SharePoint permissions on a list or library come from the site above it by default, so to give one library different access you open its Permissions page, select Stop Inheriting Permissions, then grant, change or remove access. Microsoft recommends managing access through the built-in SharePoint groups or the site's Microsoft 365 group wherever you can, and keeping unique permissions as the exception.
Here's the catch. Removing someone from a list or library you've broken away from doesn't stop at that level. Microsoft says the user or group's permissions are removed in all the children, including items with their own broken inheritance, and restoring them isn't possible. Check who you're removing before you select the button.
How permission inheritance flows down a site
Every site, list and library in a site collection inherits its permissions from the site directly above it. A subsite inherits from its parent, and folders, lists and documents inherit from the site that holds them. That's what saves an owner from setting access item by item.
When you break inheritance on a list or library and set new permissions, that list or library becomes the parent for everything inside it. Items then inherit the new settings, unless they already have unique permissions of their own. If you're still choosing between a team site and a communication site, here's how to create a SharePoint site before you set up its libraries.
Getting to the Permissions page
As of October 2026 these steps apply to Microsoft Lists, SharePoint in Microsoft 365, SharePoint Server Subscription Edition, SharePoint Server 2019 and SharePoint Server 2016.
- Open the library or list.
- Select Settings, then Library settings or List settings. On some versions you'll need to select More library settings too.
- If you don't see Settings, open the Library or List tab on the ribbon and select Library Settings or List Settings.
- Under Permissions and Management, select Permissions for this list or Permissions for this document library.
For a survey, select the dropdown, then Survey Settings, then Permissions for this survey.
What the messages at the top of the page mean
| Message | What it means |
|---|---|
| Some items of this list may have unique permissions which are not controlled from this page | Something inside was shared individually at some point. Show these items lists them, and an owner can select Manage permissions on each |
| There are limited access users on this site | Someone was given one shared item but not the whole list or library, so their access is limited to that item. Show users lists them |
| This library inherits permissions from its parent | Inheritance hasn't been broken yet, so nothing here is unique |
The limited access message has a twist. When you share one item with someone, SharePoint gives them limited access to the site so they can reach it. If you later un-share the item, they keep limited access to the site and the message stays, but they can't open anything that wasn't shared with them.
Sharing breaks inheritance on its own, too. When someone shares a document, inheritance is automatically broken for that item. The inherited permissions are copied to it, the new people are added, and any later changes you make to the parent aren't applied to that item.
Breaking inheritance and the 100,000 item limit
- Open the list, library or survey.
- Go to its Permissions page using the steps above.
- Select Stop Inheriting Permissions.
There's a hard limit here. When a list, library or folder holds more than 100,000 items, you can't break inheritance on it, and you can't re-inherit permissions on it either. Single files and folders inside it aren't affected, so you can still break inheritance on one file in a library that size.
Granting someone unique access
- After breaking inheritance, select Grant Permissions on the Permissions tab. You won't see it while the list or library still inherits.
- In the Share dialog, make sure Invite people is selected and type the names or email addresses of the people or group.
- Add a personal message if you like.
- On a folder, tick or untick Share everything in this folder, even items with unique permissions.
- The level is Edit by default. To give Read only instead, select Show options and change Select a permission level.
- Untick Send an email invitation under Show options if you don't want everyone emailed, then select Share.
For a whole team, Microsoft suggests adding a Windows Active Directory security group to a SharePoint group, so new starters get access when IT adds them to the security group. You can't grant access to a distribution group that isn't a Windows security group.
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Changing or removing access
| Task | What to select, as of October 2026 | Worth knowing |
|---|---|---|
| Change a permission level | Tick the user or group in the Name list, then Edit User Permissions, then the new level | Inheritance has to be broken first |
| Remove someone | Tick the user or group in the Name list, then Remove User Permissions | Removed from all children too, and it can't be restored |
| Go back to the site's permissions | Delete unique permissions on the Permissions tab, then OK | Every custom permission you set is removed |
After you restore inheritance, the status bar reads This list inherits permission from its parent, with the parent's name next to it. You can restore inheritance at any time, on a site, folder, list, library, list item or document.
My verdict on SharePoint permissions
I'd keep unique permissions for the few libraries that need them, such as finance or HR files, and leave everything else inheriting from the site. Every break is one more place to check when someone leaves. Before you remove anyone, remember it cascades and can't be undone. If you're new to how sites, libraries and lists fit together, start with my plain guide to using SharePoint.
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Frequently asked questions
How do I give someone access to just one SharePoint library?
Open the library's Permissions page, select Stop Inheriting Permissions, then select Grant Permissions and invite the person. The level is Edit by default, and you can change it to Read under Show options.
Why can't I see Grant Permissions in SharePoint?
The list or library is still inheriting permissions from its parent. Break inheritance with Stop Inheriting Permissions and Grant Permissions appears.
Can I undo removing a user's permissions in SharePoint?
No. The user or group's permissions are removed in all the children, including items with broken inheritance, and restoring them isn't possible.
Why can't I break permission inheritance on my list?
If a list, library or folder has more than 100,000 items, you can't break or re-inherit permissions on it. You can still break inheritance on individual files inside it.
How do I reset a SharePoint library to the site's permissions?
On the Permissions tab, select Delete unique permissions, then OK. The library inherits from its parent again and your custom permissions are removed.
