While working in SharePoint over the years, one of the issues that I have come across is making sure users don’t accidentally change or overwrite anything in a document library. One of the elements is the library description, which most of the time contains important notes, usage guidelines, or compliance-related instructions. Setting the SharePoint library description read only is one of the cleanest ways to protect this information from unwanted edits.
SharePoint gives you total control, but many people don’t know that the permissions and settings you choose decide whether the description can be edited or not. The best thing is that when you fully understand the SharePoint library permission, you can lock down the description without restricting access to files inside the library.
Why Making the Library Description Read Only Matters
In many companies, the document library description performs an important role. It includes:
- Helpful instructions for any team
- Naming any file according to you
- Easy guidelines for versioning
- Making notes regarding sensitive or confidential data
- Information about who is able to manage the library
If these can be edited by anyone, then it can cause a lot of confusion, accidental changes, or even create security risks. When I lock the SharePoint library description read only, I make that only the approved people, mostly they are site owners or higher authority, can make changes.
It is very useful for large organisations because it prevents misuse and keeps the documentation clean. It is beneficial for a small team as well as it makes sure that everyone follows the structure explained in the library description.
Also read: How to Change Sharing Options of Document Library in SharePoint
Understanding SharePoint Library Permissions
Before we proceed with the steps, it is important to understand how SharePoint handles access and restrictions. SharePoint library permissions control what a user can or cannot do inside a library. These permissions allow users to do things like mention below:
- Making changes to your library settings
- Taking care of the important information behind your data
- Uploading new files or getting rid of old files
- Opening and looking at files
- Modifying the version control options
- Making changes to descriptions or titles
SharePoint merges these individuals’ permissions into different permissions levels, such as:
- Full control
- Edit
- Contribute
- Read
- Limited access
To set the SharePoint library description read only, I only work with edit and read levels, which control whether a user can access the library’s advanced settings. Below are some methods that will help you:
Method 1: Break Permission Inheritance and Restrict Editing
SharePoint libraries, by default, took permissions from the site. Meaning that if users at the site level can edit settings, they are also able to modify the library description. In order to take the specific control at the library level, I need to break the inheritance.
Here are some steps that I follow:
Step 1: Go to the library settings
- Open the document library
- From the command bar, choose settings
- Click library settings
This is where all configuration options, including the description field, are stored.
Step 2: Stop inheriting permissions
- Scroll down and select permissions for this document library
- Click to stop inheriting permissions
- Confirm the action
Now the library has its own permission structure, not in control of the site.
Step 3: Adjust permission levels
In order to set the SharePoint library description read only, I removed editing rights from users who are not allowed to modify settings:
- Select the user group
- Click edit user permissions
- Change their role from edit to read
Since some users with Read access cannot modify library settings, they are also not able to edit the description.
This method is effective and doesn’t have any issues, but it requires a proper understanding of SharePoint library permissions to avoid hampering normal document activities.
Related Guide: Clean Managed Metadata in SharePoint Library
Method 2: Restrict Access to Library Settings Only
Sometimes, I just need the users only able to upload, delete, or edit files, but can’t access the library settings. In some of these situations, the option that I prefer is granting contributor access.
Users with contribute permissions are able to:
- Upload documents
- Modify files
- Delete content
But they are not able to modify the library settings, which keeps the SharePoint library description read only by default.
Steps that I used to follow:
- Go to permissions for this document library
- Choose the members group
- Assign Contribute permission
These steps make sure that the user only has file-related access without allowing structural changes.
Method 3: Use Site Roles Wisely
SharePoint by default supports three main roles:
- Owners (Full Control)
- Members (Edit)
- Visitors (Read)
In order to protect the library description without customizing permissions, I simply:
- Give owners full control
- Covert members to visitors or contribute
- Prevent members from editing settings
These simple changes might seem simple, but they are very effective as they make sure that only owners can modify the description, while others cannot.
This keeps the SharePoint library description read only and decreases the chances of accidental edits.
Related article: Check In and Check Out in SharePoint
Method 4: Using SharePoint Online PowerShell
For advanced scenarios, mostly when handling multiple sites or libraries. I sometimes use PowerShell to lock down permissions. PowerShell always quickly helps me in applying SharePoint library permissions across many libraries in bulk. Example:
Set-PnPList -Identity “Documents” -ReadSecurity ViewListItems
This prevents settings modification while still allowing users to work with files.
Best Practices to Keep the Description Protected
Based on my previous experiences, here are some practical recommendations:
- You need to provide full control only to the trusted site owners
- Assign Contribute instead of Edit to general users
- Regularly audit permissions to make sure that nothing has changed
- Always document your permission structure for clarity
- Use a test library before applying changes to production
By following these practices regularly, maintaining the SharePoint library description read only becomes much easier.
When to Consider SharePoint Migration Tools
When I need to restructure libraries, reorganise metadata, or lock down descriptions, I need to migrate lists or libraries to new sites, accounts, or tenants. That’s where I prefer using a professional and reliable tool for migration.
I only use the SharePoint Online Migration Tool. If I am moving libraries to a different SharePoint site or Microsoft 365 account, this tool helps me in:
- Migrating the library without losing any permissions.
- Transferring metadata, versions, and file structure
- Preserving descriptions and library settings
- Move entire site collections with accuracy
- Ensuring that there will be no data loss throughout the migration.
If I have already set up a SharePoint library description read only in one environment, then a tool like the SharePoint migration tool makes sure that the permissions and structure remain intact during the migration. This is very helpful when moving to new tenants or reorganising document libraries across departments.
Author’s Verdict
Making the SharePoint library description read only helps in preventing accidental changes and keeps the information consistent for everyone. When I set the SharePoint library permission properly. It helps me in protecting important settings while still letting users access and work with their files without any issues.
It doesn’t matter if you are handling a small team or running a big organization; setting the right permissions helps you in keeping everything organized, secure, and easy to manage. If you are considering a migration, then using a tool is a wise decision.
FAQ’s
Q. Who has the authority to edit the library description in SharePoint?
The person who has full control or edit permissions is able to modify the description.
Q. Is it possible for the members to edit the library description?
Most of the time, members can, unless you change their permission level to contribute or read.
Q. Is it possible to revert the library to an editable state later?
Yes, it is possible to restore edit permissions or re-enable inheritance
Q. Do visitors have access to edit the library description?
No, visitors only have read-only access and cannot modify settings
Q. Is it possible to manage description permissions using PowerShell?
Yes, it is possible to update permissions and lock settings quickly using PowerShell