How to Change Permissions on a SharePoint File
Permissions aren’t permanent. As work changes, so should access. Changing someone from edit to view-only is a 10-second job — and often the right call.
What it is
Permissions in SharePoint and OneDrive are designed to be adjusted. Someone moves from being a contributor to a reviewer? Change them to view-only. A file moves from ‘in development’ to ‘final’? Lock down editing. The platform supports all of this without breaking anything; it just needs someone to actually do it.
The three core permission levels are simple: view (read only), edit (can change content), and full control (can change permissions and delete). For 95% of cases, view and edit are all you need. Full control should be limited to file owners and administrators.
Changing permissions doesn’t remove the user — they still have access, just at a different level. They won’t get a notification (unless you choose to send one), so the change is invisible from their perspective until they next try to do something they no longer can.
When to use this
- When someone moves from contributor to reviewer.
- When a file becomes ‘final’ and shouldn’t be edited further.
- When a project transitions from development to production.
- When you want to keep someone informed but stop their direct edits.
How to do it
- Open the file in SharePoint or OneDrive.
- Click the file menu and select Manage access.
- Find the person whose permissions you want to change.
- Click the dropdown next to their permission level.
- Select the new level (e.g. change from Can edit to Can view).
- Confirm the change.
- Optional: send a brief message explaining the change if it might affect their work.
Best practices
- Use the lowest permission level that still gets the job done. Most people don’t need edit; they need view.
- Lock down ‘final’ files to view-only. Once approved, edits should require explicit re-opening of the file.
- Reserve ‘full control’ for owners and administrators. Most users should never have it.
- Communicate significant changes. If someone loses edit access on a file they use daily, tell them why.
Common mistakes
- Granting edit by default. Most sharing should default to view. Edit is the exception.
- Forgetting that ‘full control’ includes the ability to delete. If you grant it, you’ve granted permission to wipe the file.
- Using complex custom permissions. If your sharing model requires explanation, it’s too complex. Simplify.
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How do I change permissions on a SharePoint file?
Select the file, click Manage access. Next to the person or link you want to change, click the permission level dropdown (Can edit / Can view / Can review). Pick the new level. Save. The change applies instantly — no notification sent, the person just gets the new level of access from their next click.
What’s the difference between Edit and Full Control in SharePoint?
Can Edit lets users add, modify, and delete content within the file or library. Full Control additionally lets them change permissions and settings — effectively making them a co-owner. Almost nobody needs Full Control except site owners; default to Edit for collaborators and View for everyone else.
Can I give someone temporary edit access in SharePoint?
Yes — combine Edit permission with an expiry date. In Link settings, set permission to Edit and add an expiry date (e.g. 30 days). After that date, access reverts automatically. Useful for contractors, reviewers, and one-off collaborations where you don’t want to remember to revoke.
Why can’t I change permissions on a SharePoint file?
Three common reasons: you don’t have permission to change permissions (only Owner or Full Control can); the file inherits permissions from a parent and inheritance is locked; or a sensitivity label is applied that overrides manual permission changes. Check the file’s information pane and library settings to identify which.