Give a reviewer comment access to a Word document

To let someone comment and suggest changes on a Word document without granting new edit permission, share it from OneDrive or SharePoint with Can review selected. Microsoft says that permission allows viewing, comments, and suggestions, but not editing through the review link. These instructions are based on Microsoft’s sharing documentation, not hands-on verification.

Share the document with Can review

Find the Word document in OneDrive or a SharePoint library. In a list view, select its checkbox or hover over its row, then select Share. You can also select the file and use Share on the command bar. If the document is already open, select Share in the upper-right corner, then select Share again.

In the sharing window, select the permission icon beside Add a name, group, or email. Choose Can review. Check that this permission is selected before you invite the person or copy a link: Microsoft says the selection applies to either method. Can edit would grant the ability to change the document, while Can view would allow viewing without the comments and suggestions you want.

To invite one person, add their name or email address, confirm Can review, and select Invite. If you prefer to send a link yourself, confirm Can review before selecting Copy link. When the link should work only for a particular person, choose People you choose in the link settings, select Apply, add that person’s name or email address, and then copy the link. Send the resulting link to that person. Check the link audience as well as the permission level: the review permission controls what someone can do through the link, while the audience setting controls who can use it.

Check existing access before relying on the link

Before sharing, check whether that person already has access to the document. For a file that has been shared, select the profile image or initials shown beside it to open Manage access and review the people and groups with access. If the intended reviewer already has edit permission, choosing Can review for a new invitation or link does not take that permission away. Microsoft says the document can still open in edit mode for that person. Change their existing permission in Manage access if your aim is for them to have review access without edit access.

Do not use People with existing access as a way to grant someone a new review permission. That link works only for people who already have access and does not change their permissions. If the recipient cannot open the link, check the audience you selected and whether they were included. If a needed link option is unavailable, Microsoft says an organization or site administrator may have restricted it.

Can review is available only for Word documents. If it is missing while you are sharing another file type, this method does not apply. Microsoft also notes that a modified client may allow someone with review permission to make untracked changes; use version history to validate changes when that matters.