File Sharing Problems

How to Share a SharePoint Folder with More Than 100 Users Securely

Olivia Miller Oct 8, 2026 869 views

Question details

The user needs to securely grant access to a confidential SharePoint folder for a large list of over 100 users without relying on an anonymous or public sharing link.

How to Share a SharePoint Folder with More Than 100 Users Securely

Product: Microsoft SharePoint
Device & OS: not provided
Scenario: Distributing access to a restricted and confidential folder to a large group of internal or external collaborators.
Observed behavior: Manually adding over 100 users one by one is inefficient, while using an 'anyone with the link' URL compromises the security of confidential files.

Before you start

Ensure you have the necessary Microsoft 365 or Exchange Online administrator permissions, as creating new email-enabled security groups requires elevated privileges.

Solution 1Recommended

Create and Use a Microsoft 365 Security Group

Consolidate your users into a single security group to manage SharePoint folder permissions efficiently and securely.

Instead of inputting email addresses individually or exposing confidential files via public links, administrators can group users together. By sharing the folder with a security group, any future changes to group membership will automatically update access to the folder.

Access the Admin Center

Log in to the Microsoft 365 Admin Center using an administrator account. Navigate to 'Teams & groups' and select 'Active teams and groups'.

Create a Security Group

Click 'Add a group' and choose 'Security' or 'Mail-enabled security'. Follow the setup wizard to name the group and add the required 100+ users as members.

Share the SharePoint Folder

Go to your SharePoint document library, select the confidential folder, and click the 'Share' icon. Enter the name of your newly created security group and assign the appropriate permission level (e.g., Can view or Can edit).

Create and Use a Microsoft 365 Security Group

Bulk Import Tip: If you have the list of users in an Excel sheet, you can use the bulk import feature in Azure Active Directory (Entra ID) to add them to the security group via a CSV file.

Solution 2

Automate Permissions with Power Automate

Use a custom Microsoft Power Automate flow to read user emails from an Excel file and automatically grant them access to the folder.

Free Microsoft Office alternative

Try WPS Office for Seamless Document Management and Collaboration

While SharePoint handles large-scale organizational file storage, WPS Office provides a lightweight, highly compatible alternative for creating, editing, and collaborating on office documents. It easily handles large spreadsheets of contact lists and integrates built-in cloud sharing features for secure teamwork.

1. Download and Install: Download WPS Office for free and install it on your PC, Mac, or mobile device.
2. Save to WPS Cloud: Open your document or spreadsheet and save it directly to the built-in WPS Cloud storage.
3. Share Securely: Click the 'Share' button in the top right corner to generate a controlled access link, allowing you to specify exactly who can view or edit the file.

Fully compatible with Microsoft Word, Excel, and PowerPoint formats.Lightweight software with a familiar, easy-to-use tabbed interface.Built-in cloud collaboration for secure file sharing with your team.Free to download and use for your daily office tasks.

microsoft office alternative - wps office

Frequently Asked Questions

Can contacts and their email addresses be imported directly from an Excel sheet to SharePoint?

SharePoint's native share menu does not support direct importing from Excel. However, administrators can bulk-add users to a Microsoft 365 security group using a CSV file, or you can build a Power Automate flow to read an Excel table and grant permissions automatically.

Why shouldn't I use an 'anyone with the link' URL for this folder?

An 'anyone with the link' URL is an anonymous sharing link. If the link is forwarded or leaked, anyone on the internet can access the folder. For confidential folders, it is always recommended to use specific user permissions or controlled security groups.

Do I need administrator rights to share a folder with 100+ users?

You do not need admin rights to share a folder if you are just typing in email addresses manually or using an existing security group. However, you will need an Exchange Online or Microsoft 365 administrator to create a new email-enabled security group for you.

Document & File Issues