Permission & Access Issues

What Does the People and Key Icon Mean in OneDrive? How to Check Permissions

Bushra Parveen Sep 28, 2026 869 views

Question details

The user wants to know what the people-and-key icon signifies when it appears next to a user listed as an Owner in a shared OneDrive folder, and how to verify their exact permissions.

Product: OneDrive
Device & OS: not provided
Scenario: Managing access and reviewing user permission levels in a shared OneDrive or SharePoint folder.
Observed behavior: When viewing access rights, some users are shown simply as 'Owners', while others are displayed as 'Owners' with an additional people-and-key icon beside their name.

Before you start

Ensure you are logged into your Microsoft account on OneDrive for the web, as the advanced permission management settings required to check access levels are not available in the desktop or mobile apps.

Solution 1Recommended

Understand the Icon and Verify Access via Advanced Settings

Identify the meaning behind the people-and-key icon and use the 'Check Permissions' tool in OneDrive to verify exact user access levels.

The people-and-key icon in a shared OneDrive or SharePoint environment typically indicates that the user not only has ownership rights but also holds additional permission-management privileges, such as Site Administrator or Full Control.

To confirm the specific privileges associated with this user, you need to navigate to the Advanced permission settings on the web.

Select the Shared Folder

Log in to OneDrive for the web, navigate to your 'My files' or 'Shared' directory, and select the folder you want to inspect by clicking the circle on the left side of the folder name.

Open the Manage Access panel

Click the 'Information' (i) icon in the upper-right corner of the screen to open the details pane, then click on 'Manage access'.

Access Advanced Settings

In the Manage Access window, click the three-dot (ellipsis) menu icon in the top right corner and select 'Advanced settings' from the dropdown list.

Use the Check Permissions Tool

In the Advanced permissions page, click 'Check permissions' in the top ribbon menu. Enter the name or email address of the user with the people-and-key icon, then click 'Check Now' to view their exact permission levels.

Understand the Icon and Verify Access via Advanced Settings

SharePoint Interface Redirect: Clicking 'Advanced settings' will briefly redirect you to a SharePoint-style permissions page. This is normal, as OneDrive's file sharing architecture is built on top of SharePoint.

Free Microsoft Office alternative

Collaborate Seamlessly with WPS Office

If you frequently work with shared documents and need a simpler, more intuitive way to manage files and collaborate, try WPS Office. It is a highly compatible, feature-rich alternative to Microsoft Office that makes document sharing and editing effortless.

1. Download WPS Office: Visit the official WPS Office website and download the free installation package for your operating system.
2. Install the Software: Run the downloaded installer and follow the quick on-screen instructions to set up the software.
3. Start Collaborating: Open your existing Office documents directly in WPS Office and use the built-in 'Share' button to collaborate with your team.

Completely free to use with a clean, familiar interface.Fully compatible with Microsoft Word, Excel, and PowerPoint file formats.Built-in WPS Cloud storage makes file sharing and permission tracking straightforward.Lightweight application that runs smoothly across Windows, Mac, Linux, and mobile devices.

microsoft office alternative - wps office

Frequently Asked Questions

Can I remove the people-and-key icon from a user?

You cannot directly hide or remove the icon without changing the user's underlying permissions. If you downgrade their access from Full Control/Administrator to a standard editing or viewing role, the icon will automatically disappear.

What is the difference between a standard Owner and an Owner with the key icon?

A standard Owner can edit files, upload documents, and share the folder with others. An Owner with the people-and-key icon usually has Full Control, meaning they can manage site-wide permissions, delete the repository, and alter access requests.

Why can't I see the 'Advanced settings' option in my OneDrive?

The 'Advanced settings' option is only available on OneDrive for the web. If you are trying to manage access through the Windows File Explorer, macOS Finder, or the OneDrive mobile app, you must open the folder in your web browser instead.

Does this icon appear in personal OneDrive accounts?

The people-and-key icon is predominantly found in OneDrive for Business and SharePoint environments, where complex permission structures and administrator roles are required.

Document & File Issues