How do I review all the accesses I gave in my One Drive universe ?

Carmelo Balagtas 20 Reputation points
2025-07-24T13:36:11.0933333+00:00

I like to continue the request or question raised before,
"Manage the sharing of subfolders inside a folder Jul 31, 2019, 11:56 AM"

  1. I only see, "Manage Access" where's the advance settings ?
  2. How then do I review all the access I shared across all the folders I have in my One Drive account
  3. I am trying to solve the security concern given some members of my teams mainly composed by Freelancers, have already left. I'd be happy to know that access are taken out if not restricted for the email address granted previously

I am glad to have found a sample of how I envisioned this, proving that my idea is not new, and that it is do-able, asap.

Take it from NOTION - the app/software for project management.

  1. they enlist the People / users currently who were given access to any folder in the total universe
  2. then they indicate how many folders are assigned or given access to, per People/User
  3. and further distinguishing what control / access is given per access in bullet 5User's image

User's image

Thank you in advance,
Carmelo

Microsoft 365 and Office | OneDrive | Other | Windows
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Edward Schlobohm01 10,190 Reputation points Independent Advisor
2025-08-05T16:14:52.3866667+00:00

Hey Carmelo,

Thanks for getting back to me. So, just a heads up about the current limitations with OneDrive. There’s no global access dashboard for personal OneDrive accounts and Manage Access is only available on a per file/folder basis.

For the Shared > Shared by me view, it doesn’t provide user-level access summaries. If you’re using OneDrive for Business, you can take advantage of Microsoft Purview, which helps manage data services across your on-premises, multicloud, and SaaS environments. This includes Azure storage services, Power BI, databases like SQL or Hive, file services like Amazon S3, and a lot more.

If you’re on personal OneDrive, your best bet is to manually check via Shared > Shared by me or remove old sharing links through Manage Access. Here’s the link for Microsoft Purview features: https://www.microsoft.com/en-us/security/business/microsoft-purview

Let us know if this helps or if you need more assistance.

Warm Regards,

Edward Schlobohm

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  1. Carmelo Balagtas 20 Reputation points
    2025-07-28T13:31:59.74+00:00

    Hi Edward,

    Is there another way to have a summary of all active users in my space and the folders or files they access to, to be presented differently (A) ?

    With 1,061 files and folders, I feel it's too manual. Howcome other platforms like NOTION as I shared, was able to proceed with better USER EXPERIENCE (refer to A). Is this something your team will work on, in a foreseeable future ?

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  2. Edward Schlobohm01 10,190 Reputation points Independent Advisor
    2025-07-24T15:14:06.15+00:00

    Hi Carmelo,

    Thank you for contacting the Microsoft Community and for sharing the information, it confirms your concern about reviewing and managing shared access across your OneDrive folders, especially to ensure former freelancers no longer have access. I'll be more than happy to happy to answer your question.

    Here’s a step-by-step guide to help you audit and manage access in OneDrive:

    1. Use the “Shared” View

    Go to OneDrive Online.

    On the left panel, click “Shared”.

    Select “Shared by me” to see all files and folders you've shared.

    2. Check “Manage Access”

    For each item, click the three dots (...) > Manage Access.

    You’ll see:

    People with direct access

    Shared links (view/edit)

    Option to remove access or change permissions

    3. Access Advanced Settings (via SharePoint)

    If you're using OneDrive through Microsoft 365 (Business or Enterprise), folders are backed by SharePoint. You can:

    Right-click the folder > Open in SharePoint

    Go to Settings > Permissions

    Click Advanced permissions settings

    From here, you can:

    View all users with access

    Remove or restrict access

    Break inheritance to manage subfolder permissions separately

    4. Remove Access for Former Freelancers

    In either OneDrive or SharePoint:

    Locate the email addresses of former team members.

    Remove them from the access list.

    Disable shared links if they were used.

    Let me know if you need more assistance and I'll assist you.

    Best regards,

    Edward Schlobohm

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