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
| Operation Type | File Permission Status | Result |
|---|---|---|
| Single File Move | Without unique permissions | ✅ Inherits from destination library |
| Single File Move | With unique permissions | ✅ Retains original permissions (sharing links & direct access) |
| Bulk File Move | Without unique permissions | ✅ Inherits from destination library |
| Bulk File Move | With unique permissions | ✅ Retains unique permissions |
Summary: Moving files within the same site preserves unique permissions for both single and bulk operations.

Moving Across Different Sites
Single File Move
| File Permission Status | “Keep Sharing” Option | Result |
|---|---|---|
| With unique permissions | ☑️ Checked | ✅ Unique permissions copied to destination |
| With unique permissions | ☐ Unchecked | ❌ Permissions NOT copied; inherits from destination |
| Without unique permissions | ☑️ Checked | ❌ No unique permissions to copy; inherits from destination |
| Without unique permissions | ☐ Unchecked | ❌ No unique permissions to copy; inherits from destination |
Bulk File Move
| File Permission Status | Result |
|---|---|
| Without unique permissions | ❌ Inherits from destination library; unique settings not carried |
| With unique permissions | ❌ Inherits from destination library; loses unique permissions & sharing links |
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
| Scenario | Permission Behavior | Risk Level |
|---|---|---|
| Same site moves (single/bulk) | Unique permissions preserved | 🟢 Low |
| Cross-site single file move | Controllable via checkbox | 🟡 Medium |
| Cross-site bulk move | Always loses unique permissions | 🔴 High |
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
| Move Type | Unique Permissions | Sharing Links | Direct Access | Inherits Destination |
|---|---|---|---|---|
| Same site - Single | ✅ | ✅ | ✅ | ❌ |
| Same site - Bulk | ✅ | ✅ | ✅ | ❌ |
| Cross-site - Single (checked) | ✅ | ✅ | ✅ | ❌ |
| Cross-site - Single (unchecked) | ❌ | ❌ | ❌ | ✅ |
| Cross-site - Bulk | ❌ | ❌ | ❌ | ✅ |
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.