Protect a folder with password

Question

I would like to add a password to a single folder in my organisation sharepoint sites but I can't find this option even I had tried to use the 'share' function follow the online instructions.

Answer 1

Dear Hai Chan,

Good day!

Thank you for posting to Microsoft Community. We are glad to assist!

Unfortunately, there is no out-of-box feature to password-protect an entire folder in SharePoint online.

We understand it would be great if it can be achieved. We kindly suggest you send feedback to UserVoice and let the product team know your ideas and requirements. UserVoice is the best place to let the developers know users' suggestions and can help us improve our products and service. Many features are developed or upgraded based on users' comments.

As a workaround I understand you want to protect the folder you can try the workaround below to achieve your requirement.

• The first method is the remove all the user permission from the folder and crate a anyone link with password. (Right click on the folder manage access >> advanced settings )

Right click on the folder share >> gear icon >> any one >> set a password

• Second method is to use InformationRights Management (IRM)

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

• As a third workaround 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 ...

Your understanding and patience will be highly appreciated.

Wishing you a wonderful day ahead. Stay safe and take care!

Sincerely,

Answer 2

• The first method is the remove all the user permission from the folder and crate a anyone link with password. (Right click on the folder manage access >> advanced settings )

Right click on the folder share >> gear icon >> any one >> set a password

There is no 'Anyone' option showing up after I have follow the steps above. Would that because of I am using an organisation account?

Answer 3

Dear Hai Chan,

Good day!

Thank you for posting to Microsoft Community. We are glad to assist!

If you are unable to see the “anyone” link please follow the below steps.

Please note you need to have admin permission to achieve the following steps. If you are the admin in your organization, you could follow the steps below and see the result.

For organization-level settings, you can check if via the following steps:

1. Sign into Office 365 Portal.
2. Select Admin.
3. Click Admin centers>select SharePoint to access SharePoint Admin center.
4. Click Policies>selectSharing>select Anyone under External sharing.

Sharing policy is set to anyone for both SharePoint and OneDrive (refer to picture1)

Then, you may go to site (problematic SharePoint site) from active site via SharePoint Admin center, please try the following steps:(refer to picture2)

1. Also access to SharePoint Admin center.
2. Select Active sites.
3. Select the site which you are using.
4. Click settings tab>More Sharing settings>select Anyone option of External sharing.

Picture1:

Picture2:

Your understanding and patience will be highly appreciated.

Wishing you a wonderful day ahead. Stay safe and take care!

Sincerely,

Sophia