How To Break Inheritance In SharePoint Online

Breaking inheritance in SharePoint Online allows you to customize permissions and grant access to specific users or groups for better data management. To break inheritance and assign unique permissions, follow these steps:

  1. Go to the list, library, or survey and open it.
  2. Select Settings, then Library Settings or List Settings, and then Permissions for this list or Permissions for this document library to access the Permissions page.
  3. Choose “Stop Inheriting Permissions” to break permissions inheritance from the parent.
  4. Select “Grant Permissions” on the Permissions tab to assign unique permissions.
  5. In the Share… dialog box, choose “Invite people” and enter the names or email addresses of the individuals or groups you want to grant access to.
  6. Add a personal message if desired.
  7. Check or uncheck “Share everything in this folder, even items with unique permissions.”
  8. The default permission level is “Edit,” but you can change it to “Read only” or another level if needed.
  9. Click “Share” to save the changes.

To remove user permissions, go to the Permissions page, select the names of the users or groups you want to remove permissions from, and click “Remove User Permissions.”

To restore inheritance and delete all unique permissions, go to the Permissions page and select “Delete unique permissions.” Confirm the prompt.

Keep in mind that breaking inheritance and assigning unique permissions may have limitations when there are large numbers of items or uniquely permitted items in a folder, library, or list.

These steps apply specifically to SharePoint Online and can be performed by administrators or owners of a site, library, or list.

Steps to Break Inheritance and Assign Unique Permissions in SharePoint Online

Follow these steps to break inheritance, assign unique permissions, and manage access in SharePoint Online:

  1. Go to the list, library, or survey you want to manage and open it.
  2. Select the Settings option, then choose either Library Settings or List Settings, and finally click on Permissions for this list or Permissions for this document library.
  3. To break permissions inheritance from the parent, click on Stop Inheriting Permissions.
  4. To assign unique permissions, navigate to the Permissions tab and select Grant Permissions.
  5. In the Share… dialog box, choose Invite people and enter the names or email addresses of the individuals or groups you wish to grant access to.
  6. If necessary, include a personal message with the invitation.
  7. Customize the access level by checking or unchecking the Share everything in this folder, even items with unique permissions option.
  8. The default permission level is Edit, but you can modify it to Read only or any other level as needed.
  9. Click on Share to save the changes.

To remove user permissions, follow these steps:

  1. Go back to the Permissions page.
  2. Select the names of the users or groups from whom you want to revoke permissions.
  3. Click on Remove User Permissions.

To restore inheritance and delete all unique permissions, use these steps:

  1. Visit the Permissions page.
  2. Click on Delete unique permissions.
  3. Confirm the prompt.

Keep in mind that there are limitations on breaking inheritance and assigning unique permissions. These restrictions apply when there are over 100,000 items in a folder, library, or list, or when there are more than 50,000 uniquely permitted items in a list or library.

The aforementioned steps are applicable to SharePoint Online and can be performed by administrators or owners of a site, library, or list.

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