Powerpoint sharing doesn't give correct permission

Question

I am currently doing a group assessment and have attempted to share the Powerpoint we were going to work on. I gave everybody access with a "Can Edit" permission attached, but when my partners try to access the file, they are locked into "Read Only", even though it clearly states the have a "Can Edit" permission. Is this a bug, a glitch, or a problem and how do i fix it?

Answer 1

Dear @Ahmed Sulaiman,

Good day. Thank you for posting your question in the Microsoft Q&A forum!

First of all, I’m sorry you’re having a problem and for the situation you encountered, I deeply understand the inconvenience caused and apologize for it.

For better assist, please kindly let me know some information:

• May I confirm whether all recipients you shared the file with are unable to edit it, correct?
• Could you please let me know which Office version you are currently using?
• Additionally, have you rechecked that the sharing permissions are correctly configured, and that the file is stored on OneDrive or SharePoint?
• To assist with further investigation, please provide a screenshot of the error message or the issue you are encountering and share it with me.

In the meantime, please try these steps below and check if it works:

1.Uncheck the Read-Only Attribute

This is a quick fix when a user sets the restriction at the file level. To bypass this restriction, go to File > Info > Protect Presentation and select ‘Always Open Read-Only’. This option is meant to enable/disable read-only mode manually. This restriction applies only to a selected file, not all files on the operating system or device.

2.Check Trust Center Settings

Numerous Trust Center Settings can affect the file’s readability. For example, by going to File > Options > Trust Center > Trust Center Settings, you can disable Protected View or enable macros automatically for files to ensure you can easily edit files without PowerPoint restricting access due to pre-enabled settings.

3.Save PowerPoint as a New File

If a PowerPoint file is locked due to network policies or inherited restrictions from its original source, you can save it as a separate file via File > Save As to create an editable version and share it again.

4.Re‑share the file correctly

• Open the file in PowerPoint for the web
• Click Share > Share again
• Remove existing links
• Create a new link and explicitly set it to Can edit

5.Check OneDrive storage (owner only)

If the owner’s OneDrive is full, collaborators may be forced into read‑only even with edit rights. Free up space if needed.

Please note that our initial response does not always resolve the issue immediately. However, with your help and more detailed information, we can work together to find a solution.   

Please feel free to reply below if you have any update or further concern. Thank you for your valuable time and cooperation. I am looking forward to your response!

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Answer 2

This is usually a permissions or file‑state issue rather than a random glitch. Work through these checks and fixes:

1. Confirm how the file is shared
   In PowerPoint (desktop or web), open the presentation and check the Share settings:
   • Select Share → Share again.
   • In the people list, confirm each collaborator is listed with Can edit (or Allow editing checked).
   • If they were invited via a link, recreate the link and ensure it’s an edit link (not view‑only). In PowerPoint for the web, Can edit is the default, but you can change it to Can view or Can’t download; make sure it’s not set to view‑only.
2. Check if the file is locked by someone else
   If one person has the file open in the desktop app in a way that locks it, others may only get read‑only:
   • If someone has it open from a shared location in the desktop version, others may see it as read‑only until that person closes it.
   • Ask everyone to close the file, wait a moment, then reopen it from the shared location (preferably via the Share link).
   • If someone must keep working, that person can use File > Save As to create a separate copy, but then changes must be reconciled manually.
3. Use PowerPoint for the web for co‑authoring
   For simultaneous editing, have everyone open the file in PowerPoint for the web (via the Share link). Office Online apps support real‑time co‑authoring and avoid many desktop locking issues.
4. Check for OneDrive/SharePoint read‑only conditions
   If the file is on OneDrive or SharePoint and opens read‑only:
   • Make sure the owner’s OneDrive storage isn’t full; if it is, others may not be able to save changes until space is freed.
   • Confirm the file itself isn’t marked read‑only at the file system level (right‑click → Properties → clear Read‑only if set).
   • Ensure Office is properly activated; if not, it may be in Reduced Functionality Mode, which is read‑only.
5. If using IRM or restricted access
   If Information Rights Management (IRM) or restricted permissions are applied, collaborators may only have Read rights even if they think they have edit access:
   • In the owner’s PowerPoint: File > Info > Protect Presentation > Restrict Permission by People > Restricted Access.
   • Check that collaborators are granted Change permission (which allows editing) rather than Read.
6. If the file is stuck as read‑only after a crash
   If the file was open during a crash, Office may think it’s still in use:
   • Close PowerPoint completely.
   • Restart the computer.
   • Reopen the file from the shared location and test editing again.

If, after these steps, collaborators still see read‑only despite correct sharing, have the owner create a new presentation in the same location, share it with Can edit, and test with a small sample slide deck to see if the issue is specific to that file.

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References:

• Quick tips: Share and collaborate in PowerPoint for the web
• Share and collaborate in PowerPoint
• File is locked by another user and commands are grayed out
• SharePoint files open as read-only
• Restrict access to presentations with Information Rights Management in PowerPoint
• Why can’t I edit this file?
• Manage sharing and permissions in OneDrive and SharePoint