Creating Password-Protected Folder in SharePoint

Question

Good morning,

We are currently working on creating a folder within a SharePoint site that requires a password for users to access. The information stored in this folder is sensitive, and we want to ensure it is adequately protected. I'm seeking advice on the best approach to implement this.

One idea I had was to create a regular folder in my OneDrive and share it from there, but I'm unsure if this is the optimal solution. Has anyone dealt with a similar situation or has insights on how to achieve this in SharePoint directly?

Your guidance and suggestions would be greatly appreciated.

Thank you.

Answer 1

Dear Marc Font Ollé,

Good day! Thank you for posting to Microsoft Community. We are happy to help you.

From your description It seems you want to know how to Creating Password-Protected Folder in SharePoint

SharePoint did not provide the function to add lock on folders. However, regarding to sensitive file protection, SharePoint provided some other features to protect sensitive files. Based on your requirement, those sensitive files are all stored on same location. May I know if those are all Office files or PDF files? If so, Information Management Rights(IRM) might able to suit your needs.

IRM is applied on whole Library level. We suggest you creating a separate library and moved those files in it. After it is enabled, only the permission granted people are able to access it. Even they download the files and share with other users locally, Other users will not be able to view it. It will always require log in to correct account to view the contents. You can enable it following these steps.

Please be noted that this feature requires "Azure Information Protection" service in your Office 365 Plan.

1, Turn on IRM service on tenant level from SharePoint admin center. Global admin or SharePoint admin role is required for this action.

Go to SharePoint admin center >> settings >> classic settings page >> In the Information Rights Management (IRM) section, choose Use the IRM service specified in your configuration, and then choose Refresh IRM Settings.

2, Apply it to the library.

Go to the SharePoint library >> settings icon >> library settings >> advanced library settings >> Under Permissions and Management, select Information Rights Management >>select theRestrict permission to documents in this library on downloadcheck box and enter policy name and description, apply it.

For more information about IRM, kindly check these articles.

Set up Information Rights Management (IRM) in SharePoint admin center | Microsoft Learn

Apply IRM to a list or library | Microsoft Learn

Your understanding and patience will be highly appreciated.

If there is any misunderstanding, please feel free to correct me.

Have a nice day!

Best regards,

Answer 2

Dear Sophia Papadopoulos,

Thank you for your prompt response and the valuable information provided. I appreciate your guidance on using Information Management Rights (IRM) for securing sensitive files in SharePoint.

Regarding your question, the files we need to protect are in PFX format. These files contain digital certificates, and we want to add an extra layer of security by implementing a password protection mechanism.

Given that SharePoint doesn't natively support adding a password to folders, and considering the nature of PFX files, is there an alternative or a specific method within SharePoint that would allow us to achieve password protection for these folder or the PFX files?

I look forward to your further assistance on this matter.

Have a nice day!

Marc

Answer 3

Dear Marc Font Ollé,

Good day! Thank you for posting to Microsoft Community. We are happy to help you.

As for your description I’m afraid IRM does not support PFX file format. Personally I completely agree with you, this is indeed a good addition to the current features of SharePoint. Thank you for bring thing to our attention. We sincerely recommend you go to SharePoint Feedback community to provide your feedback: SharePoint · Community (microsoft.com).This is the best platform to let related team hear from you and make the products and services better for you and others.

Set up Information Rights Management (IRM) in SharePoint admin center

.

As a work around you can use Limited-access user permission lockdown mode.

• You can crate a SharePoint site and store your sensitive data in that newly crated site.
• After that please go to site information >> visit all site settings >> Site Settings : Site Collection Features >>> tun on Limited-access user permission lockdown mode .
• When you tun on this mode every time you want to share a file you need to disable the Limited-access user permission lockdown mode after share file you need re enable it

Impact of deactivating the Limited-access user permission

O365 Site Feature "Limited-access user permission lockdown ...

If my suggestion helped you please mark as helpful to help other users as well.

Your understanding and patience will be highly appreciated.

If there is any misunderstanding, please feel free to correct me.

Have a nice day!

Best regards,