# How to manage SharePoint document library permissions

Last updated on: 17th March, 2026

[Managing SharePoint permissions](https://www.manageengine.com/sharepoint-management-reporting/sharepoint-management-tool.html?utm_source=spmp-kb&utm_medium=manage-sharepoint-document-library-permissions&utm_content=in-content-links) 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](https://www.manageengine.com/sharepoint-management-reporting/kb/how-to-give-access-to-sharepoint-folder.html), control external access, and maintain governance standards.

## How inheritance works in document libraries

The [permission hierarchy in SharePoint](https://www.manageengine.com/sharepoint-management-reporting/kb/sharepoint-site-permissions-and-types.html?utm_source=spmp-kb&utm_medium=manage-sharepoint-document-library-permissions&utm_content=in-content-links) follows site > document library > folder > file. When a [library is created](https://www.manageengine.com/sharepoint-management-reporting/kb/how-to-create-document-library-in-sharepoint.html), 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.

![Modifying permissions inheritance for a SharePoint document library.](https://www.manageengine.com/sharepoint-management-reporting/kb/images/modify-document-library-inheritance.png)

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

![The PERMISSIONS tab in library settings.](https://www.manageengine.com/sharepoint-management-reporting/kb/images/permissions-tab.png)

### 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**.

![Granting permissions to a SharePoint document library.](https://www.manageengine.com/sharepoint-management-reporting/kb/images/grant-document-library-permissions.png)

### 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:

```powershell
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.

```powershell
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.

```powershell
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.

```powershell
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.

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

### Supported parameters

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

| Parameter | Description |
|---|---|
| -Identity | Defines the name or URL of the library. |
| -BreakRoleInheritance | Stops inheriting permissions. |
| -CopyRoleAssignments | Copies existing site permissions. |
| -Principal | Defines the user or group name. |
| -RoleDefinition | Defines the permission level (Read, Edit, Contribute, etc.). |
| -Connection | Uses an existing connection. |
| -WhatIf | Shows what would happen without applying changes. |
| -Confirm | Prompts for confirmation. |

## 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](https://www.manageengine.com/sharepoint-management-reporting/sharepoint-management-tool.html?utm_source=spmp-kb&utm_medium=manage-sharepoint-document-library-permissions&utm_content=in-content-links) 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.

![Selecting a document library to grant permissions using SharePoint Manager Plus.](https://www.manageengine.com/sharepoint-management-reporting/kb/images/selecting-document-library.png)

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**.

![Granting permissions to a SharePoint document library using SharePoint Manager Plus](https://www.manageengine.com/sharepoint-management-reporting/kb/images/grant-sharepoint-document-library-permissions.png)

## Simplify document library permission management today

[SharePoint Manager Plus](https://www.manageengine.com/sharepoint-management-reporting/?utm_source=spmp-kb&utm_medium=manage-sharepoint-document-library-permissions&utm_content=in-content-links) simplifies permission governance with centralized visibility, bulk controls, and detailed reporting—all from a single web-based console.

### Bulk permission management

[Bulk permission management](https://www.manageengine.com/sharepoint-management-reporting/sharepoint-permission-management-tool.html?utm_source=spmp-kb&utm_medium=manage-sharepoint-document-library-permissions&utm_content=in-content-links) enables you to grant, remove, or copy document library permissions for multiple users at scale in a single operation. Use CSV imports to add users in bulk and eliminate repetitive manual updates.

### Detect and fix broken inheritance

Quickly [identify document libraries with unique permissions](https://www.manageengine.com/sharepoint-management-reporting/sharepoint-permission-reporting-tool.html?utm_source=spmp-kb&utm_medium=manage-sharepoint-document-library-permissions&utm_content=in-content-links#broken-inheritance) and standardize access where necessary to reduce permission sprawl and security risks.

### Permission change auditing

[Permission change auditing](https://www.manageengine.com/sharepoint-management-reporting/sharepoint-permission-auditing-tool.html?utm_source=spmp-kb&utm_medium=manage-sharepoint-document-library-permissions&utm_content=in-content-links) helps track permission modifications with detailed logs that show who made the change, what was modified, and when it occurred—supporting compliance and investigations.

### Scheduled permission reporting

[Scheduled permission reporting](https://www.manageengine.com/sharepoint-management-reporting/sharepoint-list-report.html?utm_source=spmp-kb&utm_medium=manage-sharepoint-document-library-permissions&utm_content=in-content-links) allows you to automate reports on document library access and export them in CSV, PDF, XLSX, or HTML formats for audits and governance reviews.

## 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:

### Review permission inheritance carefully

Before breaking permission inheritance, evaluate whether the document library truly requires unique settings. Excessive unique permissions increase administrative overhead and make access control harder to [manage across sites](https://www.manageengine.com/sharepoint-management-reporting/sharepoint-management-tool.html?utm_source=spmp-kb&utm_medium=manage-sharepoint-document-library-permissions&utm_content=in-content-links).

### Control permissions at the right level

Understand the hierarchy: library permissions > folder permissions > file permissions. Assigning permissions at the folder or file level should be done sparingly, as deeply nested, unique permissions can lead to confusion and security gaps.

### Follow the principle of least privilege

Use appropriate permission levels (Read, Contribute, Edit, or Full Control) and grant users only what they need. Avoid giving *Full Control* unless absolutely necessary.

### Monitor sharing access regularly

[Review sharing access, including external users and anonymous links](https://www.manageengine.com/sharepoint-management-reporting/sharepoint-online-auditing-tool.html?utm_source=spmp-kb&utm_medium=manage-sharepoint-document-library-permissions&utm_content=in-content-links), to prevent unintended exposure of sensitive files. External sharing should align with organizational governance policies.

### Use groups instead of direct user assignments

[Assign permissions to SharePoint groups](https://www.manageengine.com/sharepoint-management-reporting/sharepoint-group-management-tool.html?utm_source=spmp-kb&utm_medium=manage-sharepoint-document-library-permissions&utm_content=in-content-links) rather than individual users wherever possible. This simplifies management and reduces errors during employee onboarding or offboarding.

## Frequently asked questions

### What is permission inheritance in SharePoint?

Permission inheritance means a document library automatically adopts the access settings of its parent site. If inheritance is broken, the library uses unique permissions and must be managed independently.

### What are unique permissions in a document library?

Unique permissions occur when inheritance is broken. The library no longer follows site-level changes and library permissions must be managed separately.

### How do I check who has sharing access to a document library?

You can review sharing access through the library's permission settings or by using [SharePoint Manager Plus' permission reports](https://www.manageengine.com/sharepoint-management-reporting/sharepoint-permission-reporting-tool.html?utm_source=spmp-kb&utm_medium=manage-sharepoint-document-library-permissions&utm_content=FAQ#external-sharing-access).

### What are the different levels of permissions in SharePoint?

Permission levels define what users can do, such as Read, Contribute, Edit, or Full Control. Selecting the correct level ensures least privilege. [Learn more about SharePoint permission levels](https://www.manageengine.com/sharepoint-management-reporting/kb/sharepoint-site-permissions-and-types.html?utm_source=spmp-kb&utm_medium=manage-sharepoint-document-library-permissions&utm_content=FAQ).

### How do I give access to a document folder?

To give access to a SharePoint document folder, select the folder, click the **Share** button or three-dot ellipsis, and choose **Manage Access**. Enter the names or emails of users, set permissions to **Can edit** or **Can view**, and click **Send**.

Third-party tools like SharePoint Manager Plus offer a centralized interface with a hierarchy tree, enabling you to [quickly grant folder access to users at scale](https://www.manageengine.com/sharepoint-management-reporting/kb/how-to-give-access-to-sharepoint-folder.html?utm_source=spmp-kb&utm_medium=manage-sharepoint-document-library-permissions&utm_content=FAQ).

### How do I edit a document library?

Open the document library and go to **Settings** > **Library settings**. From there, you can modify the library name, versioning settings, permissions, metadata columns, and more.

### How do I make a document library read only?

Go to **Settings** > **Library settings** > **Permissions for this document library**. Edit the assigned permission levels and grant users or groups the **Read** role instead of **Contribute** or **Edit**. This restricts users to viewing content without making changes.

### How do I check document permissions?

Open the document library, select the file or folder, and click **Manage access**, or navigate to **Library settings** > **Permissions for this document library**.

However, these methods can get repetitive over time as they require checking items individually and navigating multiple pop-ups. See how [native tools compare with SharePoint Manager Plus to check permissions](https://www.manageengine.com/sharepoint-management-reporting/kb/how-to-check-sharepoint-permissions.html?utm_source=spmp-kb&utm_medium=manage-sharepoint-document-library-permissions&utm_content=FAQ).

### Can I share a document library in SharePoint?

You can share a document library by clicking **Share** and inviting users or generating a sharing link. Access can be limited to view-only or editing rights, depending on the selected permission level and your organization's sharing policies.