How to Control File Access and Permissions in SharePoint

SharePoint allows teams to store, share, and collaborate on files, but not all users should have the same level of access. Managing file access and permissions ensures that sensitive information stays secure while allowing the right people to collaborate.

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📌 Understanding SharePoint Permissions

SharePoint permissions can be set at three levels:
✔ Site Level – Controls access to the entire SharePoint site.
✔ Library or Folder Level – Restricts access to specific document libraries or folders.
✔ File Level – Grants permissions to individual files.

✅ You can assign different permissions to different users at each level.

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📌 Step 1: Share a File or Folder in SharePoint

How to Share a File or Folder with Specific People

1. Open SharePoint Online and navigate to your document library.
2. Find the file or folder you want to share.
3. Click the More options (…) > Share.
4. Enter the email address or name of the person you want to share with.
5. Click the pencil icon to choose their permission level:
   • Can edit – Allows editing, renaming, and deleting.
   • Can view – Read-only access, no edits allowed.
6. Click Send to share the file.

✅ The recipient will receive an email with a secure link.

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📌 Step 2: Set Advanced File Permissions in SharePoint

If you need more control over file access, use Manage Access settings.

How to Change File Permissions in SharePoint

1. Right-click a file or folder and select Manage Access.
2. Click More options (…) > Advanced.
3. Select a user and adjust their permission level:
   • Full Control – Can edit, delete, and manage permissions.
   • Edit – Can modify and delete files.
   • Read – View-only access.
4. Click Save to apply changes.

✅ Now only selected users will have access!

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📌 Step 3: Remove or Restrict Access to a File

How to Stop Sharing a File in SharePoint

1. Open the document library and find the file.
2. Click More options (…) > Manage Access.
3. Click Stop Sharing to remove all access.

✅ The file is now private and accessible only to you.

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📌 Step 4: Set Expiring Links for Extra Security

If you share files externally, you can set an expiration date to limit access.

How to Set an Expiring Link in SharePoint

1. Click Share on the file.
2. Click People you specify can edit.
3. Select Set Expiration Date, then choose a date.
4. Click Apply and Send.

✅ After the expiration date, the link will no longer work.

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📌 Step 5: Control Who Can Share Files

To prevent unauthorized file sharing, admins can restrict sharing settings.

How to Disable External Sharing (If You Have Admin Rights)

1. Go to the SharePoint Admin Center.
2. Click Policies > Sharing.
3. Adjust settings to limit external sharing.
4. Click Save.

✅ This prevents sensitive data from being shared outside your organization.

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💡 Axio Networks Pro Tip

To maintain secure access control, use Microsoft 365 Sensitivity Labels to classify files as Confidential, Internal, or Public. This automates permissions and prevents accidental data leaks. Need help implementing security policies? Axio Networks provides expert Microsoft 365 solutions—contact us today! 🚀