The Principle of Least Privilege (PoLP) in SharePoint ensures that users have the minimum level of access necessary to perform their tasks, reducing security risks and unauthorized data exposure. Enforcing least privilege access protects sensitive information, prevents accidental data leaks, and improves compliance with regulatory policies.
This guide covers:
✔ What is Least Privilege Access and why it matters
✔ How to apply least privilege access in SharePoint
✔ Best practices for managing SharePoint permissions securely
1. What is Least Privilege Access?
The Principle of Least Privilege (PoLP) means that each user should have only the necessary permissions required for their job and nothing more.
In SharePoint, this prevents:
Unauthorized access to confidential data
Accidental data modifications or deletions
External threats from exploiting excessive permissions
Example: A finance department employee should only have access to financial reports and not HR documents.
2. Implementing Least Privilege Access in SharePoint
A. Use SharePoint Groups Instead of Individual Permissions
Instead of assigning permissions to individual users, create SharePoint Groups and assign roles based on responsibilities.
🔹 Default SharePoint Groups:
✔ Owners – Full control over the site
✔ Members – Can edit content
✔ Visitors – Read-only access
Best Practice: Create custom groups for different teams (e.g., “Finance Team”, “HR Team”) and grant permissions only to those groups.
B. Assign the Right Permission Levels
SharePoint provides predefined permission levels, but they should be used cautiously:
| Permission Level | Capabilities | Use Case |
|---|---|---|
| Full Control | Manage site, settings, and permissions | For site owners/admins only |
| Edit | Add, edit, delete content | For content contributors |
| Contribute | Add/edit content, but no deletion rights | For team members |
| Read | View content only | For general users |
| Restricted View | Read documents but cannot download | For sensitive data access |
Best Practice: Avoid granting Full Control unless absolutely necessary.
C. Restrict Access to Specific Libraries and Lists
Instead of giving users full site access, restrict permissions at the document library or list level:
1️⃣ Navigate to the Document Library/List
2️⃣ Click Settings (⚙) ➝ Library Settings
3️⃣ Select Permissions for this library
4️⃣ Click Stop Inheriting Permissions
5️⃣ Assign specific permissions to SharePoint Groups
Best Practice: Ensure sensitive data is not stored in publicly accessible libraries.
D. Implement Item-Level Permissions for Extra Security
You can set item-level permissions to restrict access to specific documents or list items:
✔ In lists, go to List Settings ➝ Advanced Settings ➝ Enable Item-level permissions
✔ For documents, use Share ➝ Specific People instead of open sharing
Best Practice: Limit sharing to only authorized users and set expiration dates for temporary access.
3. Managing External Sharing Securely
🔹 Limit guest access: Allow only authenticated external users.
🔹 Set expiration dates for shared links.
🔹 Restrict external sharing at the site or document level.
🔹 Use sensitivity labels to classify and encrypt sensitive data.
Best Practice: Use Microsoft Entra ID (Azure AD) Conditional Access to enforce MFA for external users.
4. Auditing and Monitoring Access
A. Use SharePoint Audit Logs to Track Permissions
Enable Microsoft Purview Audit Logging to track:
✔ Who accessed or modified documents
✔ Permission changes
✔ Sharing activities
Best Practice: Regularly review audit reports to identify excessive access.
B. Conduct Regular Permission Reviews
🔹 Periodic access reviews help remove unnecessary permissions.
🔹 Use Microsoft 365 Access Reviews to automate audits.
🔹 Remove inactive users and excessive permissions.
Best Practice: Set up quarterly access reviews for critical sites.
5. Best Practices for Enforcing Least Privilege Access
✔ Follow the “Need to Know” principle – Grant access only if required.
✔ Use SharePoint Groups, not individuals, for permissions.
✔ Avoid breaking permission inheritance unnecessarily.
✔ Regularly review and remove outdated permissions.
✔ Enable Multi-Factor Authentication (MFA) for added security.
✔ Use Microsoft Entra ID (Azure AD) for advanced access controls.