This article explains why a returning university user may lose access to a SharePoint site, shared document, share link, or OneDrive content after leaving and then coming back with a new account. It also explains how to remove the outdated permission record that causes the issue so access can be shared again.

Why this happens

When a person leaves the university, their original account may be removed. If they later return, a new account is created. Even if the username looks similar, Microsoft 365 treats the new account as a different identity.

SharePoint and OneDrive may still hold an older permission record for the previous account on sites or files that were shared with that person. Because that outdated record remains, the system may not create a fresh permission record for the new account. As a result, the returning user may be unable to access a SharePoint site, shared document, share link, or OneDrive content that someone tries to share with them.

Who can perform the fix

The outdated permission record must be removed from each OneDrive account, site or subsite where sharing is failing. This can be done by the SharePoint site administrator or the person who owns the OneDrive content. You must wait a minimum of 24 hours (sometimes more) after the old permission record is removed before re-adding or re-sharing items.

How to remove the outdated permission record

Option 1: Remove, wait, and re-add/re-share

The owner of the SharePoint site or OneDrive can remove the affected individual, wait 24-48 hours, then re-add the affected individual. Any file shares or share links will have to be recreated.

Option 2: Directly remove the user

1. Navigate to the All People list for the site or OneDrive. You can view this list by clicking on <Drive URL>/_layouts/15/people.aspx?MembershipGroupId=0.

   Examples

   • SharePoint: Assuming SiteName is the name of the SharePoint site or subsite, the link would be https://virginiatech.sharepoint.com/sites/SiteName/_layouts/15/people.aspx?MembershipGroupId=0
   • OneDrive: Assuming VTUsername is the PID of the owner of the OneDrive account, the link would be https://virginiatech-my.sharepoint.com/personal/VTUsername_vt_edu/_layouts/15/people.aspx?MembershipGroupId=0
     
     
2. Find the affected user in the list. Hover over the user's name and note the ID number shown at the end of the destination address. Do not click the name. Only hover so you can capture the ID value.

    

   

    

3. Go to the user information page by adding <Drive URL>/_layouts/userdisp.aspx?id=IDNUMBER&force=true to the user's OneDrive URL, replacing IDNUMBER with the ID number you captured in the previous step. For example, if the ID is 266, use<Drive URL> /_layouts/userdisp.aspx?id=266&force=true.
4. On the People and Groups user information page, confirm that the record belongs to the affected user. Then select Delete User from Site Collection and confirm the deletion.
5. After the record is deleted, you will be returned to the All People list.
6. Re share the files or site access with the affected user so the new account can receive a fresh permission record.