How to Grant OneDrive Access to Another User in Microsoft 365 (Admin & User Guide)

If you need to let someone else access your OneDrive files for collaboration or admin purposes, there are a few secure ways to do it. In this discussion, I’ll share guidelines to help you understand how to grant OneDrive access to another user, step by step.

Why Grant Access to OneDrive?

First, let me explain why users need to share or delegate OneDrive access. Some common reasons include:

• When working on a project, you need teammates to review or edit documents.
• Enables real-time collaboration and co-authoring on documents.
• Simplifies secure file sharing within or outside the organisation.
• Allows setting granular permissions, like view, edit, expiration, or password.
• Provides centralised access to work files from any device.
• Facilitates teamwork by integrating with Microsoft Teams and SharePoint.
• Supports remote and hybrid work environments effectively.
• Improves workflow efficiency through automatic synchronisation and updates.

Whatever the reason, the key is to grant access the right way. Next, I’ll share how to provide appropriate permissions to another user.

Also read: Transfer Files from Microsoft OneDrive to Google Drive

How to Grant OneDrive Access to Another User?

Recently, I was wondering about the same, then I researched, and luckily found some solutions that helped me to grant the required OneDrive access permissions. In the sections below, I’ll share with you all three step-by-step, i.e.

#Method 1. Share OneDrive Files or Folders Manually

This is the most straightforward method when you want to share specific files or folders. For the same, the steps are as follows:

1. Sign in to OneDrive with a Microsoft 365 or personal Microsoft account.
2. Now, navigate to the file or folder to share and hover over it until the small circle appears. Click that circle to select it.
3. Then click on the Share button.
4. Afterwards, a sharing window opens. Choose:
   • “People you specify can view/edit” for limited access.
   • Or “Anyone with the link” if allowed by the admin policy.
5. Set Permissions between View and Edit access.
   • Optionally, set:
     • Expiration date for temporary sharing.
     • Password for sensitive data.
6. Enter the recipient’s email address and click Send.

Once done, the user receives an email invitation with access to the shared files.

Related article: Microsoft 365 Login Issues

#Method 2. Give Access to the Entire OneDrive – Only for Admin

If you’re an admin or need to give another user full control. Then, Microsoft 365 offers a secure method through the Microsoft 365 admin center:

1. Open Microsoft 365 Admin Center, and sign in with admin credentials.
2. From the left panel, select Users > Active users.
3. Select the User’s Name whose OneDrive I need to grant access to.
4. Open the OneDrive Settings, scroll to Get access to files.
5. Grant Access by clicking Create link to files.
6. A secure link appears. Now, copy and send to the manager or authorised person.

Note: Only global or SharePoint admins can perform this action.

#Method 3. How to Grant OneDrive Access to Another User Via PowerShell

When managing multiple users, PowerShell is the go-to method for automated bulk operations. Run the command to do so:

• #Open PowerShell as Administrator

Connect to SharePoint Online
Connect-SPOService -Url https://<your-tenant>-admin.sharepoint.com

• #Grant OneDrive Access
  Set-SPOUser -Site https://<tenant>-my.sharepoint.com/personal/<username>_<domain>_com -LoginName user@domain.com -IsSiteCollectionAdmin $True

• This command grants site collection admin rights to the specified user.

Best Practices to Follow When Granting OneDrive Access

Here’s the checklist to ensure that, while giving access to your account data to another user:

• Only give the minimum access required.
• Backup OneDrive from Admin Center
• Review shared links regularly, as old links remain active unnecessarily.
• Enable MFA (Multi-Factor Authentication) to add an extra layer of security.
• Set expiration dates especially for temporary collaboration.

Author’s Verdict

Granting OneDrive access to another user doesn’t have to be complicated when you have the right solutions with step-by-step instructions. Therefore, in this guide, I explained how to grant OneDrive access to another user to help those users who really need to know this.