SharePoint Document Issues

How to Set Up a Company-Wide File Repository with Location-Based Access in SharePoint

John Wilson Oct 16, 2026 868 views

Question details

The user needs to establish a large-scale shared file repository that supports location-based access, collaborative editing, and strict protection against file deletion.

How to Set Up a Company-Wide File Repository in SharePoint

Product: SharePoint Online
Device & OS: not provided
Scenario: Creating a company-wide storage solution requiring 10-12 TB of space, where access must be restricted by office location and unauthorized deletions prevented.
Observed behavior: Setting up dedicated SharePoint document libraries for different locations and applying customized security group permissions to restrict delete rights.

Before you start

Ensure you have Microsoft 365 Administrator or SharePoint Administrator privileges to create document libraries, configure storage quotas, and manage security groups.

Solution 1Recommended

Configure Location-Based Document Libraries and Custom Permissions

Create separate document libraries for each office location and apply specific Microsoft 365 security groups to manage access and prevent unauthorized file deletion.

SharePoint Online is ideal for massive shared storage needs (like 10-12 TB), offering granular permission controls that individual OneDrive accounts lack. By breaking permission inheritance, you can strictly control who accesses specific location-based folders.

Create a new document library

Navigate to your SharePoint site, click 'New' in the top menu, and select 'Document library'. Name the library according to the specific office location.

Access library settings

Click the gear icon (Settings) in the top right corner, select 'Library settings', and then click 'More library settings'.

Stop inheriting permissions

Under 'Permissions and Management', click 'Permissions for this document library'. Click 'Stop Inheriting Permissions' in the ribbon to allow customized access controls.

Assign location-based security groups

Click 'Grant Permissions' and enter the specific Microsoft 365 group or security group associated with that office location to grant them access.

Limit delete rights

To prevent data loss, edit the user permissions by assigning them a custom permission level (such as 'Contribute without Delete') or strictly limiting them to 'Read' or 'View Only' where appropriate.

Configure Location-Based Document Libraries and Custom Permissions

Storage Capacity Checks: Before migrating 10-12 TB of data, verify your SharePoint tenant's overall storage limits in the SharePoint Admin Center to ensure you have sufficient capacity.

Free Microsoft Office alternative

Collaborate Seamlessly with WPS Office

While SharePoint handles your company's massive storage infrastructure, WPS Office offers a lightweight, fully compatible suite for your team to open, edit, and collaborate on shared documents effortlessly.

1. Download WPS Office: Visit the official WPS website to download the free office suite for your operating system.
2. Install the software: Run the installer and follow the on-screen prompts to set up WPS Office on your device.
3. Open shared documents: Access your downloaded or synced SharePoint files directly within WPS Office to start editing and collaborating.

Fully compatible with Microsoft Word, Excel, and PowerPoint file formats.Lightweight installation with an intuitive, tabbed interface for easy navigation.Built-in PDF editing tools for comprehensive document management.Cost-effective alternative for outfitting multiple office locations.

microsoft office alternative - wps office

Frequently Asked Questions

Why is SharePoint better than OneDrive for a company-wide repository?

OneDrive is designed for individual personal file storage and sharing, whereas SharePoint Online provides advanced governance, massive pooled shared storage (capable of handling 10-12 TB), customized permission levels, and structured document libraries essential for large organizations.

How can I prevent users from deleting files in a SharePoint library?

You can create a custom permission level in your SharePoint site settings that allows users to add and edit documents but excludes the 'Delete Items' and 'Delete Versions' checkboxes. You then assign this custom level to your location-based security groups.

Can I automate location-based access in SharePoint?

Yes, by utilizing dynamic security groups in Entra ID (formerly Azure AD). You can create rules that automatically add users to specific groups based on their location attribute, and then assign those dynamic groups to your SharePoint document libraries.

Document & File Issues