Permission Levels and How to Remove Access from a File

This article reviews permission levels within a Microsoft file and demonstrates how to remove access from a file.

This article reviews permission levels within a Microsoft file and demonstrates how to remove access from a file. 

Permission Levels in Microsoft Word, Excel, and PowerPoint 

• Can edit: Users with this access level can edit, read, and download the file. 

• Can view: Users with this access level can only read and download the file. They cannot edit. This is the default permission level when sharing all files. 

• Can’t download: Users with this access level can only read the file online. They cannot download or edit. 

• Can review: Users with this access level can read and download the file, as well as suggest changes in comments built into Word. They cannot edit the file themselves. This permission level is only available in Word. 

Removing Access from a File 

If you no longer want to share a file with someone, there are two ways we suggest removing access from that person. 

The first is through the Documents Library in SharePoint or OneDrive: 

1. Open your OneDrive or SharePoint Documents tab. 

2. Locate the file and click the check mark next to the file’s name. 

3. In the ribbon above the files, click “Share”. 

4. In the pop-up window, in the bottom-left corner, click the circle or line of circles. 

5. In the new window, you will see a list of people the file has been shared with. 

6. Click the user’s name you want to remove access from. 

7. In the new window, click “Direct Access: can view”. 

8. In the drop-down menu, click “No direct access” to remove access from that user to this file. 
   a. You can also change permissions here as needed. Permission levels will be explained below. 

9. Click “Apply”. 

 

The second way is through the file: 

1. Open your Word, Excel, or PowerPoint file. 

2. In the top-right corner, click “Share”. 
   Note: Word's button is blue, PowerPoint's button is red-orange, Excel's button is green.

3. From the drop-down menu, click “Manage access”. 

4. In the new window, you will see a list of people the file has been shared with. 

5. Click the user’s name you want to remove access from. 

6. In the new window, click “Direct Access: can view”. 

7. In the drop-down menu, click “No direct access” to remove access from that user to this file. 
   a. You can also change permissions here as needed. Permission levels will be explained below. 

8. Click “Apply”. 

If you are wanting to remove everyone's access from a file: 

1. Open your OneDrive or SharePoint Documents tab. 

2. Locate the file and click the check mark next to the file’s name. 

3. In the ribbon above the files, click “Share”. 

4. In the pop-up window, in the bottom-left corner, click the line of circles. 

5. In the new window, you will see a list of people the file has been shared with. 

6. Just under “Manage access”, there is a “Stop sharing” button. 

Note: If you click this, you will remove access from everyone with the file’s link. 
 * In SharePoint, only the SharePoint site’s owners and administrators will have access. Members and Visitors will no longer have access. 
 * In OneDrive, it will remove everyone except the owner/creator of the file. 
 * Use this sparingly. ​​​​​​​