SharePoint list item-level permissions

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.

Scenario 1:

• 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.

Scenario 2:

• 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.

Conclusion

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