Overview
Normally, files and folders in a SharePoint site can be viewed and edited by any site member. If you need to ensure that only certain members can access a file or folder, we recommend creating a new document library with its own permissions. A document library is essentially just a folder within the SharePoint site, and it can contain multiple files and folders.
You can designate who can access the document library, and confer different levels of access. However, site owners will always be able to view and edit any document library, no matter what the permission settings are.
Accessing SharePoint
You can quickly access your SharePoint site from the SharePoint start page:
Selecting or creating a document library
You can set custom permissions on an existing document library or create a new document library.
Using an existing document library
Quick guide
- Go to the SharePoint site.
- In the left menu, click Site contents.
- Select any folder that has Document library listed as its "Type."
- The document library opens.
Detailed guide (with screenshots)
- Go to the SharePoint site.
- In the left menu, click Site contents.
- Select any folder that has Document library listed as its "Type."
- The document library opens.
Creating a new document library
Quick guide
- Go to the SharePoint site.
- Click + New and select Document library.
- Select + Blank library.
- Name the library, optionally add a description, and click Create. If you select the checkbox Show in site navigation, the library will be linked in the left menu for site owners and for any site members who are granted access. Site members without access will not see the library link.
- The document library is created.
Detailed guide (with screenshots)
- Go to the SharePoint site.
- Click + New and select Document library.
- Select + Blank library.
- Name the library, optionally add a description, and click Create. If you select the checkbox Show in site navigation, the library will be linked in the left menu for site owners and for any site members who are granted access. Site members without access will not see the library link.
- The document library is created.
Customizing the permissions for a document library
Roles explained
You can grant the following roles:
- Full Control: Has full control
- Design: Can view, add, update, delete, approve, and customize
- Edit: Can add, edit and delete lists; can view, add, update and delete list items and documents
- Contribute: Can view, add, update, and delete list items and documents
- Read: Can view pages and list items and download documents
- Restricted View: Can view pages, list items, and documents; documents can be viewed in the browser but not downloaded
Be aware that site owners will always have Full Control access.
Customize document library permissions
Quick guide
- In the upper left, click the Settings icon and select Library settings.
- Click More library settings.
- Under "Permissions and Management," click Permissions for this document library.
- Click Stop Inheriting Permissions.
- Click OK.
- Select the checkboxes for Members and Visitors. Then, click Remove User Permissions.
- Click OK.
- Now, only site owners can view and edit the document library.
- Note: Although Microsoft allows you to select and remove site owners, this will not affect their permissions. Site owners can always view and edit all files and folders on a SharePoint site. If you do not want a site owner to access the document library, you must change their role from site owner to site member.
- To give specific site members or other people access to the document library:
- Click Grant Permissions.
- Fill out the invitation form. To customize the person's permission level (the default is Edit access), click Show Options.
- Once you're ready, click Share.
- The document library is shared and the person is added to the permission list.
Detailed guide (with screenshots)
- In the upper left, click the Settings icon and select Library settings.
- Click More library settings.
- Under "Permissions and Management," click Permissions for this document library.
- Click Stop Inheriting Permissions.
- Click OK.
- Select the checkboxes for Members and Visitors. Then, click Remove User Permissions.
- Click OK.
- Now, only site owners can view and edit the document library.
- Note: Although Microsoft allows you to select and remove site owners, this will not affect their permissions. Site owners can always view and edit all files and folders on a SharePoint site. If you do not want a site owner to access the document library, you must change their role from site owner to site member.
- To give specific site members or other people access to the document library:
- Click Grant Permissions.
- Fill out the invitation form. To customize the person's permission level (the default is Edit access), click Show Options.
- Once you're ready, click Share.
- The document library is shared and the person is added to the permission list.
Additional resources
For a video walkthrough of this process, refer to the following tutorial: