How to Restrict Access to Files Inside a Shared SharePoint Folder
Question details
The user wants to restrict access to specific files or subfolders within a commonly shared SharePoint folder without having to create separate folders for different groups.
- Product
- Microsoft SharePoint
- Device & OS
- not provided
- Scenario
- Collaborating in a shared main folder while needing to hide or restrict specific items from certain users.
- Observed behavior
- By default, files inherit the broad permissions of the parent folder, allowing all folder members to view and access the individual files and subfolders.
Ensure you have Site Owner or Full Control permissions for the SharePoint folder to modify access settings and stop permission inheritance.
Stop Permission Inheritance to Restrict File Access
Break the default permission inheritance for specific files or subfolders to limit access to intended users only.
SharePoint folders use permission inheritance by default. To restrict access to a specific file within a shared folder, you must stop this inheritance and manually assign unique permissions.
Navigate to the shared SharePoint folder, locate the specific file or subfolder you want to restrict, and select it.
Click the three dots (ellipsis) next to the file name and select 'Manage access' from the dropdown menu.
In the Manage Access panel, click on 'Advanced' to open the detailed permissions page for that specific item.
Click 'Stop Inheriting Permissions' in the top ribbon to break the permission link with the parent folder.
Select the user groups or individuals who should no longer have access to this file, and click 'Remove User Permissions'.
Click 'Grant Permissions' to invite only the intended users who need access to this specific file or subfolder.
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Frequently Asked Questions
Why do my SharePoint files automatically share with everyone in the folder?
SharePoint uses permission inheritance by default. This means any file or subfolder created within a shared folder automatically grants access to everyone who has permission to view the main parent folder.
Can I hide a specific file from certain users in a shared folder?
Yes. You can hide a file by stopping its permission inheritance in the 'Manage access' > 'Advanced' settings, and then removing the view permissions for the users you want to restrict.
Is there an easier way to manage restricted files without breaking inheritance?
If managing unique permissions for individual files becomes too tedious, it is often more convenient to create separate folders with specific group permissions, or use direct sharing links for specific files rather than keeping them in a broadly shared folder.
