Managing permissions in SharePoint lists is critical for securing sensitive information while ensuring that users have appropriate access. SharePoint provides a flexible permissions model that allows granular control at different levels (site, library, list, folder, and item level). However, improper permission management can lead to security risks, access issues, and administrative overhead.
In this guide, we’ll cover:
✔ How SharePoint permissions work
✔ Best practices for setting up list permissions
✔ How to avoid broken inheritance and permission sprawl
✔ Security recommendations for external sharing
1. Understanding SharePoint List Permissions
Default Permission Levels in SharePoint
SharePoint provides built-in permission levels with predefined access rights:
| Permission Level | Description |
|---|---|
| Full Control | Can manage site settings, permissions, and content. |
| Edit | Can add, edit, and delete items but not change settings. |
| Contribute | Can add and edit items but cannot delete them. |
| Read | Can view items but cannot edit or delete them. |
| Limited Access | Grants access to specific items or documents only. |
| View Only | Can read documents but cannot download them. |
Tip: Avoid giving Full Control to too many users—only admins should have it.
SharePoint Permissions Inheritance
Permissions are inherited from the site level down to libraries, lists, folders, and items. However, you can break inheritance to assign unique permissions at specific levels.
✔ Inherited Permissions = Easier to manage, consistent access.
✔ Unique Permissions = Granular control but harder to maintain.
2. Best Practices for SharePoint List Permissions
Use SharePoint Groups Instead of Individual Permissions
✔ Assign permissions to groups instead of individual users.
✔ Default SharePoint groups: Owners, Members, Visitors.
✔ Custom groups help manage permissions efficiently.
How to Create a SharePoint Group:
1️⃣ Go to Site Settings → People and Groups.
2️⃣ Click New → New Group.
3️⃣ Set group permissions (Read, Edit, etc.).
4️⃣ Click Create and add users.
Keep Inheritance Intact Whenever Possible
✔ Avoid breaking permission inheritance unless necessary.
✔ If unique permissions are required, apply them at the folder level rather than individual items.
✔ Review and restructure permissions regularly to avoid “permission sprawl.”
How to Break Inheritance for a List:
1️⃣ Navigate to the SharePoint list.
2️⃣ Click on Settings (⚙️) > List settings.
3️⃣ Select Permissions for this list.
4️⃣ Click Stop Inheriting Permissions (use with caution).
5️⃣ Assign unique permissions as needed.
Tip: Only break inheritance if you have a clear need for custom permissions.
Use “Read” and “View Only” Permissions for Sensitive Data
✔ Restrict confidential information by using Read-Only or View-Only access.
✔ Prevent downloads by applying View-Only permissions.
✔ Consider Information Rights Management (IRM) for sensitive files.
How to Set View-Only Access:
1️⃣ Go to Library Settings.
2️⃣ Click Permissions for this list.
3️⃣ Select View Only for users who should not edit or download files.
Enable Item-Level Permissions for Custom Lists
✔ Restrict users to view or edit only their own items in lists.
✔ Useful for requests, ticketing systems, and personal submissions.
How to Enable Item-Level Permissions:
1️⃣ Go to List Settings.
2️⃣ Under Advanced Settings, find Item-Level Permissions.
3️⃣ Choose:
- Read Access: Users can see all or only their own items.
- Edit Access: Users can edit all or only their own items.
4️⃣ Click OK.
Tip: Avoid enabling this for large lists—it may impact performance.
Review & Audit Permissions Regularly
✔ Periodically review user access to prevent unauthorized permissions.
✔ Use Microsoft 365 Compliance Center or PowerShell scripts to audit permissions.
✔ Remove users who no longer need access.
How to Check Permissions for a User:
1️⃣ Go to List Settings > Permissions for this list.
2️⃣ Click Check Permissions.
3️⃣ Enter the user’s name to view their access level.
Tip: Run a quarterly audit of SharePoint permissions.
3. Managing External Sharing in SharePoint Lists
SharePoint allows external sharing, but it should be controlled carefully.
✔ Restrict external access to only necessary users.
✔ Use expiration dates for shared links.
✔ Disable anonymous sharing for sensitive lists.
✔ Monitor external sharing through Microsoft 365 Security Center.
How to Manage External Sharing:
1️⃣ Go to Admin Center > SharePoint.
2️⃣ Click Policies > Sharing.
3️⃣ Choose between:
- Anyone (least secure)
- New and existing guests
- Only existing guests
- Only people in your organization (most secure)
Tip: For high-security lists, disable external sharing completely.
4. Common Mistakes to Avoid
🚫 Giving Everyone Full Control – Only admins should have it.
🚫 Breaking Inheritance Too Often – Leads to complex and hard-to-manage permissions.
🚫 Using Individual Permissions Instead of Groups – Harder to track and maintain.
🚫 Ignoring Regular Permission Audits – Leads to access creep and security risks.
🚫 Not Restricting External Sharing – Can expose sensitive information.
5. Conclusion
Proper SharePoint list permission management protects sensitive data, reduces security risks, and ensures users have the right level of access. By following best practices, such as using SharePoint groups, keeping inheritance intact, and auditing permissions, organizations can maintain an efficient and secure SharePoint environment.
Next Steps:
✔ Review current permissions on your SharePoint lists.
✔ Set up SharePoint groups instead of individual permissions.
✔ Schedule regular audits to keep access secure.
✔ Restrict external sharing based on your organization’s security policy.