Permission & Access Issues

How to Restrict Access to Subfolders in OneDrive and SharePoint

Natalie Taylor Oct 10, 2026 869 views

Question details

The user needs to limit visibility and restrict access to specific subfolders within an organization-wide shared directory.

How to Restrict Access to Subfolders in OneDrive and SharePoint

Product: OneDrive and SharePoint
Device & OS: not provided
Scenario: Managing shared folder permissions in an organization where certain subfolders require stricter access controls than their parent folder.
Observed behavior: Inherited permissions from the parent folder currently allow broader, organization-wide access to the subfolders than what is intended.

Before you start

Ensure you have Site Owner or Full Control permissions for the SharePoint site or OneDrive folder, as these are required to modify inheritance settings.

Solution 1Recommended

Break Inheritance and Assign Specific Permissions

Stop the subfolder from inheriting the parent folder's permissions so you can customize exactly who has access to view or edit the contents.

By default, all subfolders in SharePoint and OneDrive inherit the permissions of their parent folder. To restrict access to a specific subfolder, you must first break this inheritance link before removing unauthorized users.

Open Manage Access

Navigate to the specific subfolder in OneDrive or SharePoint. Click the three vertical dots (ellipses) next to the folder name and select 'Manage access'.

Access Advanced Settings

In the Manage Access panel that appears on the right side of the screen, scroll to the bottom and click on 'Advanced' to open the detailed permissions page.

Stop Inheriting Permissions

In the top ribbon of the advanced permissions page, click 'Stop Inheriting Permissions'. Confirm the prompt to break the security link with the parent folder.

Remove Unauthorized Users

Select the checkboxes next to the users, groups, or organization-wide links that should no longer have access, then click 'Remove User Permissions' in the ribbon.

Grant Specific Access

Click 'Grant Permissions' from the ribbon to invite only the specific individuals or security groups that require access to this subfolder.

Break Inheritance and Assign Specific Permissions

Best Practice for Sharing Links: Always review existing sharing links from the Manage Access panel and delete any broadly shared links that might bypass your new direct permissions.

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Frequently Asked Questions

Why can't I see the 'Stop Inheriting Permissions' button?

You need to have Full Control or Site Owner permissions to change inheritance settings. If you only have Edit or Read access, this administrative option will be hidden or grayed out.

Will breaking inheritance affect the parent folder?

No, breaking inheritance only affects the specific subfolder you selected and any files contained within it. The parent folder's permissions remain completely unchanged.

How do I restore inherited permissions later?

You can easily revert this by returning to the subfolder's Advanced permissions page and clicking 'Delete unique permissions' in the top ribbon. This will restore the folder to match its parent folder's access list.

Do previous sharing links still work after I break inheritance?

Yes, previously generated sharing links may still provide access. It is crucial to manually review the 'Manage access' panel and delete any broad sharing links after you break inheritance.

Document & File Issues