How to Restrict Access to Documents in SharePoint Online

Last Updated on July 6, 2024

Need to keep some documents private?

In this guide, you will learn how to restrict access to certain documents in SharePoint Online using 2 easy methods.

Let’s get started.

Table of Contents:

What happens when you restrict access to a document?

When you follow the methods I share below, the effects are immediate and impactful.

Some of what happens include the following:

It also affects the regulations in data privacy and protection, as only authorized individuals will be able to access those documents.

However, if you’re collaborating with others on a document, make sure to grant permission to them.

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Now, the process I will be showing you below is fairly easy to follow.

As I explained earlier, the actions you will take will have immediate and impactful consequences.

By default, an item (document or SharePoint folder) inherits its permissions from its parent container (library).

If this applies to a document library, then it inherits permissions from the SharePoint site permissions.

The moment you stop this inheritance, you will be able to assign unique permissions to specific documents.

If you want to do that for a specific document only, simply right-click on it > manage access option:

There are 2 things you can do:

The stop sharing button will immediately stop the file from being shared, which is helpful.

The best course here is to do both — whichever you prefer to do first.

For example, click the ellipsis button at the upper-right corner of the modal.

Then click the advanced settings button:

This will bring you to the permissions page of that document.

You can see here who has access to that document and what their permission levels are (what they can do).

From there, click the stop inheriting permissions button:

You can then add unique or custom permissions for those who should be able to access the document.

Now, go back and right-click again on that document > manage access, and this time, stop sharing it.

If you were able to do it properly, there will be no one left in the people list but you:

⚠️ Note: You can also stop inheriting permissions for the whole document library and manually delete the unique permissions left.

The next method here is a little similar to the first one.

You will still need to stop sharing the document to remove all the people with whom the document is currently shared.

From there, click the share button on the modal:

Click the gear icon in the upper-right corner to expand the settings.

On the more settings part, you will be able to set a password for the document:

Now, this might mean setting up the document to be shared with anyone with the link.

However, this ensures that whoever attempts to access it has to enter the password.

Despite everything, you should regularly review who has access to your documents.

There are changes in team roles or projects where you may have to update access rights.

If you have more questions about restricting access to specific documents, feel free to leave a comment below.

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