SharePoint & Teams Collaboration
Setting Permissions on a Folder or Site
This guide explains how to set or change permissions on a SharePoint folder or site so the right people can access and edit the right content.
Time needed
15 minutes
Platform
Microsoft 365
Guide steps
3 clear sections
Before you begin
You must be a SharePoint site owner or have Full Control permission for the site or folder you want to manage. If you are not, contact the helpdesk or your site owner.
Follow along
Step-by-step guide
Understand SharePoint permission levels
- Instruction 1: Full Control: can manage all site settings, permissions, and content. Usually only site owners.
- Instruction 2: Edit (Contribute): can add, edit, and delete files and list items but cannot change site settings.
- Instruction 3: Read: can only view files and pages — cannot make changes.
- Instruction 4: View Only: a more restricted read level used for certain document types.
- Instruction 5: Your IT team may have created custom permission levels specific to your organisation.
Action map
Understand SharePoint permission levels
- 01
Full Control: can manage all site settings, permissions, and content. Usually only site…
- 02
Edit (Contribute): can add, edit, and delete files and list items but cannot change site…
- 03
Read: can only view files and pages — cannot make changes.
Visual guide
Use this visual action map alongside the written instructions above.
Open SharePoint help & learning for Setting Permissions on a Folder or SiteShare a folder with specific people
- Instruction 1: Navigate to the folder in the SharePoint library in your browser.
- Instruction 2: Click the three-dot menu (…) next to the folder and click Share.
- Instruction 3: Type the name or email address of the person, choose whether they can Edit or View, add an optional message, and click Send.
- Instruction 4: This grants them access to that specific folder without giving them access to the rest of the site.
Manage site member permissions
- Instruction 1: To add or remove members from a whole site, go to the site home page.
- Instruction 2: Click the Members count (usually shown as a person icon and number in the top-right of the page).
- Instruction 3: Click Add members to invite someone new, or click on a person's name to change their role or remove them.
- Instruction 4: Changing a person's role: click their name, then change the dropdown from Member to Visitor (read-only) or Owner, as appropriate.
Quick fixes
Troubleshooting
The Share option is greyed out for a folder
The site may be configured to prevent permission changes below the site level — a common setting to maintain consistent access control. Contact the helpdesk or the site owner to grant access at the appropriate level.
Someone still has access after I removed them
They may have inherited access through a group membership rather than a direct share. Check the site members list and look for any groups they might belong to. Contact the helpdesk if you cannot identify the source of their access.
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