office formatsFree and lightweight spreadsheet alternative with a familiar interface

microsoft office alternative - wps office

Frequently Asked Questions

Can I prevent someone from forwarding an Excel file they have already downloaded?

Standard cloud permissions only control access to the online version of the file. Once a user downloads a copy to their local hard drive, they can forward it freely unless you applied Information Rights Management (IRM) or password encryption before they downloaded it.

What happens when I click 'Stop sharing' on a workbook?

Clicking 'Stop sharing' instantly deletes all active sharing links and removes direct access for anyone who was invited. Those users will no longer be able to view, edit, or download the online file.

Will people be notified when I stop sharing a file with them?

No, OneDrive and SharePoint do not send an automatic notification when you revoke access. The users will simply receive an 'Access Denied' error the next time they try to open the sharing link.

How do I remove access for a specific person instead of everyone?

In the 'Manage access' panel, find the specific user under the 'Direct access' or 'Links giving access' sections. Click the dropdown or 'X' next to their specific name and select 'Remove direct access' to revoke their permissions without affecting others.

Document & File Issues