Introduction
Permissions in SharePoint Online control how users access, edit, and manage content within sites, lists, libraries, and documents. Properly configuring permissions ensures data security, prevents unauthorized changes, and enables seamless collaboration.
This guide explains SharePoint Online permissions step-by-step, covering permission levels, groups, inheritance, and best practices.
1. How SharePoint Online Permissions Work
SharePoint Online uses a role-based access model, where permissions are assigned to groups instead of individual users. Permissions apply to:
✔ Sites
✔ Document Libraries & Files
✔ Lists & Items
✔ Pages & Web Parts
Permissions flow top-down, meaning they are inherited from parent sites unless broken.
2. SharePoint Online Permission Levels
SharePoint provides built-in permission levels, which define what actions users can perform.
● Default SharePoint Permission Levels
| Permission Level | Description |
|---|---|
| Full Control | Admin rights (add, edit, delete, manage settings). |
| Edit | Add, edit, delete, and manage lists & libraries. |
| Contribute | Add, edit, and delete items, but no advanced settings. |
| Read | View-only access to lists, libraries, and content. |
| View Only | Can view documents but not download or edit them. |
| Limited Access | Automatically assigned when users access specific files/folders but not the entire site. |
| Approve | Approve items in libraries or lists requiring approval. |
| Design | Customize site pages and design elements. |
3. SharePoint Groups and Permission Assignments
Instead of assigning permissions directly to users, SharePoint uses groups for easier management.
● Default SharePoint Groups
| Group Name | Default Permission Level |
|---|---|
| Owners | Full Control |
| Members | Edit |
| Visitors | Read |
Admins can create custom groups with tailored permission levels.
4. Permission Inheritance in SharePoint
Permissions in SharePoint inherit from parent objects (site → library → folder → file).
✔ By default, all subsites, lists, libraries, and items inherit from the site.
✔ Breaking inheritance allows you to set unique permissions for a specific item or folder.
● How to Break Permission Inheritance
- Navigate to the library, list, or folder where you want to change permissions.
- Click Settings (⚙) > Library Settings (or List Settings).
- Select Permissions for this document library.
- Click Stop Inheriting Permissions.
- Assign unique permissions as needed.
5. Managing Permissions in SharePoint Online
You can manage permissions at various levels.
● Grant Permissions to Users or Groups
- Go to Site Settings > Site Permissions.
- Click Grant Permissions.
- Enter the user’s email or group name.
- Select a permission level (Read, Contribute, etc.).
- Click Share.
● Remove User Permissions
- Go to Site Settings > Site Permissions.
- Click on the group where the user belongs.
- Select the user and click Remove User Permissions.
● Check User Permissions
To verify a user’s exact permissions:
- Go to Site Settings > Site Permissions.
- Click Check Permissions.
- Enter the user’s name and click Check Now.
6. Best Practices for Managing SharePoint Permissions
✔ Use groups instead of individual users for easier permission management.
✔ Follow the principle of least privilege (grant the minimum required access).
✔ Limit breaking inheritance to prevent permission confusion.
✔ Regularly review and clean up permissions to remove unused access.
✔ Enable auditing and alerts to track permission changes.
Final Thoughts
Understanding SharePoint Online permissions is essential for securing content, maintaining collaboration, and simplifying user access management. By leveraging permission levels, groups, and inheritance, you can efficiently control who can access what in your SharePoint environment.