Word, Excel & PowerPoint Web: Easier Permissions Requests Made Simple

Key insights

• Requesting More Access is a new feature in Microsoft 365 for the web versions of Word, Excel, and PowerPoint. It allows users with read-only access to request editing or reviewing permissions directly from within the document interface.


• This feature is available only for enterprise users with files stored on their organization's OneDrive or SharePoint. It does not support consumer, business, or education licenses and requires an enterprise Microsoft 365 license.


• The process to request more access is simple: open the document, click on the "Viewing" status, select "Request more access", choose either "Ask to edit" or "Ask to review", add an optional note, and send the request. The file owner receives an email notification and can approve or decline directly from their inbox.


• This update streamlines collaboration by reducing extra steps such as emailing or calling document owners. Users do not need to leave the application to ask for higher permissions, improving productivity and workflow efficiency.


• The system maintains security by limiting this feature to organizational files and enterprise accounts. Owners have full control over granting or denying requests, ensuring that sensitive data remains protected.


• User-initiated permission elevation marks a shift toward more dynamic teamwork in Office for the web. Users can resend or update requests if needed, making it easier to adapt permissions as projects evolve without disrupting work.

Introduction: Streamlining Document Collaboration in Microsoft 365

Microsoft 365 has rolled out a new feature called "Requesting More Access" for its web-based Word, Excel, and PowerPoint applications. This update, highlighted in a recent YouTube video by Ami Diamond [MVP], aims to make collaboration smoother for enterprise users. Previously, those with read-only access faced hurdles when they needed to edit a document—often resorting to downloading files, emailing owners, or abandoning their work altogether.

Now, with this new capability, users can request editing permissions directly within the web application, streamlining the process and reducing workflow interruptions. The feature is tailored for organizations using OneDrive or SharePoint, ensuring that access management remains secure and efficient.

How the "Requesting More Access" Feature Works

According to Ami Diamond’s walkthrough, the process begins when a user opens a document in Word, Excel, or PowerPoint for the web. By clicking the "Viewing" status in the upper right corner, users can select the "Request more access" option. They can then specify whether they need permission to edit or simply review the document.

An optional note field allows users to provide context for their request, which can help the document owner make an informed decision. Once submitted, the owner receives an email with all relevant details. From there, the owner can approve or deny the request directly from their inbox, making the process more convenient for both parties.

Benefits and Tradeoffs of the New Access Request System

On the positive side, this new feature reduces the need for back-and-forth communication, such as separate emails or calls, which previously slowed down project timelines. By allowing requests to be made within the document, Microsoft increases productivity and encourages real-time collaboration.

However, there are tradeoffs to consider. While the system is secure—available only to enterprise users with files stored on organizational OneDrive or SharePoint—it currently excludes consumer, business, and education license holders. Additionally, users must be aware that the feature does not work in Classic View mode, and high browser zoom settings may hide the option behind an ellipsis, potentially causing confusion.

Challenges in Balancing Security and Usability

Implementing this feature required Microsoft to balance ease of use with strict access controls. Limiting the feature to enterprise environments helps maintain security, but it also means some users are left out. Furthermore, in cases where documents are particularly large or have multiple co-authors, processing permission requests could take longer and may require additional oversight.

Another challenge is ensuring users understand when and how to use the feature effectively. The ability to resend or update requests, including adding more detailed notes, helps address misunderstandings, but it also adds complexity for both users and document owners.

Implications for Enterprise Collaboration

By embedding permission requests directly into Office web apps, Microsoft is modernizing document management and reducing friction in everyday workflows. This aligns with broader efforts, such as the company’s User-Defined Permissions enhancements, to give users more control and clarity over who can view, edit, or print sensitive documents.

While the current rollout targets only enterprise users, the success of this feature may pave the way for broader adoption in other Microsoft 365 plans. The move underscores Microsoft’s commitment to responsive, on-demand collaboration tools that adapt to the evolving needs of modern organizations.

Conclusion: A Step Forward for Microsoft 365 Users

In summary, the "Requesting More Access" feature, as detailed by Ami Diamond [MVP], marks a significant improvement for enterprises seeking efficient and secure collaboration. By empowering users with the ability to request permissions seamlessly, Microsoft 365 continues to evolve as a leading platform for teamwork and productivity.

As organizations increasingly rely on digital workspaces, features like this one will play a critical role in balancing accessibility, security, and workflow efficiency.

Keywords

Requesting More Access Word Excel PowerPoint Web Office Online Microsoft 365 Collaboration Permissions