SharePoint 365. Restrict subfolder permissions to all but one group

Question

I don't know if I'm not using the right search terms or what but I need some help. I have a site for a group in the company. In the Document list, I created several folders with sub-folders and sub-sub-folders. I need to restrict access to certain folders with their sub-folders to all groups but one.

For example, I have 15 folders, Five folders that need restricted access. I've created three groups and added users in those groups.

• Group 1 needs access to Folder 1, Folder 1.1 and all subfolders in those two top level folder. No other groups except Group 1 have access to those folders and subfolders.
• Group 2 needs access to Folder 2, Folder 2.1, and all subfolders in those two top level folders. No other groups except Group 2 have access to those folders and subfolders.
• Group 3 needs access to Folder 3 and all subfolders. No other groups except Group 3 have access to that folder and subfolder.
• Everyone (Group 1, Group 2, Group 3, and Site Owners) need access to the other 11 folders and anything else on the site.

Does that make sense?

Ginger Stuckey

Answer 1

Hi SoCoGinger,

If you want to give permission on the folder to the limited users in the same site, you need to assign unique permissions. By default, all sites, lists, and libraries in a site collection inherit permissions settings from the site that is directly above them in the site hierarchy. This means a site inherits permissions from the root site of the site collection, and folders, lists and documents inherit permissions from the site that contains them, and so on.

To assign unique permissions to a folder or subfolder, you must first break permissions inheritance, then assign unique permissions. You can do all of this on the Permissions page. For this, please follow the steps below:

1. Open a browser, navigate to the mentioned folder or subfolder in the document library.
2. Select the folder and open the Details pane by clicking the icon on the right.
3. Click Manage Access> Advanced
4. On to the Permissions page, click Stop Inheriting Permissionsto break permissions inheritance from the parent.

Once you've broken inheritance using the above steps, follow these steps to grant unique permissions:

1. Select any existing group/person you wish to remove and then click Remove User Permissions.
2. If you wish to assign permission, on the same page, click Grant Permissions on the Permissions tab.
3. In the Share... dialog box, make sure Invite people is selected, and then type the names of the people or group you want to grant access to in the Enter names or email addresses... box.
4. Add a personal message if you like.
5. Select Permission level and Click Share

For detail steps on this topic, please see Customize permissions for a SharePoint list or library

Once you share the folder or subfolder following the above steps, the users will have the access to the specific content only. 

If you still need help, please let me know, I’ll be happy to assist you further.

Regards,

Neha

Answer 2

Neha,

Thank you very much. Your instructions worked just great. By the way, I did check the link to the Customize permissions and your directions were much better and more thorough.

Ginger

Answer 3

Hi Ginger,

Thanks for the confirmation, glad to know my reply helped you resolve the issue.

Should you need help with any other issue, please feel free to post in the forum. :)

Regards,

Neha