SharePoint: Using the Manage Access Option to Manage File/Folder Permissions

Summary

This article provides instructions on how to use the manage access option to see what files/folders non-members of your SharePoint site are able to access. It includes instructions to manage non-member access.

 

Background

A SharePoint site is a securable object that has assigned permissions. When you create a SharePoint site, an Office 365 Group is assigned. The members of the group all have the same level of access to the contents of the site including files and folders. Members of the group can view and/or edit the contents of the site.

The contents of a site are also securable objects (files, folders, etc.). The permissions assigned to group members give them direct access to the site and it's contents. A group member can also give access to other people (non-members) inside and outside the tenant by sharing files or folders with them. When a member shares a document or other individual item with a non-member, permission inheritance is automatically broken for that item. The inherited permissions are copied to the item, and permissions for the non-member are added (making it unique), but if permissions are changed to the parent item (folder, library, etc.), those changes are not applied to the non-member's shared item.

Prior to making changes to any securable object using the procedures provided in this article, review the information in SharePoint: Understanding the Permission Inheritance Hierarchy and SharePoint: Managing Inherited Permissions.

The Manage Access Option allows SharePoint site owners to see what content non-members are able to access and to manage their access accordingly.

 

Follow the links to the task you want to achieve:

 

How-To

Task: To access the Manage Access (or manage permissions) panel.

 

Instructions 

Step 1 - Sign in to Portal.Office.Com , and click the Waffle icon > SharePoint.

Step 2 - Select your SharePoint site and open a document library.

Step 3 - Hoover over the Context Menu icon of any document and click See details.

Document Detail Link

 

 

 

 

 

Step 4 - On the Details panel, click Manage access.

Document details panel with manage access link highlighted.

 

 

 

 

 

 

 

 

 

 

 

 

 

Outcome 

The Manage access panel displays.

Manage access panel.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Back to top

 

The Direct Access section of the Manage access panel lists the permissions granted to the group that owns the SharePoint site. The group was assigned when the site was created.

Note: It is possible to change these permissions using the old-style permissions screen, but this procedure is only recommend for advanced SharePoint users.

 

Task: To modify permissions that were automatically granted (not recommended).

 

Instructions 

Step 1 - Open a file's Manage access panel.

Step 2 - In the Direct access section, click Advanced.

Manage access panel with the Advanced link highlighted.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Step 3 - Select the Permissions tab, and use the ribbon options to modify permissions as needed.

Old-style permission screen.

 

 

 

 

 

 

 

Outcome 

Permissions are modified based on your changes.

Back to top

 

Any sharing links that exist for the document are displayed in the Links Sharing Access section of the Manage Access panel. These are the links that were shared by members to non-members granting them access to the document.

 

Task: To modify non-member permissions that were granted through sharing.

 

Instructions

Step 1 - Open a file's Manage access panel.

Manage access panel with the Links Giving Access section highlighted.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Step 2 - Click the ellipse () beside the link to display the details of the link.

Step 3 - Click the drop-down arrow to expand the menu in the Link settings section and change the permissions of the link (Can Edit or Can View), or remove the link entirely.

Manage access link settings.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Step 4 - Enter the Email Address of non-members in the Specify people for this link field to grant them permissions to view or edit the documents. Note: Permission type (Can Edit or Can View) depends on your selections in Step 3.

Step 5 - Click the X next to a non-members name to take away their permissions.

 

 

 

 

 

 

Step 6 - Click Save.

 

Outcome 

Permissions for non-members are modified based on your changes.

Back to top

 

Further reading

SharePoint: Using the Manage Access Option to Manage File/Folder Permissions

SharePoint: Managing Inherited Permissions

SharePoint: Understanding the Permission Inheritance Hierarchy

 

Need additional help?

For additional Training please visit the Teaching & Learning Technologies Training site

To submit a support request, please fill out the Microsoft 365 Support webform with as much detail as possible, or contact the ET&S Help Desk team on your local campus. For password issues you must call or visit the Help Desk in person. 

Details

Article ID: 4395
Created
Thu 5/5/22 8:14 AM
Modified
Tue 11/22/22 1:47 PM
Applicable Institution(s):
Granite State College (GSC)
Keene State College (KSC)
Plymouth State University (PSU)
University of New Hampshire (UNH)
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