Permission & Access Issues

How to Find Unexpected SharePoint Site or Folder Permissions

Muhammad Talha Oct 1, 2026 869 views

Question details

A user is able to access a SharePoint site or folder without being listed in the standard site groups (Owners, Members, or Visitors).

How to Find Unexpected SharePoint Site or Folder Permissions

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Administrators or site owners need to audit user access to figure out how unauthorized or hidden access was granted to a site or folder.
Observed behavior: The user retains access through direct permissions, sharing links, inherited access, nested security groups, or administrator roles despite not appearing in visible site groups.

Before you start

Ensure you have Site Collection Administrator or Full Control permissions on the SharePoint site to accurately view and modify access rights and check inherited permissions.

Solution 1Recommended

Use the Check Permissions Tool

This is the most direct and reliable method to determine exactly how a specific user is gaining access to a SharePoint site or folder.

SharePoint includes a built-in diagnostic tool that evaluates a user's effective permissions and lists the exact groups, permission levels, or roles granting them access.

Open Site Permissions

Navigate to your SharePoint site. Click the gear icon (Settings) in the top right corner, then select 'Site permissions' followed by 'Advanced permissions settings'.

Access the Diagnostic Tool

In the Permissions ribbon at the top of the page, click the 'Check Permissions' icon.

Verify the User

Enter the user's name or email address into the search box and click 'Check Now'.

Review the Results

Scroll down to see the permission levels assigned to the user and the specific sources (like an inherited Microsoft 365 group or direct assignment) granting that access.

Solution 2

Review Manage Access for Direct Permissions and Sharing Links

Use this method if the unexpected access is isolated to a specific file or folder rather than the entire SharePoint site.

Solution 3

Check Microsoft 365 Groups and Admin Roles

If the user is not found in site-level permissions or sharing links, they may have broad access via a higher-level admin role or nested security group.

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Frequently Asked Questions

Why does a user still have access after I removed their SharePoint permissions?

Permission changes in SharePoint sometimes suffer from propagation delays. Wait a few minutes, have the user clear their browser cache, and refresh the page. If they still have access, check if they are inheriting permissions from a different Microsoft 365 group or a site-wide sharing link.

Can a user access a specific SharePoint folder without having access to the main site?

Yes. If a folder has unique permissions (broken inheritance) and is shared directly with a user via a sharing link or direct access, they can access that specific folder without being a member of the main SharePoint site groups.

How do I find out who created a sharing link that gave unexpected access?

You can identify who created a link by reviewing the Microsoft 365 audit logs. In the Microsoft Purview compliance portal, run an audit search for 'Created sharing link' activities and filter the results by the specific site or folder URL.

What does 'Inherited Access' mean in SharePoint?

Inherited access means a file, folder, or subsite automatically receives the same permissions as its parent folder or site. To assign unique permissions to a specific folder, you must first click 'Stop inheriting permissions' in the advanced permissions settings.

Document & File Issues