How to Change Folder Permissions in Windows Effectively

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How to Change File Permissions for a Folder in Windows (and Document the Result)

In IT support, file and folder permissions are a common troubleshooting area. Whether a user can’t open a shared document, or a program needs access to a directory, knowing how to change permissions—and document what you did—is an essential skill.

This guide walks through how to adjust permissions on Windows and shows the best way to document the result for your ticket or knowledge base.

Why Permissions Matter

Windows uses NTFS permissions to control who can read, edit, or delete files. If permissions aren’t set correctly:

  • Users may be denied access to folders they need.
  • Shared files may be accidentally deleted.
  • Security risks may arise if permissions are too broad.

Steps to Change Folder Permissions in Windows

1. Locate the Folder

Right-click the folder and select Properties.

2. Open Security Settings

  • Go to the Security tab.
  • You’ll see a list of groups and users with current permissions.

3. Edit Permissions

  1. Click Edit….
  2. Select the user or group you want to modify.
  3. Check or uncheck the boxes for the following permissions:
    • Full Control – user can do anything, including deleting.
    • Modify – user can read, write, and delete files.
    • Read & Execute – user can open files but not change them.
    • Read – view only.
    • Write – create or modify files.

4. Apply Changes

  • Click Apply → OK.
  • Have the user test to confirm access works as expected.

Example Scenario

A user reports: “I can see the shared reports folder, but I can’t open the files.”

  • Root Cause: User only had “Read” permissions on the folder.
  • Fix: Updated their permission to “Read & Execute.”
  • Result: User was able to open all files in the folder, but still can’t edit them (which matched the business requirement).

Documenting the Result

When you change permissions, always record what you did. Good documentation ensures transparency and helps the next technician.

Sample Ticket Note:

Issue: User could not open files in \\Server\Reports folder.  

Action: Updated NTFS permission from Read → Read & Execute for user [JSmith].  

Result: User confirmed they can now open reports but cannot edit (by design).  

Date/Time: 09/24/2025, 3:15 PM  

Technician: D. Johnson  

Pro Tips

  • Least privilege rule: Always give the minimum access needed.
  • Group permissions > Individual: Assign access through security groups instead of individual users when possible.
  • Audit trail: Screenshots of before/after permissions can be attached to tickets for extra clarity.

Bottom Line

Changing file permissions in Windows is more than just clicking checkboxes—it’s about balancing access and security. By documenting the results clearly, you not only solve the problem but also strengthen the IT team’s knowledge base for future issues.

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