How to View and Change Excel Sharing Permissions in OneDrive
Question details
The user needs to locate and manage existing sharing permissions, including edit and view rights, for a shared Excel workbook.
- Product
- Microsoft Excel / OneDrive
- Device & OS
- not provided
- Scenario
- The owner has previously shared an Excel workbook and wants to review or modify the list of users and their respective access levels.
- Observed behavior
- The owner is unable to find the list of existing users or active sharing links directly within the Excel application interface.
Ensure you are logged into the Microsoft account that was originally used to share the Excel file, as only the file owner can modify or revoke existing access permissions.
Manage Excel Sharing Permissions via OneDrive Web
The most comprehensive and reliable way to view and change access for a shared Excel file is through the OneDrive web interface.
While Excel has built-in sharing buttons, OneDrive provides a centralized dashboard called 'Manage Access' where you can see all people, groups, and links associated with a file. This method allows you to tweak individual permissions without having to reshare the document.
Open your web browser, navigate to the OneDrive website, and log in. On the left sidebar, click on 'Shared', and then select the 'Shared by me' tab.
Locate the specific Excel workbook you want to manage. Click to select it, ensuring that you select only one item at a time.
Click the Information ('i') icon located in the upper-right corner of the screen to open the Details pane. Note: If the Information icon is not visible, ensure you haven't selected multiple files.
In the Details pane, look for the 'Has access' section and click on 'Manage access'. This will open a new window detailing how the item is shared.
Review the people, groups, and sharing links. You can click the dropdown next to a user's name to change their permission from 'Can edit' to 'Can view', block downloading, or select 'Stop sharing' to completely remove access.
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Frequently Asked Questions
Can I stop sharing an Excel file completely?
Yes. In the Manage Access panel in OneDrive, you can click on 'Stop sharing' at the top. This will immediately revoke access for all previously shared links and users.
Why is the Information icon not appearing in OneDrive?
The Information icon will only appear if you have exactly one file or folder selected. Deselect any extra items by clicking the checkmarks next to them, and then click on the specific Excel workbook again.
How do I prevent users from downloading my shared Excel file?
When creating or managing a view-only sharing link in the OneDrive 'Manage Access' menu, click the gear icon for link settings and toggle on the 'Block download' option to prevent users from saving a local copy.
How do I change someone's permission from Edit to View?
Open the Manage Access pane, locate the specific user or link under the 'People' or 'Links' tab, click the pencil or permission dropdown icon next to their name, and change the setting from 'Can edit' to 'Can view'.
