Microsoft 365: SharePoint Secure Matter User Guide

Guide for Accessing and Managing Folders and Permissions in SharePoint

This guide provides an overview of how to create folders, view permissions, and adjust access levels for different users and groups on your SharePoint site.

Accessing Your SharePoint Site

1. Log in to Office 365 and open SharePoint.
2. Use the provided link to access the site
   E.g. (https://<company>.sharepoint.com/sites/securematters/SitePages/CollabHome.aspx)
3. Once on the site, you’ll see options to navigate through different sections, including Document Libraries.
4. Select the "Secure Matters Library"

Creating a New Folder

1. In your SharePoint site, navigate to the Document Library where you want to create folders.
2. Click + New > Folder.
3. Name your folder (e.g., “Finance Docs,” “Project A”, etc).
4. Click Create. Your new folder will appear in the document library.

   Note: Each time a new file or folder is added/created, it will inherit it's permissions from the parent folder.

           To set unique file or folder access, this needs to be removed. Please see Remove Inheritance below.

Tip: Organise folders by project, department, or purpose to make it easier to manage permissions for different groups.

Remove Inheritance

• In the Manage Access pane, select Advanced settings to view detailed permissions settings.
• If the folder inherits permissions from the parent library, click Stop Inheriting Permissions. This lets you set custom permissions for the folder.
• Removing Inheritance sets the file or folder to be independent from its parent folder, thus it will have unique permissions. This allows for specified access to desired users.
• 

Checking Who Has Permissions for a Folder

1. Go to the Document Library where your folders are located.
2. Click on the More options (…) menu next to the folder name you want to check.
3. Select Manage Access.
4. In the Manage Access pane, you’ll see a list of people and groups with permissions to this folder, along with their access levels (e.g., Edit, View Only).

Note: Permissions may be set for the entire document library by default. Any custom permissions for a folder will be shown here as unique.

Adjusting Permissions for a Folder

1. Locate the folder which permissions you wish to change.
2. Select the (...) for the file/folder.
3. Select the Manage Access pane
4. To Add New Users/Groups:
   • Click Grant Access.
   • Enter the email address or group name of the people you want to add.
   • Set their permission level:
     • Edit: Can view and make changes to files.
     • View Only: Can view files but cannot make changes.
   • Click Share to apply.
5. To Remove Users/Groups:
   • In the Manage Access List, select the 'People' or 'Groups' and then select the user/group you wish to remove.
   • Click the current permissions and the a dropdown will appear.
   • Select Remove direct access.

Tip: Assign permissions to groups (like "Finance Team" or "Project Managers") instead of individuals to keep permissions management simple and organised.

Adjust Permissions for Files Within a Folder (Optional)

1. If you need specific permissions for individual files within a folder:
   • Open the file, click More options (…) > Manage Access.
   • Follow the same steps to add or remove permissions as outlined above.
2. Remember to keep unique permissions at a minimum to simplify management.

Verifying Permissions

1. To make sure permissions are correctly set, use Check Permissions in the Manage Access pane.
   • Enter the name of a person or group to see their access level for the folder.
2. Log in as a team member (if possible) or check permissions with an admin to confirm they align with your settings.

Additional Tips

• Use Groups for Access Control: Rather than adding each person individually, add groups like “Finance Team” or “Marketing.” This way, anyone added to the group will automatically get access.
• Restrict Permissions When Needed: Use View Only for folders or files you want users to see but not change.
• Document Your Changes: Keep a record of permission changes for reference, especially for important folders.

Following these steps, you can efficiently manage folders and permissions on your SharePoint site, ensuring secure and organised access for your team.