File permissions in Shared Drive

  • Updated

There are 2 roles in Shared Drive with different permissions: Editors and viewers

Info

Editor

  • People in your team are editors.
  • Editors can:
    • upload files
    • send files
    • edit files
    • rename files
    • download files
    • copy files
    • move files to bin 
    • permanently delete files
    • share files via public links
    • create new files and new folders
    • make files available offline (mobile devices)

Viewer

  • People outside your team are viewers and can only view files, not upload, edit, or manage them.
  • Viewers are:

    • Temporary guests

    • People with a personal account

    • Federated users

    • People from a different team, even if Drive is enabled on their side

Make a viewer an editor
As a team admin you can change the access role by inviting guests as an external to your team.

Clear indication of access rights across Shared Drive

You can get an overview who is a viewer and an editor in the conversation details

Screenshot 2026-09-01 at 11.23.47.png

Info banner at the top

  • Viewer access
  • You have view access for this conversation, but you can't upload, edit, or manage files

    Screenshot 2026-09-01 at 11.20.27.png

Info banner above the text field

  • You have view access for this conversation, but you can't upload, edit, or manage files

    Screenshot 2026-09-01 at 11.18.19.png
     

Info when you open a file about viewer access

  • Viewer access 

    Screenshot 2026-09-02 at 10.47.37.png

Info when you create a new conversation with Shared Drive enabled

  • People outside your team can view files, not upload or edit.

    Screenshot 2026-09-01 at 11.29.45.png

In system messages

  • Editor: Shared Drive is on. You have editor access. People outside your team only have viewer access. Learn more

    Screenshot 2026-09-02 at 10.27.51.png
  • Viewer: Shared Drive is on. You can view, but you can't upload, edit, or manage files. Learn more

    Screenshot 2026-09-01 at 13.55.08.png

Info for guest links

  • Guests can't upload, edit, or manage files in Shared Drive.

    Screenshot 2026-09-01 at 11.27.54.png

 

Files in Drive for which you have viewer access are marked with the viewer icon Screenshot 2026-09-02 at 10.24.58.png

You will only see this when Drive is activated for your team. The icon is visible in a Drive conversation that does not belong to your team.

Screenshot 2026-09-02 at 10.13.36.png

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