Properly assigning permissions in SharePoint ensures the right users have access to the right content while maintaining security and compliance. Misconfigured permissions can lead to unauthorized access or restrictions that hinder collaboration.
This guide will cover:
✔ Understanding SharePoint permissions
✔ Steps to assign permissions correctly
✔ Best practices for managing permissions
1. Understanding SharePoint Permissions
🔹 SharePoint uses a role-based access model to control user access.
🔹 Permissions can be assigned at the site, library, list, folder, or item level.
🔹 Users inherit permissions unless explicitly customized.
Key Terms:
- Permission Levels – Define what actions a user can perform (e.g., Read, Edit, Full Control).
- SharePoint Groups – Predefined groups that simplify permission management (e.g., Owners, Members, Visitors).
- Inheritance – Lower-level content (like folders and files) inherits permissions from parent containers (like sites and libraries).
2. Steps to Assign Permissions in SharePoint
Step 1: Navigate to Site Permissions
✔ Go to your SharePoint site
✔ Click on Settings (⚙️) > Site permissions
✔ Select Advanced permissions settings
Step 2: Assign Permissions to Groups (Recommended)
Why use Groups?
✔ Easier to manage than individual users
✔ Ensures consistency across users with similar roles
To assign permissions to a group:
✔ Click “Grant Permissions”
✔ Enter the group name (e.g., SharePoint Members)
✔ Choose a permission level (Full Control, Edit, Read, etc.)
✔ Click Share
Step 3: Assign Permissions to Individual Users (If Needed)
📌 To add individual users:
✔ Click “Grant Permissions”
✔ Enter the user’s email or name
✔ Select the appropriate permission level
✔ Click Share
Caution: Assigning permissions to individuals instead of groups can become difficult to manage over time.
Step 4: Managing List or Library Permissions (Breaking Inheritance)
🔹 By default, lists and libraries inherit permissions from the site.
🔹 You can stop inheritance to customize permissions.
To break inheritance and assign unique permissions:
✔ Open the Document Library or List
✔ Click Library Settings (⚙️) > Permissions for this document library
✔ Click “Stop Inheriting Permissions”
✔ Assign new user or group permissions
Best Practice: Minimize breaking inheritance to avoid complex permission structures.
Step 5: Checking and Modifying User Permissions
To check a user’s permissions:
✔ Go to Site Permissions
✔ Click Check Permissions
✔ Enter the user’s name
✔ Click Check Now
To remove or change permissions:
✔ Go to Site Permissions
✔ Select the user or group
✔ Click Edit User Permissions or Remove User Permissions
3. Best Practices for Assigning SharePoint Permissions
✔ Use SharePoint Groups instead of assigning permissions to individual users.
✔ Follow the Principle of Least Privilege (PoLP) – Grant the minimum access needed.
✔ Avoid Breaking Permission Inheritance unless necessary.
✔ Regularly Review Permissions to prevent security risks.
✔ Use SharePoint Security Policies like Multi-Factor Authentication (MFA) and Data Loss Prevention (DLP) for enhanced security.
4. Conclusion
Assigning SharePoint permissions correctly ensures secure collaboration while preventing unauthorized access.
Using SharePoint Groups and inheritance simplifies management and scalability.
Regularly review and audit permissions to keep your SharePoint environment secure.