Shared folders on a network drive, SharePoint, or OneDrive use permissions to control access. Getting added or requesting access varies.

1. Identify the share

  • OneDrive shared with you: visible in OneDrive web → Shared section
  • SharePoint site: a team site URL like company.sharepoint.com/sites/sales
  • Network drive: mapped letter (e.g. S:\Sales)

2. Request access

For OneDrive / SharePoint:

  • Try to open the share — if you don't have access, click Request access
  • Owner gets a notification

For network drives:

  • File Explorer → Map network drive → enter path
  • If denied, ask owner to add you

3. Permission levels (OneDrive / SharePoint)

  • Edit — can modify files
  • View — read-only
  • Manage — edit + change permissions

Request the level you need; don't ask for more than necessary.

4. Membership groups

Many companies use AD groups for shared access:

  • Group named "Sales-Read", "Engineering-Edit"
  • Owner adds you to the group
  • Access propagates automatically

Group-based access is preferred over individual-user permissions for manageability.

5. When access doesn't work after being added

If you've been added but can't access:

  • Sign out and back in (refreshes Kerberos tickets)
  • Wait 15-30 minutes (group changes propagate slowly sometimes)
  • Restart File Explorer for network drives

6. SharePoint specific

SharePoint sites have layers of permissions:

  • Site level (overall)
  • Library level (specific document libraries)
  • Folder level (subfolders)
  • Item level (individual file)

You may have site-level access but be denied a specific subfolder if it has unique permissions.

7. Mapping a network drive

Permanent map:

  • File Explorer → This PC → Map network drive
  • Enter the share path (e.g. \\server\share)
  • Tick Reconnect at sign-in

For shares requiring authentication:

  • Tick Connect using different credentials
  • Use your work account (often domain\username)

8. Why shared folders sometimes "lose" access

  • AD group membership reset by mistake
  • Site or share migrated to different location
  • Account expired
  • Server permission was reset during maintenance

For each, IT can restore.

9. Sharing outside the organization

External sharing (vendors, clients):

  • Many companies block by default
  • May require business justification to enable
  • Specific shares can be enabled while others stay internal-only

10. Auditing access

For sensitive shares:

  • Owner can see who accessed what
  • IT can pull access logs for investigation
  • Stored for retention period (varies)

This is useful for understanding "who modified this file last week".

When to ticket

Raise a ticket if:

  • Access request through the owner isn't being processed
  • Share doesn't appear when it should
  • You have access but the share isn't usable (corrupt, errors)
  • You need access set up for a new project / team

Include the share path or URL, what access level you need, and why (briefly).