- Hover over the file you want to share.
- Click the three horizontal dots (⋯) next to the file.
- Select Manage access.
- You should see the message:
“This file has not been shared with anyone yet.”
- In the top-right corner, click the Grant access icon (the person with a plus sign).
Granting Access
From the Grant access screen:
- Enter the name, group, or email address of the person you want to share with.
- Choose the permission level: (see the end of the Article for a more in-depth description of the permissions)
- Can edit – full editing access
- Can review – can suggest changes only
- Can view – view only (no edits)
- Can view – can’t download – view only, downloads disabled
- (Optional) Leave Notify people checked to send them an email.
- Click Grant access.
Tip for New Users:
If you’re unsure which option to choose, “Can view” is the safest default—it allows access without allowing changes.
Can edit
- Full editing rights
- Can change content, formatting, and structure
- Can add/remove content
- Usually can share further (depending on org settings)
Use when: You want someone to actively work on or maintain the file.
Can review
- Can add comments and suggest edits
- Can’t directly change the original content unless suggestions are accepted
Use when: You want feedback or approval without direct edits.
Can view
- Read-only access
- Can open and read the file
- Cannot edit or comment
Use when: Someone just needs to see the content.
Can’t download
- Can view the file
- Download is blocked
- Still cannot edit
Use when: Content is sensitive and should stay inside Teams/SharePoint.
Notify people (checkbox)
- When checked, the person receives an email notification with access
- Uncheck if you want to grant access quietly