SharePoint lists are an integral part of this platform, providing users with a structured way to organize data. To ensure that sensitive or confidential data is not accessed or modified by unauthorized users, it is important to set appropriate list permissions in SharePoint.
List permissions control access to a SharePoint list and its contents, allowing users to perform specific actions, such as view, add, edit, or delete items in the list. In this way, SharePoint list permissions play a critical role in protecting data integrity and security and can help organizations comply with regulatory requirements.
In this SharePoint Online tutorial, we will learn the SharePoint Online list permissions. And also, we will discuss the below topics such as:
- How to view the Permission page in the SharePoint Online list?
- How to break permission inheritance in the SharePoint Online list?
- How to assign unique permissions in the SharePoint Online list?
- How to change permissions levels in the SharePoint Online list?
- How to remove user permissions in the SharePoint Online list?
- How to restore inheritance to delete all unique permissions in the SharePoint Online list?
SharePoint Online List permissions
By using SharePoint Online list permissions, it allows users to edit personal views, manage items, delete, update, modify, and add user information, etc. In SharePoint Online List, As a Site Owner or Site administrator can change the List permissions. So that the right people can access the data.
- In our SharePoint Online list, by default, all sites, lists, and libraries in a site collection have inherited permissions from the site hierarchy. This means a SharePoint site inherits permissions from the root SharePoint site collection.
- And, In our SharePoint Online list containing more than 100,000 items, we can’t break permissions inheritance on the list itself. But we can re-inherit permissions on the list itself.
View Permissions page in SharePoint Online list
In this section, we will discuss how to view the Permission page in the SharePoint Online list. For this follow the below steps such as:
- In our SharePoint Online list. Navigate to Settings or the gear icon and click the List settings like below:
- On the SharePoint list settings page, select the Permissions for this list from the Permissions and Management.
This is how to view the Permission page in the SharePoint Online list.
Break permission inheritance in a SharePoint Online list
In this section, we will discuss the break permission inheritance in a SharePoint Online list. For this, we have followed below things:
- In our SharePoint Online list, open the Permission page using the steps in the previous section.
- Select the Stop Inheriting Permissions to break permissions inheritance from the parent(Ex: Dutch crafters).
This is how to break permission inheritance in the SharePoint Online list.
Assign unique permissions in a SharePoint Online list
Similarly, here we will discuss how to assign unique permissions in the SharePoint Online list. For this, we have followed the below steps such as:
- Once we have stopped the break permission inheritance in the SharePoint Online list.
- Then, we got the option to Grant permissions in our SharePoint list permission page.
- Click on Grant permissions, here we can share the custom list(Dining Tables) with lots of people.
- We can invite people or a group with their’s names or email address for sharing the custom list and include a personal message with an invitation(Optional).
- Here, we can also select permission levels like Full control, Design, Edit, Contribute, Read, and View.
- Full control: Users can manage a SharePoint Online list with full control.
- Design: Users can view, add, update, delete, approve, and customize the SharePoint Online list.
- Edit: The user can add, edit and delete lists; can view, add, update, and delete list items and documents.
- Contribute: Users can view, add, update, and delete list items and documents.
- Read: Users can view pages and list items and download documents.
- View: Users can view pages, list items, and documents. Documents can be viewed in the browser but not downloaded.
- But, here we can see that Edit permission is granted to the permission level by default.
This is how to assign unique permissions to a SharePoint Online list.
Change permissions levels in the SharePoint Online list
Likewise, here we will discuss how to change permissions levels in a SharePoint custom list. for this follow the below steps:
- Open the SharePoint Online list permissions page, select the checkbox to change permission levels to the name of the user or group (Ex: Dutch Crafters Members)
- Then, select Edit user permissions at the top of the permission page.
- Once, we selected the Edit user permissions. It will give all the Permission levels under the Permissions.
- Then, we changed the permission level as per our requirements. And click on the Ok button, it will be changed.
This is how to change permission levels in the SharePoint online list.
Remove user permissions from a SharePoint Online list
Similarly, here we will discuss how to remove user permissions from a SharePoint Online list. For this follow the below steps such as:
- Open the SharePoint Online list permissions page, select the checkbox to change permission levels to the name of the user or group(Ex: Dutch Crafters Members)
- Now, we select Remove user permissions at the top of the permission page.
- Once, we selected Remove user permissions. It will give a pop-up message that you are about to remove all permissions for the following user or group.
- Next click on the Ok button and user permissions will be deleted from the SharePoint Online list.
This is how to remove user permissions in the SharePoint custom list.
Restore inherited permissions in SharePoint Online list
Likewise, here we will discuss how to restore inheritance to delete all unique permissions in the SharePoint Online list. To get this follow the below steps such as:
- Open the SharePoint Online list permission page, here we can find an option to Delete unique permissions.
- Now, click on the checkbox to Delete unique permissions of the name of the user or group.
- In our SharePoint custom list, we can restore inheritance at any time, which removes any custom permissions we set.
- Once click on Delete unique permissions, it will give a pop-up message that you are about to inherit permissions from the parent Web site. Any custom permissions will be lost.
- Now, click on the Ok button, then all unique permissions and inherit permissions are deleted from the parent.
- And again Stop inheriting permissions coming into the SharePoint custom list.
This is how to restore inheritance to delete all unique permissions in the SharePoint Online list.
Conclusion
From this SharePoint Online tutorial, we learned SharePoint Online List permissions. Also, we covered the below topics such as:
- How to view the Permission page in the SharePoint Online list?
- How to break permission inheritance in the SharePoint Online list?
- How to assign unique permissions in the SharePoint Online list?
- How to change permissions levels in the SharePoint Online list?
- How to remove user permissions in the SharePoint Online list?
- How to restore inheritance to delete all unique permissions in the SharePoint Online list?
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Bijay Kumar Sahoo is a highly accomplished professional with over 15 years of experience in the field of SharePoint and related technologies. He has been recognized as a Microsoft MVP (Most Valuable Professional) more than 9 times, starting from April 2014, for his exceptional contributions to the SharePoint community. Bijay is also a prolific author, having written two books on SharePoint – “Microsoft Power Platform – A Deep Dive” and “SharePoint Online Modern Experience Practical Guide“. His deep insights into SharePoint are also shared on his popular YouTube channel EnjoySharePoint where he teaches SharePoint to a global audience (From various countries like the United States of America, Canada, the United Kingdom, Australia, New Zealand, etc). Read more…