Understanding SharePoint File Move Permissions Behavior

Overview

When moving files in SharePoint, understanding how permissions are handled is crucial for maintaining proper access control. The behavior varies significantly based on several factors, including whether you’re moving a single file or multiple files, and whether you’re moving within the same site or across different sites from the User Interface. This post is based on experiments done in October 2025 and things may change in the future.

The “Keep Sharing with Same People” Option

Important: The option to unselect the move of permissions appears only when a single file is selected to be moved to a different SharePoint site.

This option does NOT appear when:

• ❌ Bulk moving multiple files
• ❌ Moving files to a different library within the same site

Permission Behavior Quick Reference

Moving Within the Same Site

Summary: Moving files within the same site preserves unique permissions for both single and bulk operations.

Moving Across Different Sites

Single File Move

Bulk File Move

Summary: Cross-site bulk moves always lose unique permissions, regardless of the original permission status.

Decision Tree

Moving Files in SharePoint
    │
    ├─ Same Site?
    │   ├─ Yes → Unique permissions preserved ✅
    │   │
    │   └─ No (Cross-Site)
    │       ├─ Single File?
    │       │   ├─ Yes → "Keep sharing" option available
    │       │   │   ├─ Has unique permissions + Checked → Permissions copied ✅
    │       │   │   └─ Unchecked OR no unique permissions → Inherits from destination ⚠️
    │       │   │
    │       │   └─ No (Bulk) → Always inherits from destination; loses unique permissions ❌

Key Takeaways

Best Practices

✅ Do’s

• Review before moving: Check permission requirements before cross-site moves
• Move individually: For files with critical unique permissions in cross-site scenarios
• Test first: Run a small batch test with complex permission structures
• Document changes: Keep records of permission changes during file moves

⚠️ Don’ts

• Don’t bulk move sensitive files: Across sites if they have unique permissions
• Don’t assume: The “Keep sharing” checkbox affects files without unique permissions
• Don’t skip verification: Always verify permissions after cross-site bulk moves

Permission Retention Matrix

Conclusion

SharePoint’s file move behavior prioritizes preserving permissions within the same site but takes a more conservative approach for cross-site moves. Understanding these nuances helps prevent accidental permission loss and ensures proper access control during file management operations.

Note: This is an evolving area in SharePoint and may be different in the future.

• SharePoint
• Security
• Permissions