Restricting Access to a File/Folder in a SharePoint Document Library

Description

Learn how to restrict access to a file or folder in a SharePoint document library. 

  • We recommend restricting access to files and pages sparingly, and instead managing permissions at the document library or folder level.
  • A document is a file (Word, Excel, etc.) stored in a document library and a page is an .aspx file stored in the site's page library. We don't recommend using pages for sensitive information because it is difficult to restrict access to them. 

Environment

Web browser on a Windows PC, Mac, or Chromebook.

Procedure

Navigating to Your Document Library 

  1. Navigate to your SharePoint site.
  2. From the top navigation of your SharePoint site, select document library.

To Remove Access to a File or Folder:

  1. In your document library, navigate to the file or folder you'd like to restrict.
  2. Right click the file/folder and select Manage Access.
  3. Under Groups, select the group that you'd like to remove. 
  4. Select the text under Ways this group has access.
  5. A button will appear showing the current level of access.
  6. Select the button and choose remove direct access.
  7. Select Remove.

Outcome: The group no longer has access to your file or folder in your SharePoint document library.

To Grant Access to a File or Folder:

  1. In your document library, navigate to the file or folder you'd like to grant access to.
  2. Right click the file/folder and select Manage Access.
  3. At the top of the box, select the person icon with the plus sign (add user) to grant access. 
  4. Enter the group, name, or email you'd like to add.
  5. Select the pencil icon to choose your level of access. 
    • Can edit: Make any changes
    • Can view: Can't make changes 
  6. Select Grant access.

Outcome: The user or group has been granted access to the file or folder in your SharePoint document library. 

Get Help From OIT

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