Review, Change, or Remove OneDrive Sharing Access

This article explains how to review who has access to your OneDrive files and folders, change sharing permissions, remove sharing links, and stop sharing items that no longer need to be shared.

Before you begin: You can only manage sharing settings for files and folders you own or have permission to manage. Use caution before removing access, especially if others still need the file or folder.

Recommended sharing option: Specific people or People you choose is recommended for most sharing because it limits access to only the people you select.

OneDrive Sharing Options Overview ▾

OneDrive may show different sharing options depending on FAU settings, the file location, and whether the item is stored in OneDrive, Teams, or SharePoint.

Anyone: Gives access to anyone who receives the link, even if the link is forwarded. Use caution with this option.
People in Florida Atlantic University: Gives access to people at FAU who have the link. This is broader than sharing with specific people.
People with existing access: Creates a link for people who already have access. This does not grant new access.
Specific people / People you choose: Gives access only to the people you specify. This is the recommended option for most sharing.
Direct access: Gives access directly to specific users or groups, separate from a sharing link.

Security tip: If you see broad access such as Anyone or People in Florida Atlantic University, review whether that access is still needed. If not, remove it and share again using Specific people or People you choose.

Review Files and Folders You Have Shared ▾

Use OneDrive on the web to review files and folders you have shared.

Go to https://portal.office.com.
Sign in with your full FAU email address.
Select OneDrive.
Select Shared.
Select Shared by you.

Select the file or folder you want to review.
Select the three dots (...) for more options.
Select Manage access.

Identify Broad or Risky Sharing Access ▾

Review the sharing access shown in Manage access. If access is broader than needed, update or remove the access.

Anyone access

If you see Anyone with the link can view or a similar Anyone link, the file may be accessible to anyone who has the link. If this level of access is not required, stop sharing and share again using Specific people or People you choose.

People in Florida Atlantic University access

If you see People in Florida Atlantic University, anyone at FAU with the link may be able to access the item. If this is broader than intended, remove that link and share again using Specific people or People you choose.

People in Florida Atlantic University and Direct Access

A file may be shared in more than one way. For example, it may have both a broad People in Florida Atlantic University link and direct access for specific users. In this situation, consider removing the broader FAU link and keeping direct access only for the people who still need access.

People you choose access

If the file was shared using People you choose or Specific people, you should see the people who have access. You can use the dropdown or access menu to review or modify their permissions.

Change or Remove Sharing Access ▾

You can stop sharing an item, delete a sharing link, remove access for specific people, or change permissions from Manage access.

Select the file or folder you want to review.
Select the Information icon in the upper-right corner to open the details pane.

Select Manage access.
Review the people, groups, and links that have access.

Available actions

Stop sharing: Use this to stop sharing the file or folder entirely, when available.
Delete a sharing link: Select the options menu next to a sharing link, then remove or delete the link.
Remove a specific person: Expand the list under a specific people link, then remove the person who no longer needs access.
Change direct access: Under Direct access, use the dropdown next to a person’s name to change or remove their access.
Change view/edit permissions: Update whether the person can view or edit, if that option is available.

Important: Removing a sharing link may affect everyone using that link. Removing direct access only affects the selected person or group.

Manage Sharing from the OneDrive Desktop Folder ▾

If OneDrive sync is set up on your computer, you may also be able to manage sharing from the OneDrive folder in File Explorer on Windows or Finder on Mac.

Open your OneDrive - Florida Atlantic University folder.
Right-click the shared file or folder.
Select Share.
Select More (...) or the access options menu.
Select Manage access.
Review, change, or remove access as needed.

Tip: If the desktop sharing window does not show the options you need, open OneDrive on the web and manage access from there.

Check for a Shared with Everyone Folder ▾

Some older OneDrive accounts may contain a folder named Shared with Everyone. If you do not see this folder, you do not need to continue with these steps.

Go to https://portal.office.com.
Sign in with your full FAU email address.
Select OneDrive.
Look for a folder named Shared with Everyone.

Important: If this folder exists, review the files and folders inside it carefully. Older OneDrive configurations used this folder for broad sharing. If files should not be broadly accessible, move them to another folder and review their sharing access.

Recommended actions

Move files out of Shared with Everyone if they should not be broadly shared.
Delete files or folders that are no longer needed.
Review sharing access on any files you keep.
After reviewing the contents, you may delete the Shared with Everyone folder to reduce the risk of accidentally placing files there later.

Access Review Tips ▾

Review shared files regularly, especially files containing sensitive or department-related information.
Remove broad links such as Anyone or People in Florida Atlantic University if they are no longer needed.
Use Specific people or People you choose when sharing again.
Use Can view instead of Can edit when recipients do not need to make changes.
Remove users who no longer need access.
Be careful when sharing folders because new files added later may inherit access from the folder.

Troubleshooting ▾

If you do not see Manage access, confirm that you own the file or have permission to manage access.
If you remove a link and someone loses access, share the file again using Specific people or People you choose.
If a person still has access after you removed a link, check whether they also have Direct access or access through another shared folder.
If you cannot remove access, the file may be stored in a Teams or SharePoint location where permissions are controlled by the team or site.
If a shared file still appears in someone’s recent files, it does not always mean they still have access. Ask them to open the file to confirm access.
If you are unsure whether a file is shared too broadly, contact the Help Desk before sharing or removing access.

Still Need Help?

If you need help reviewing, changing, or removing OneDrive sharing access, please contact the Help Desk at 561-297-3999 or submit a ticket for assistance.

Submit a OneDrive support request

0 reviews

Print Article

Updating...