Ever wondered how SharePoint allows users to have different levels of access for editing and viewing content? If yes, then you are not alone, most of the SharePoint users are unfamiliar with SharePoint Online permissions and how they work. In this guide, we’ll cover everything you need to know — from permission levels, how to set SharePoint site permissions, what is SharePoint permission hierarchy, and more. Excited? Let’s explore!
What is SharePoint Online Permission?
SharePoint Permissions help the Admin to give control to who can view, edit, and manage site content. Doesn’t matter, if you’re dealing with entire sites, libraries, lists, or specific documents, understanding permission levels is crucial to maintaining an efficient SharePoint environment. Moreover, proper permission management ensures that every user in the organization has the appropriate level of access to specific resources.
Key Benefits:
- Data security through controlled access
- Efficient content management
- Enhanced collaboration with tailored access levels
Types of SharePoint Online Permissions
There are several types of permissions in SharePoint Online, each having its advantages:
- Site Permissions – Helps to control access throughout SharePoint sites. After creating a SharePoint site, administrators or site owners can set permissions at various levels, such as site collections, and subsites.
- Library & List Permissions – This permission can be applied to specific libraries or lists within a site. Plus, it helps to manage who can view, edit, or manage items.
- Item-Level Permissions – These can be applied to individual items, documents, or folders within a library or list.
- Folder-Level Permissions – Specific to folders within libraries or lists which allow you to set access controls for groups of items within a folder.
SharePoint Online Permissions Levels
Permission levels are collections of individual permissions that define what a user or group can do. SharePoint comes with a set of default permission levels. However, you can also create custom permission levels to meet specific needs.
Here are the default permission levels:
- Full Control – Users have complete access to all site features and settings in this permission level. This level is for site administrators. Mostly used by site owners.
- Design – This permission lets users create and customize lists, libraries, and pages.
- Edit – It allows users to create, edit, and delete items within lists and libraries but does not grant access to site settings or permissions management.
- Contribute – In this permission level users can add, edit, and delete items in lists and libraries but does not allow them to manage site settings or permissions.
- Read – It allows users to view items and pages but not modify them. Users with this permission level can access content but cannot make changes.
- Limited Access – This level of permission only provides minimum permissions to access specific items or documents without broader site access.
Edit vs Contribute Permission Level
Here is the comparison between the two most used SharePoint Online Permissions levels i.e.
| Aspect | Edit Permission |
Contribute Permission |
| Create Items | Yes | Yes |
| Edit Items | Yes | Yes (with permission) |
| Delete Items | Yes | Yes (with permission) |
| Manage List/Library | Yes, including settings, views, and columns | No |
| Manage Site Settings | No | No |
| Manage Permissions | No | No |
| Typical Users | Managers, Leads | Team Members |
Understanding SharePoint Permission Hierarchy
Permissions in SharePoint Online are generally inherited from parent sites or lists. This means subsites, lists, libraries, and items typically inherit permissions from their parent. However, breaking inheritance allows you to set unique permissions for specific items or areas.
Hierarchy Overview:
Site Collection → Subsites → Lists/Libraries → Folders → Items
How to Manage SharePoint Online Permissions?
Let’s explore the steps to access and manage permissions in SharePoint Online i.e.
Site Level Permissions:
- Go to the SharePoint site.
- Click on the Settings icon (gear icon) in the upper right corner.
- Select Site Permissions or Site Settings, then go to Site Permissions.
List or Library Level Permissions:
- Navigate to the list or library.
- Click Settings > Library/List Settings.
- Under Permissions and Management, choose Permissions for this list/library.
Access Item Level Permissions:
- Select the item or document.
- Click Details or right-click > Manage Access.
- Use Advanced to customize permissions.
SharePoint Online Permissions Best Practices
- Define site owners and administrators
- Use SharePoint groups for scalable permission control
- Assign default permission levels wherever possible
- Break inheritance only when necessary
- Document permission changes
- Audit permissions regularly
- Use Active Directory groups for enterprise-level management
Bring it All Together!
SharePoint is widely used for collaboration purposes therefore it is necessary to understand its permission feature. In this complete walkthrough, we have discussed SharePoint Online permissions in detail and its concepts. Additionally, we explored permission levels, hierarchy of permissions, and best practices to manage SharePoint Online site permission like a pro!
FAQs
Q1: What are the default SharePoint Online permission levels?
A: Full Control, Design, Edit, Contribute, Read, and Limited Access.
Q2: How can I set unique permissions on a document?
A: Break permission inheritance on that document and assign new access rights via Manage Access.
Q3: Is it better to assign permissions to users or groups?
A: Always prefer groups. It’s scalable and easier to manage.