Permission & Access Issues

How to Share SharePoint Folders Efficiently with Groups

Bushra Parveen Oct 10, 2026 869 views

Question details

The user needs to find the most efficient method for managing permissions and auditing access when sharing dozens of SharePoint folders.

How to Efficiently Share SharePoint Folders with Groups and Permissions

Product: SharePoint
Device & OS: not provided
Scenario: Sharing multiple SharePoint folders with either repeating sets of users or small, unique groups of users.
Observed behavior: Adding users individually to dozens of folders makes permission management and security auditing difficult and time-consuming.

Before you start

Before modifying permissions, review your folder structure to identify whether the users accessing these folders share the same access requirements or if each folder requires a unique set of individuals.

Solution 1Recommended

Use Security Groups for Repeated Access Patterns

This method is highly recommended when the same group of people needs access to multiple folders, as it centralizes permission management.

Using security groups or mail-enabled security groups simplifies access management and auditing. Instead of updating dozens of individual permissions on every folder, you only need to manage the group's membership in the admin center.

Identify common access patterns

Determine which folders require the exact same set of users for access.

Create a security group

Add members to the group

Add all the required individual users to this newly created group.

Share the folder with the group

In SharePoint, select the folder, click 'Share' or 'Manage Access', and grant the necessary permissions to the security group instead of entering individual names.

Use Security Groups for Repeated Access Patterns

Auditing Benefit: When auditing access later, you only need to check the folder's permissions once to see the group, and then audit the group membership centrally.

Solution 2

Share with Individuals for Unique Access Needs

Use this method if every folder has a completely different and small set of users, making group creation unnecessary.

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Frequently Asked Questions

Can I use mail-enabled security groups for SharePoint sharing?

Yes, SharePoint supports both standard security groups and mail-enabled security groups. Using them allows you to grant access to multiple users simultaneously and makes bulk permission management much easier.

When should I avoid using groups for SharePoint permissions?

If a folder is only accessed by a small, unique set of users (such as 3 or 4 individuals) and this specific access pattern does not repeat across other folders, it is simpler and faster to share with those individuals directly rather than creating a dedicated group.

How does sharing with a security group improve auditing?

Auditing is simplified because you can review the folder's access list to verify the group has permission, and then simply audit the membership of that group in your Microsoft 365 admin center, rather than checking individual user permissions on dozens of separate folders.

Document & File Issues