Managing sensitive data in SharePoint becomes much easier once I understand how to decide who gets to see what. In my day-to-day work with lists that contain private information that should only be visible to a few people. Each team has its own sensitive details, too, and those should only be shared with the higher-level members or a few trusted people. In this scenario, a SharePoint list field allowed for a small group of users to become very important.
In this article, from my past experience, I will share everything that I have learned about restricting list fields for small groups, some tips to avoid mistakes, and doubling security using Column security in SharePoint techniques, as SharePoint doesn’t have its own direct column-level permission.
Why Do I Need to Restrict a SharePoint List Field?
In each SharePoint list, there are multiple fields or columns, and it is not required that every user should have access to all of them, as per the different organisations. For example:
- Salary fields should only be visible to the Human Resource Team
- Budget fields should only be visible to the finance Team.
- Manager notes should only be visible to the leaders who are leading that project
- Employee’s personal information needs to be restricted from the general staff.
There are times when I need a SharePoint list field to be allowed for a small group of users, so that sensitive information stays protected. Since SharePoint doesn’t have its own support column-level permission directly, I use a few alternative methods that still help me keep the data private.
This is where column security in SharePoint lists becomes really important. It helps me in designing the list properly, setting the right SharePoint Online Permissions, and making sure everything stays safe and secure. Now, let’s look at a few easy and secure methods to do this:
#Method 1: Set Up Different Views for Every Team
It is one of the simplest techniques that I mostly use for creating custom views and assigning them to specific teams. For example:
- Create a new SharePoint view
- Include only the fields that a certain group can see
- Share the view link with only that team
These steps are not strict column-level security, but they work well when users follow the restrictions.
When I need a SharePoint list field allowed for a small group of users, then the view helps restrict what a certain group will see, even though some of the experienced users can still find their way around it. I only use this method for information that is not very sensitive.
#Method 2: Use Power Apps Custom Forms
Power Apps gives me the flexibility to hide or show fields based on user identity
Example formula for visibility:
If(User().Email = “manager@domain.com”, true, false)
Advantages of Power Apps:
- It helps in hiding the field completely for certain users
- I am able to make the fields read-only
- It helps in locking the fields for every user except admins
- Display different forms for different groups
This is the approach that I prefer when handling column security in SharePoint list, especially when the fields contain data that must remain hidden at the UI level.
Also read: How to Archive a SharePoint Site
#Method 3: Use Item-Level Permissions
Item-level permissions provide me the control access at the row level.
When I collaborate on item-level restrictions with different views or Power Apps, I am able to create a secure experience. For example:
- Break permission inheritance
- Assign a user or group unique to that specific item
- Remove others from accessing the item
This method helps me in creating a SharePoint list field allowed for a small group of users because I am able to restrict visibility at some level. making sure that sensitive rows stay private.
#Method 4: Use JSON Formatting to Obscure Data
Sometimes I use JSON formatting to mask fields visually, as it doesn’t hide data at the backend. Example:
“txtContent”: “******”
This method helps me hide sensitive data visually while giving authority to certain people to see the full, unmasked information when they want. However, JSON formatting is not for security so I don’t rely on it for column security in SharePoint list.
#Method 5: Separate Sensitive Data Into a New Secure List
When none of the above options meet my criteria of security needs, the only option that is left for me is to create a separate SharePoint list and move sensitive fields there. Then I:
- Grant access only to the team whom I want to access it.
- Use lookup columns to link two lists together.
- Always keep the sensitive list fully private
This is the technique that goes closest to true column-level permission because it isolates the data physically. When I need a SharePoint list field allowed for a small group of users, the best thing I do is to separate sensitive information into a secure list gives the strongest level of protection.
#Method 6: Use Power Automate For Rule-Based Control
Powe Automate helps me in:
- Moving sensitive records to a secure list
- Notify it to only specific users
- Automatically breaks the permission inheritance
- Assign unique permissions based on field values
Using flow automation gives me flexible and easy control over the entire process of column security in SharePoint list as data changes.
Related article: Download Video from SharePoint
Why Backing Up SharePoint Lists Is Crucial
When I use permission-based restrictions or combine multiple techniques, there is always a small risk:
- Permissions might get broken
- Views might get deleted
- Customisations may not be effective
- A possibility that users mistakenly write the wrong settings
This is the reason I always create a reliable backup. To ensure safety, if you prefer backup, then using a professional and reliable tool like the SharePoint Online Backup Tool is always a wise decision. It helps me in:
- Backing up all SharePoint sites, lists, and libraries
- Export list data safely and securely
- Restores items that get deleted accidentally
- Preserves all the permissions and strictures safely
When working on a SharePoint list field allowed for a small group of users, it is very important to have a tool that is reliable and protects the data in case any permissions fail.
Best Practices I Follow for Column Security in SharePoint
Here are some practical things that I do that really help me in keeping my data safe:
- Always keep sensitive fields in a separate list if it is possible
- Never rely only on views or formatting for security
- Use Power Apps to control which fields people are allowed to see or edit through the app’s interface
- On a regular basis review user access and permissions
- Use SharePoint groups instead of assigning permissions to each and every individual
- Always back up SharePoint lists using a professional and reliable tool like SysTools
- Document each and every change that you have made related to permission.
These are some good habits that ensure column security in SharePoint list stays consistent and easy to manage.
Common Scenarios Where I Use a Restricted SharePoint List Field
- Human Resource salary data- It needs to be visible only to the HR managers.
- Employee performance notes- It needs to be visible only to the team leaders.
- Financial records- The data regarding the budget is only accessible by the finance team
- Confidential project information- Managers can see extra columns
- Security or IT access logs- Sensitive information hidden from general staff
In all the above situations SharePoint list field allowed for a small group of users, and the methods above allow me to do them securely.
Author’s Verdict
After working with SharePoint for so many years, I have realised one thing that it doesn’t offer true column-level permissions by default. But with the right combinations of methods, we can still achieve something that is pretty close. By using tools like Power Apps, item-level permissions, and rule-based automation, I can easily control who is allowed to see what. This makes it simple and effective for me to manage column security in SharePoint list.
At last, the main goal is to keep sensitive information safe while still making SharePoint easy for everyone to use. That’s why the SharePoint list field allowed for a small group of users is a smart choice for any organisation that values data privacy and controlled access.
FAQ’s
Q. Do SharePoint support direct column-level permissions?
No, SharePoint don’t support native column-level security
Q. Is it possible for JSON formatting to hide a column securely?
No, JSON is only able to mask data visually and is not real security.
Q. Is it important to back up SharePoint lists?
Yes, backup prevents data loss if permissions or settings break.
Q. How can I hide a column in a SharePoint list?
You can do it by using Power Apps forms to hide fields based on user roles.
Q. Is it possible for me to limit who sees certain columns in a SharePoint list?
Yes, it is possible, but you need to use a workaround like Power Apps or separate lists.