How to Add Permissions to a SharePoint List or a SharePoint Site in Office 365 Dedicated

Adding permissions to a SharePoint list or site in Office 365 Dedicated is essential for controlling access and ensuring proper collaboration and security. SharePoint provides a robust platform for creating and managing permissions at various levels, including the site, document library, folder, and item.

To add permissions to a SharePoint list or library, start by navigating to the list or library and open it. Then, select Settings and choose Library Settings or List Settings. On the Settings page, under Permissions and Management, select Permissions for this list or Permissions for this document library.

If you’re working with a survey, open the survey and select Settings, then Survey Settings. On the Settings page, under Permissions and Management, select Permissions for this survey.

When assigning unique permissions, it’s important to break permissions inheritance. To do this, open the list, library, or survey and go to the Permissions page using the steps mentioned earlier. Then, select Stop Inheriting Permissions.

After breaking permissions inheritance, you can grant unique permissions. Go to the Permissions page again and select Grant Permissions on the Permissions tab. In the Share… dialog box, you can invite people by entering their names or email addresses. Choose the appropriate permission level and click Share.

To change permission levels for a user or group, open the list, library, or survey and go to the Permissions page. In the Name list, select the checkbox next to the user or group, then select Edit User Permissions. Choose the desired permission level and click Save.

If you need to remove user permissions, go to the list, library, or survey and open it. From the Permissions page, select the checkbox next to the user or group you want to remove permissions from, and select Remove User Permissions.

To restore inheritance and delete all unique permissions, open the list, library, or survey and go to the Permissions page. On the Permissions tab, select Delete unique permissions, then click OK.

It’s worth noting that SharePoint offers predefined permission levels such as Full Control, Design, Edit, Contribute, Read, Restricted View, and Limited Access. Custom permission levels can also be created to meet specific requirements.

When using SharePoint in Microsoft 365, permissions can be managed through Microsoft 365 Groups or Teams, depending on the type of site. Communication sites have their own permission groups, while hub site permissions can be managed through SharePoint groups or Microsoft 365 groups.

SharePoint also allows for external sharing, enabling content sharing with people outside the organization. Guest sharing can be enabled at the organization or site level, with authentication through Azure AD B2B collaboration. It’s crucial to manage security and privacy when sharing externally and to store confidential information in sites with external sharing turned off.

Step-by-Step Guide to Adding Permissions in SharePoint

To add permissions to a SharePoint list or site in Office 365 Dedicated, follow these step-by-step instructions:

  1. For a list or library, go to the library or list and open it. Select Settings and then Library Settings or List Settings. On the Settings page, under Permissions and Management, select Permissions for this list or Permissions for this document library.
  2. For a survey, open the survey. Select Settings, then select Survey Settings. On the Settings page, under Permissions and Management, select Permissions for this survey.
  3. To assign unique permissions, you first need to break permissions inheritance. To do this, go to the list, library, or survey and open it. Go to the Permissions page using the steps mentioned in the previous sections. Select Stop Inheriting Permissions.
  4. After breaking permissions inheritance, you can assign unique permissions. Go to the Permissions page again using the previous steps. Select Grant Permissions on the Permissions tab. In the Share… dialog box, select Invite people and enter the names or email addresses of the people or group you want to grant access to. You can also add a personal message if needed. Choose the permission level you want to grant, and click Share.
  5. To change permissions levels, go to the list, library, or survey and open it. Go to the Permissions page using the previous steps. In the Name list, select the checkbox next to the user or group you want to change permission levels for. Select Edit User Permissions and choose the desired permission level. Click Save.
  6. To remove user permissions, go to the list, library, or survey and open it. Go to the Permissions page using the previous steps. In the Name list, select the checkbox next to the user or group you want to remove permissions from. Select Remove User Permissions.
  7. If you want to restore inheritance and delete all unique permissions, go to the list, library, or survey and open it. Go to the Permissions page using the previous steps. On the Permissions tab, select Delete unique permissions, then click OK.

Note: Permissions can also be managed at the site level, document library level, folder level, and even item level in SharePoint. Additionally, there are predefined permission levels in SharePoint, such as Full Control, Design, Edit, Contribute, Read, Restricted View, and Limited Access. Custom permission levels can also be created.

Best Practices and Considerations

When using SharePoint in Microsoft 365, permissions can be managed through Microsoft 365 Groups or Teams, depending on the type of site. Communication sites have their own set of permissions groups, and hub site permissions can be managed through SharePoint groups or Microsoft 365 groups.

External sharing is also possible in SharePoint, allowing users to share content with people outside the organization. Guest sharing can be enabled at the organization level or site level, and authentication is done through Azure AD B2B collaboration. It’s important to manage security and privacy when sharing externally and to store confidential information in sites with external sharing turned off.

Predefined Permission Levels Description
Full Control Has full control of the site or list and can perform all actions.
Design Can view, add, update, delete, approve, and customize the site or list.
Edit Can add, edit, and delete items and documents.
Contribute Can add, edit, and delete items and documents, but cannot customize the site.
Read Can view pages and items on the site or list.
Restricted View Can view specific pages, items, or documents as defined by the site owner.
Limited Access Has limited permissions and can access a specific part of the site or list.

Managing Permissions in SharePoint: Best Practices and Considerations

Managing permissions in SharePoint is crucial for maintaining control over access and ensuring data security. Here are some best practices and considerations to keep in mind:

1. Granularity: When assigning permissions, it’s important to consider the level at which you want to manage access. SharePoint allows you to manage permissions at the site, document library, folder, and even item level. By carefully defining permissions at each level, you can ensure that users only have access to the information they need.

2. Predefined Permission Levels: SharePoint provides predefined permission levels, such as Full Control, Design, Edit, Contribute, Read, Restricted View, and Limited Access. These levels offer a range of access rights and can be used as a starting point when assigning permissions. It’s recommended to use these predefined levels whenever possible to ensure consistency and simplicity in managing permissions.

3. Custom Permission Levels: In addition to the predefined levels, SharePoint allows you to create custom permission levels. Custom levels can be tailored to specific business requirements, allowing for more granular control over access rights. When creating custom permission levels, it’s important to carefully consider the permissions being granted and ensure they align with the principle of least privilege.

4. Managing Permissions through Microsoft 365 Groups or Teams: Depending on the type of site, permissions in SharePoint can be managed through Microsoft 365 Groups or Teams. Communication sites have their own set of permissions groups, while hub site permissions can be managed through SharePoint groups or Microsoft 365 groups. By leveraging the power of collaboration tools, you can streamline permission management and ensure efficient access control.

5. External Sharing: SharePoint allows for external sharing, enabling users to share content with people outside the organization. Guest sharing can be enabled at the organization or site level, and authentication is done through Azure AD B2B collaboration. It’s important to carefully manage external sharing and ensure that security and privacy measures are in place when sharing confidential information externally. Storing sensitive data in sites with external sharing turned off can provide an additional layer of protection.

By following these best practices and considerations, you can effectively manage permissions in SharePoint and maintain control over access to your organization’s valuable data.

Meet the Author

Abdul Rahim has been working in Information Technology for over two decades. Learn how Abdul got his start as a Tech Blogger , and why he decided to start this Software blog. If you want to send Abdul a quick message, then visit his contact page here.