How To Lock A Folder In Sharepoint

Are you looking for a way to lock a folder in Sharepoint and ensure the security of your data? Follow these step-by-step instructions to protect your confidential information and promote efficient team collaboration.

To lock a folder in SharePoint and prevent users from moving, deleting, or renaming it while still allowing access to subfolders and files, you can follow these steps:

  1. Create a custom permission level with read-only attributes.
  2. Create a SharePoint security group and add the desired users to it.
  3. Apply the SharePoint security group to the document library with the read-only permission level.

It’s important to note that having complex security measures in document libraries can increase governance complexity. Alternatively, you can consider creating more document libraries, providing user education, and training site owners to address any issues. However, it’s best to educate and trust users to avoid such actions.

Additionally, it’s possible to password-protect a SharePoint folder to enhance security. This involves logging into the SharePoint site, opening the desired folder, selecting “Settings” > “Shared with” > “Advanced” > “Stop Inheriting Permissions” > “Delete unique permissions” > “Grant Permissions” > “Show Options” > “Enter data about the new user” > “Select access type” > “Create” to save the permission settings.

Locking a file in SharePoint follows a similar process. Users can log in to the SharePoint site, navigate to the document library containing the file, click the ellipsis button next to the file name, select “Check Out,” and confirm the file check-out. This locks the file, allowing only the person who checked it out to edit it.

By following these steps, you can ensure the security of your folders and files in SharePoint.

Step 1: Create a custom permission level

The first step to locking a folder in Sharepoint is creating a custom permission level that restricts users from moving, deleting, or renaming the folder while still allowing access to its subfolders and files. This ensures that team members can view and collaborate on the contents of the folder without the risk of accidental changes or deletions.

By creating a custom permission level, you can define specific actions that users can and cannot perform on the folder. This level of granular control allows for enhanced data security and helps maintain the integrity of your folder structure within Sharepoint.

To create a custom permission level, follow these steps:

  1. Login to your Sharepoint site and navigate to the settings menu.
  2. Select “Site settings” and then click on “Site permissions.”
  3. Choose “Permission levels” and then click on “Add a permission level.”
  4. Provide a name for the new permission level, such as “Folder Lock,” and select the desired permissions to allow or restrict.
  5. Save your changes and your custom permission level will be created.

With the custom permission level in place, users will only have the specified access rights for the locked folder, ensuring data security and preventing unauthorized modifications.

Table: Custom Permission Level Example

Permission Allow Deny
View Items
Add Items
Delete Items
Manage Hierarchy

By following these steps and creating a custom permission level, you can effectively lock a folder in Sharepoint, ensuring data security and promoting efficient team collaboration.

Step 2: Apply security group and add users

After creating a custom permission level, the next step is to create a SharePoint security group and add the relevant users to it, ensuring that only authorized individuals can access the folder. This adds an extra layer of security to your folder in SharePoint.

To create a SharePoint security group, follow these steps:

  1. Navigate to the SharePoint site where the folder is located.
  2. Click on “Settings” and then select “Site Settings.”
  3. Under “Users and Permissions,” click on “People and groups.”
  4. Click on “New” and then select “SharePoint group.”
  5. Provide a name for the security group and a brief description to help identify its purpose.
  6. Choose the appropriate permission level for the group, such as “Read” or “Contribute,” depending on the desired access rights for the folder.
  7. Add the relevant users to the security group by entering their names or email addresses.
  8. Click “OK” to save the security group.

By creating a SharePoint security group and adding users to it, you can easily manage access to the locked folder. Only those users who are part of the security group will have the necessary permissions to access and interact with the folder and its contents.

Table: Steps to Apply Security Group and Add Users

Step Description
Create a SharePoint security group Create a new security group in SharePoint to manage access to the folder.
Choose the appropriate permission level Select the desired permission level for the security group, such as read-only or contribute.
Add relevant users to the security group Add the names or email addresses of the users who should have access to the folder.

Once the security group is created and users are added, the next step is to apply the security group to the document library where the locked folder is located. This will ensure that only members of the security group can access the folder and its contents.

Continue reading the next section to learn about the final step in locking a folder in SharePoint.

Step 3: Apply security group to the document library

In this step, you will apply the Sharepoint security group, which includes the desired users, to the document library that contains the folder you want to lock, ensuring that they only have read-only access to the folder while still allowing access to its subfolders and files.

To apply the security group, follow these steps:

1. Log in to the Sharepoint site and navigate to the document library that contains the folder you want to lock.

2. Click on “Library” at the top of the page and select “Library settings” from the dropdown menu.

3. Under the “Permissions and Management” section, click on “Permissions for this document library”.

4. On the Permissions page, click on “Stop Inheriting Permissions” to break the inheritance from the parent site.

5. Next, click on “Grant Permissions” to add the Sharepoint security group to the document library.

6. Enter the name of the security group in the search box and click on the group name when it appears.

7. In the “Grant Permissions” dialog box, select the desired access level, such as “Read”, for the security group.

8. Finally, click on “Share” to apply the security group to the document library. The desired users will now have read-only access to the folder, while still being able to access its subfolders and files.

It’s important to regularly review and update the permissions and security settings in Sharepoint to ensure the ongoing protection of your folders and files.

Tips:

– Consider creating additional security groups for different levels of access to enhance folder security.

– Educate users about the importance of data security and train site owners on how to handle any potential issues.

– Password-protecting folders and files in Sharepoint is another way to enhance security. This can be done by following a similar process to applying a security group, but instead selecting the option to “Stop Inheriting Permissions” and then granting unique permissions to individual users with password protection.

By following these steps and implementing appropriate security measures, you can ensure the confidentiality and integrity of your data in Sharepoint.

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Abdul Rahim has been working in Information Technology for over two decades. Learn how Abdul got his start as a Tech Blogger , and why he decided to start this Software blog. If you want to send Abdul a quick message, then visit his contact page here.