How To Restrict Access To A Folder In Sharepoint

In Sharepoint, you can restrict access to a specific folder by following these simple steps:

  1. Open the SharePoint site and navigate to the library or list containing the folder.
  2. Click on “Settings” and select “Library Settings” or “List Settings.”
  3. Under “Permissions and Management,” choose “Permissions for this list” or “Permissions for this document library.”
  4. To break permissions inheritance from the parent, select “Stop Inheriting Permissions.”
  5. If prompted, confirm the action.
  6. Remove any default groups added to the site permissions that you want to restrict access for.
  7. Click on “Grant Permissions” to add the users or groups you want to grant access to the folder.
  8. Enter the names or email addresses of the people or groups and select the desired permission level.
  9. Optionally, add a personal message and choose whether to share everything in the folder with unique permissions.
  10. Click “Share” to grant the specified access.

To undo the access restrictions and restore inheritance, you can click on “Delete unique permissions” on the Permissions page.

Note: The steps mentioned are for SharePoint in Microsoft 365, SharePoint Server Subscription Edition, SharePoint Server 2019, SharePoint Server 2016, and SharePoint Server 2013.

Accessing the Folder Permissions

To restrict access to a specific folder, you need to access the folder permissions within your SharePoint site, library, or list. Follow these steps:

  1. Open the SharePoint site and navigate to the library or list containing the folder.
  2. Click on “Settings” and select “Library Settings” or “List Settings.”
  3. Under “Permissions and Management,” choose “Permissions for this list” or “Permissions for this document library.”

To break permissions inheritance from the parent, select “Stop Inheriting Permissions.” If prompted, confirm the action. This will allow you to manage access to the folder independently.

Once you have accessed the folder permissions, you can proceed to restrict access and grant specific permissions as needed.

Example Table:

User/Group Permission Level
John Doe Read
Marketing Team Contribute
Project Managers Full Control

Using the table above as an example, you can add users or groups and assign them the appropriate permission levels. Additionally, you can include a personal message and choose whether to share everything in the folder with unique permissions.

Remember to click “Share” to grant the specified access once you have completed the necessary steps.

Note: The steps mentioned are for SharePoint in Microsoft 365, SharePoint Server Subscription Edition, SharePoint Server 2019, SharePoint Server 2016, and SharePoint Server 2013.

Restricting Access and Granting Permissions

Once you’ve accessed the folder permissions, you can begin the process of restricting access and granting specific permissions. To safeguard sensitive data within your SharePoint site, library, or list, follow these steps:

  1. First, select “Stop Inheriting Permissions” to break permissions inheritance from the parent. This allows you to customize access rights for the folder.
  2. Next, remove any default groups that have been added to the site permissions. By doing this, you can restrict access to only the users or groups you specify.
  3. To grant access, click on “Grant Permissions.” In the dialog box, enter the names or email addresses of the individuals or groups you want to grant access to. You can also choose the desired permission level, such as read-only or full control.
  4. Optionally, you can add a personal message to provide additional context for the access request. Additionally, you can choose whether to share everything within the folder with unique permissions or inherit permissions from the parent.
  5. Finally, click “Share” to grant the specified access and apply the access restrictions to the folder.

By following these steps, you can effectively manage and control access to your SharePoint folders, ensuring that only authorized individuals or groups can view or modify the contents.

Example Table

Permission Level Description
Full Control Allows users to have full access rights, including the ability to modify, delete, and manage permissions.
Contribute Enables users to add, edit, and delete items within the folder, but they cannot manage permissions.
Read Grants users the ability to view items within the folder, but they cannot edit or delete them.

Remember, if you need to undo the access restrictions and restore permission inheritance, simply navigate to the Permissions page and click on “Delete unique permissions.”

Please note that these steps are applicable to SharePoint in Microsoft 365, SharePoint Server Subscription Edition, SharePoint Server 2019, SharePoint Server 2016, and SharePoint Server 2013.

With these guidelines, you can confidently protect your sensitive data and ensure that only authorized individuals have access to your SharePoint folders.

Restoring Access Restrictions

If you ever need to remove the access restrictions and restore permission inheritance for the folder, you can do so by following these steps:

  1. Open the SharePoint site and navigate to the library or list containing the folder.
  2. Click on “Settings” and select “Library Settings” or “List Settings”.
  3. Under “Permissions and Management,” choose “Permissions for this list” or “Permissions for this document library”.
  4. To restore inheritance, click on “Delete unique permissions” on the Permissions page.

By clicking “Delete unique permissions,” you will be prompted to confirm the action. Once confirmed, the access restrictions will be removed, and the folder will revert to inheriting permissions from the parent site, library, or list.

It’s important to note that by removing the unique permissions, any specific access granted to the folder will be lost, and the folder will inherit the same permissions as its parent. This ensures consistency and simplifies access management.

By following these simple steps, you can easily undo the access restrictions and restore permission inheritance, allowing for a streamlined and efficient access management process within your SharePoint environment.

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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.