How to manage SharePoint document library permissions

Managing SharePoint permissions for a document library ensures that the right users have the appropriate level of access. In SharePoint, document libraries inherit permissions from their parent site by default. By effectively managing permissions, admins can restrict access to sensitive content, control external access, and maintain governance standards.

How inheritance works in document libraries

The permission hierarchy in SharePoint follows site > document library > folder > file. When a library is created, it automatically inherits permissions from the SharePoint site. This means:

• Users who have access to the site also have access to the library.
• Changes made at the site level apply to the library.
• The library follows the site’s permission structure unless inheritance is broken.

When inheritance is broken at the library level, the library receives its own unique permissions, stops reflecting site-level changes, and requires separate access management.

This guide provides different ways to manage document library permissions through the SharePoint Online browser interface, PowerShell, and third-party tools like SharePoint Manager Plus.

Method 1: SharePoint Online browser interface

SharePoint Online helps admins directly manage permissions through the browser interface, ideal for users who need to review, modify, or restrict access without using scripts. Ensure you have either the Site Owner permission, Full Control permission level, or the SharePoint Administrator role.

1. Go to the site containing the document library.
2. Open the document library.
3. Click the Settings icon and select Library settings > More library settings.
4. Under Permissions and Management, select Permissions for this document library.
5. To modify inheritance:
   • Click Stop Inheriting Permissions to create unique permissions (this option is only visible if the document library is currently inheriting permissions from its parent).
   • Click Delete unique permissions to remove unique permissions.
   

   Once inheritance is broken, you can perform Grant and Modify operations from the PERMISSIONS tab:

   

Steps to grant permissions

1. Click Grant Permissions. In the pop-up that appears, enter the user or group name you would like to grant permissions to.
2. Click SHOW OPTIONS and select your desired permission level from the drop-down.
3. Click Share.

Steps to remove permissions

1. On the permissions page, select the check box next to the name of the user or group whose permissions you'd like to remove.
2. Select Remove User Permissions from the PERMISSIONS tab and confirm the action.

Steps to edit permissions

1. On the permissions page, select the check box next to the name of the user or group whose permissions you'd like to edit.
2. Select Edit User Permissions from the PERMISSIONS tab.
3. On the Edit Permissions page, use the check boxes to add or remove permissions, then click OK.

Method 2: Windows PowerShell

PowerShell is ideal when you need to manage document library permissions programmatically and in bulk.

Prerequisites

1. Before using PowerShell, ensure that:
   • You have SharePoint Administrator or Global Administrator rights.
   • The PnP.PowerShell module is installed.
2. Install and connect to SharePoint Online using the script below.
   Copy

   Install-Module PnP.PowerShell -Scope CurrentUser
   Connect-PnPOnline -Url https://tenant.sharepoint.com/sites/ProjectSite -Interactive

Break inheritance on a document library

This command stops the document library from inheriting permissions from its parent site and creates unique permissions for it. The -CopyRoleAssignments parameter ensures existing site permissions are copied to the library before inheritance is broken.

Set-PnPList -Identity "HR Documents" -BreakRoleInheritance -CopyRoleAssignments

Grant permissions to a group

This assigns the Contribute permission level to a SharePoint group for the selected document library.

Add-PnPListRoleAssignment -List "HR Documents" `
                    -Principal "HR Team" `
                    -RoleDefinition "Contribute"

Remove permissions

This removes the assigned permissions for the specified user or group from the document library, immediately revoking their access unless granted elsewhere.

Remove-PnPListRoleAssignment -List "HR Documents" `
                    -Principal "Old User"

Get libraries with unique permissions

This retrieves all document libraries within the site that have broken inheritance and use unique permissions, helping administrators identify and manage permission sprawl.

Get-PnPList | Where-Object {$_.HasUniqueRoleAssignments -eq $true}
    

Supported parameters

The following parameters can be used to manage document library permissions:

Method 3: SharePoint Manager Plus

Managing document library permissions individually in the browser or through scripts can be time-consuming, especially in large or hybrid environments. SharePoint Manager Plus provides centralized, bulk permission management across SharePoint sites and libraries.

Steps to manage document library permissions using SharePoint Manager Plus:

1. Navigate to the Management tab. Under Permission Management - Granular, choose if you want to grant, remove, or copy permissions.
2. Select the tenant, then use Select Object to choose the document library. Expand the tree as needed.
3. Click the add icon to select the users or groups you want to grant access to. To add multiple users in bulk, use Import CSV to upload a list.
   Note:

   When copying or moving permissions, use the Source User/Group and Destination User/Group fields instead.

4. Use the Permission Levels drop-down to assign the required permission level for the document library.
5. In the Operation Type field, specify whether to break inheritance, then click Apply.

Simplify document library permission management today

SharePoint Manager Plus simplifies permission governance with centralized visibility, bulk controls, and detailed reporting—all from a single web-based console.

Best practices to manage SharePoint library permissions

Follow these best practices to ensure consistent structure, improved usability, and long-term scalability across your SharePoint environment:

Frequently asked questions