In this SharePoint tutorial, I will explain to you, how to set item-level permissions in SharePoint Online. And also, I will show, two different scenarios to set item-level permissions in the SharePoint Online list.
Scenario 1: Recently I got the requirement, that users can only read, create and edit items that are created by them. To do that, I will specify:
- Read access: Read items that were created by the user
- Create and Edit access: Create items and edit items that were created by the particular user.
Scenario 2: As per the requirement, I have to share the particular item of a SharePoint Online list with other people so that the user with whom I have shared the item can only view that SharePoint list item.
Set item-level permissions in SharePoint Online List
Here, I have taken SharePoint Online List with different columns and we can see in Created By column, that two different people have created items as shown below:
Now I will show how to set item-level permissions in SharePoint List.
- Navigate to SharePoint Online List -> Click on the Settings icon and select List Settings -> Click on Advanced settings under General Settings.
Once you click on it, it will open the Advanced Settings page where you can see the Item-level Permissions.
- Then you can see, the below 2 options in Item-level Permissions:
- Read access
- Create and Edit access
- By default, item-level permissions are set to:
- Read access: Read all item
- Create and Edit access: Create and edit all items
- And then click on the OK button.
- Here, on the Advanced Settings page -> Select Read items that were created by the users and Create items and edit items that were created by the user. And click on the OK button.
- When the other user opens the SharePoint list they can only see the item created by them. And also, sees the icon for read-only as shown below.
- Open the SharePoint list, click on the Settings icon, and select Site permissions. Then click on Advanced permissions settings. Now click on Stop Inheriting Permission -> Click on the OK button.
- Go back to the SharePoint Online list then click on the Share this item with other people icon and add a name of the user -> Click on the Send button.
- Now, I have shared the link of the SharePoint Online list with the user with whom I have shared the item of the SharePoint Online list. When the user opens the SharePoint list it will display only the item that I have shared as shown below.
This is how we can set item-level permissions in the SharePoint Online List.
Here, we learned all about how to set item-level permissions in the SharePoint Online list. And also, covers the two different scenarios to enable item-level permissions in the SharePoint list.
You may like the following tutorials:
- SharePoint Online document library folder level permissions
- Set Item-Level Permissions in SharePoint Online Document Library
- SharePoint Online Site Permissions
- SharePoint Online Document Library Permissions
Preeti Sahu is an expert in Power Apps and has more than 6 years of experience working with SharePoint and the Power Platform. As a Power Platform expert for Power BI, Power Apps, Power Automate, Power Virtual Agents, and Power Pages, she is currently employed with TSinfo Technologies. She is the author of the book Microsoft Power Platform A Deep Dive. She also made a big technical contribution to SharePointDotNet.com in the form of articles on the Power Platform. She enjoys traveling and spending time with her family in her spare time.