Step-by-Step Guide: Creating a SharePoint Site with Custom Permissions

INTRODUCTION

SharePoint is a powerful collaboration platform that allows teams to manage documents, workflows, and permissions efficiently. In this guide, I’ll create a SharePoint site for 9 members, set up 3 document folders, and configure granular permissions so that:

Each folder is accessible by 3 unique members.

Each folder contains 3 files, with each file accessible by 1 unique member (subset of the folder’s 3 members).

This ensures secure, role-based access to sensitive data. Let’s begin!

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Step 1: Create a SharePoint Site

Prerequisites

• Microsoft 365 admin or SharePoint admin privileges.
• A clear purpose for the site (e.g., department collaboration, project management).

STEPS TO CREATE A SITE

Navigate to SharePoint Admin Center:

• Go to Microsoft 365 Admin Center → Show all → SharePoint.

Create a New Site:

Under Sites → Active sites, click Create → Team site or Communication site.

• Team site: For collaboration (includes a Microsoft 365 group).
• Communication site: For broadcasting information (no group).

Fill in details:

• Site name: e.g., "Finance Department Hub".
• Site description: "Briefly explain the site’s purpose."
• Privacy settings: Choose Public (open to all) or Private (restricted access).

Add Members:

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Step 2: Create Document Folders

Navigate to Documents Library:

- Go to your site → Click Documents on the left menu.

Create Folders:

- Click New → Folder → Name Folder (Document Library)

Create 3 New Folder inside (Document Library)
Name the folders Finance, Legal, and Audit.

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Step 3: Assign Folder Permissions

For each folder:

1. Stop Inheriting Permissions:

• Hover over the folder → Click ⋮ (More) → Manage access.

• Click Advanced settings

• Select Stop inheriting permissions → Confirm.

• Remove User Permissions

1. Grant Access to 3 Members:

• Click Grant access → Enter 3 member emails or username.

• Set permissions to Edit (to allow file uploads).

• Uncheck Send an email invitation (optional).

• Click Save.
  
  

Repeat for Folders B and C with their respective 3 members.

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Step 4: Create Files Inside Folders

For each folder (e.g., Audit):

1. Create Files:

• Open the folder → Click New → File (e.g., Word, Excel).

1. Set Unique File Permissions: Assign each file to one member

• Hover over Audit Note → ⋮ (More) → Manage access.

• Click Advanced settings → Stop inheriting permissions.

• Remove all existing users except Hagital JanGrp1

• Repeat for Excel File (Inside Audit folder) with one member (Hagital JanGrp2)

• Repeat for Powerpoint File (Inside Audit folder) with one member (Hagital JanGrp3)

Repeat the above steps for members in Finance folder and Legal Folder

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Conclusion
I’ve successfully created a SharePoint site with custom permissions to ensure secure collaboration:

• 3 folders with 3 members each.
• 3 files per folder, each restricted to 1 member.

Best Practices:

• Audit permissions periodically via Site Settings > Permissions.
• Use SharePoint groups for easier management in larger teams.
• Train members on accessing their designated content.

This structure minimizes data exposure while fostering teamwork. SharePoint’s flexibility ensures your organization’s data remains both accessible and secure.