Microsoft 365 Help Set and check file permissions
Give the right people view or edit access, and understand team membership.
Before you start
- Only change access for information you are authorised to share.
- You may need the file owner or team owner to make the change.
Choose the option that matches your screen or the task you want to do.
Share one file with named people
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Find the file
Open the chat or channel containing the file. In its Shared or Files area, select the document you need to share.
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Open the sharing window
Select Share from the file menu. If controls are missing, use Open in SharePoint for channel files or open the original work OneDrive file.
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Check who the link is for
Open Link settings, usually the gear or audience text. Choose People you choose or Specific people when sharing with named recipients.
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Choose what they can do
Select Can view for reading or Can edit when they must change the document. Editing access to folders may also allow changes or deletion of their contents.
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Enter and check the recipients
Apply the settings, type the full email addresses, and verify each name. For clients outside Initech, external sharing must be permitted by IT.
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Send the invitation
Add a short message explaining the document and select Send. Alternatively, copy the configured link and send it only to the intended people.
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Review existing access
Return to the file’s Manage access option. Check people, groups and links. A person may have more than one route to the file.
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Change or remove access when authorised
Only if you later need to change or end access, follow these instructions: Change the person’s direct access or remove the relevant sharing link if the controls allow it. Removing one link does not remove access already granted through team or site membership.
Add a colleague to the whole team — owners only
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Decide whether they need the whole team
Adding someone to a team gives broader access than sharing one document. Standard channels are generally available to the team’s members.
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Open the team menu
Beside the team name, choose … then Add member. Search for the colleague and select their work account.
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Keep the usual Member role
Add them as a Member unless they are specifically responsible for managing the team. Private and shared channels have their own membership rules.
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Check the result
Ask them to open the intended channel. If you are not an owner, ask the team owner to approve the membership change.
You have finished when…
- The intended person can open the file with the required access.
- You have reviewed any wider team or link access.
Helpful tips
- A view-only link does not downgrade someone who already has edit rights through a team.
- Do not change SharePoint inheritance or advanced site permissions as a routine staff task; ask IT.
Something looks different?
Manage access will not let me change anything
You may not own the item or have permission to share it. Ask the owner.
A client gets Access denied
Check their exact email, link audience and external-sharing policy. They must use the identity the link was shared with.
Microsoft help & further guidance
Menu names can change as Microsoft updates the apps. These official pages include further instructions.