SharePoint is a powerful platform for document management and collaboration, but one of its most misunderstood areas is permissions management. Setting up access correctly is essential—not only for collaboration but also for compliance and security. A small mistake in permissions can lead to data leaks, frustrated users, or restricted productivity.
In this guide, you’ll learn about the most common mistakes admins make when managing SharePoint permissions—and how to solve them or avoid them entirely.
1. Granting direct access instead of using groups
The mistake
Manually adding individual users to document libraries, folders, or files.
Why it’s a problem
- Hard to manage at scale
- Easy to overlook who has access later
- Difficult to audit or transfer ownership
Solution
Use Microsoft 365 groups, SharePoint groups, or security groups from Entra ID (formerly Azure AD).
Assign permissions at the group level, not to individuals. This way, adding or removing users becomes much simpler and more transparent.
2. Breaking inheritance without a clear plan
The mistake
Manually breaking permission inheritance at the folder or file level to give special access.
Why it’s a problem
- Increases complexity and maintenance burden
- Easy to forget where custom permissions were applied
- Slows down performance and troubleshooting
Solution
Keep inheritance intact unless absolutely necessary.
If you must break inheritance, document it clearly and review it regularly.
Prefer sharing entire libraries or pages with proper permission levels rather than drilling into subfolders.
3. Using “Everyone” or “Everyone except external users” for sensitive content
The mistake
Granting broad read or edit access to large groups, including all employees.
Why it’s a problem
- Sensitive or confidential content may become visible to unintended users
- Lack of access control undermines security policies
Solution
Only use “Everyone” groups for public or low-risk content.
For anything internal, HR-related, or strategic—use specific SharePoint or security groups.
Audit who has access regularly.
4. Forgetting to remove default “Members” edit rights
The mistake
Leaving the default edit permission for members when it should be read-only.
Why it’s a problem
- Users can accidentally or intentionally delete or change content
- No versioning won’t protect all types of mistakes
- Shared libraries can become chaotic over time
Solution
Change default permissions for members to read or contribute (without delete) if users should not edit everything.
Create custom permission levels if needed.
5. Not understanding permission levels
The mistake
Assigning Full Control or Edit to users who only need View access.
Why it’s a problem
- Increased risk of unintentional edits or deletions
- Admin burden grows when users misuse their access
- Can lead to security incidents if external sharing is enabled
Solution
Familiarize yourself with SharePoint’s built-in permission levels:
- Read – view only
- Contribute – edit without changing structure
- Edit – edit structure and items
- Design – edit pages and appearance
- Full Control – complete administrative access
Always match permissions to the user’s real needs.
6. Ignoring inheritance at the site collection level
The mistake
Creating inconsistent permission structures across related sites or pages.
Why it’s a problem
- Creates confusion about where content lives and who can see it
- Difficult to onboard new employees or transfer ownership
- Risks over-permissioning or under-permissioning
Solution
Plan your site architecture and permission model in advance.
Use hub sites to create a more unified permission experience across multiple communication or team sites.
7. Failing to audit and clean up old access
The mistake
Leaving inactive users or outdated groups in permissions lists.
Why it’s a problem
- Departed employees still have access
- Compliance issues during audits
- Users might access outdated or unreviewed content
Solution
Schedule regular reviews of site permissions
Use Microsoft Purview, Entra ID access reviews, or PowerShell scripts to detect and clean up old access
Remove unused SharePoint groups or accounts
8. Assuming that Teams permissions = SharePoint permissions
The mistake
Thinking Teams membership controls all SharePoint document library access automatically
Why it’s a problem
- Files in Teams are stored in SharePoint behind the scenes
- Users can access files from SharePoint even if they don’t use Teams
- Sharing from SharePoint can bypass Teams channel restrictions
Solution
Understand that every Microsoft Teams team has a SharePoint site behind it.
Review both SharePoint and Teams settings when managing access.
Managing SharePoint permissions is not just about setting access—it’s about building a secure, scalable collaboration structure. Avoiding these common mistakes will save you from confusion, audit issues, and security incidents.
Focus on using groups over individuals, reviewing permissions regularly, avoiding unnecessary complexity, and always applying the principle of least privilege.
