SharePoint Online Site Permissions [Detailed Tutorial]

In this SharePoint online tutorial, we will discuss SharePoint Online Site Permissions and types of SharePoint Online Site permissions.

Here we are going to cover the below topics:

• What is SharePoint Online Site Permission
• SharePoint Online Site Permission Levels
• Add Member in SharePoint Online Site with Permissions
• Check User Permissions in SharePoint Online Site
• Create Group in SharePoint Online Site with Permission Level
• SharePoint Online Site Permission Group
• Edit User Permissions and Remove User Permissions in SharePoint Online Site
• Check Permissions in SharePoint Online Site
• SharePoint Online Site Permissions URL
• SharePoint Online Site Permissions Report

Also, Read: How to Get SharePoint Online Site Owner

What is SharePoint Online Site Permission

SharePoint Online Site Permission is a method of controlling access to a SharePoint online site and its content. Individual users, groups of users, and SharePoint security groups can all be granted site permissions on SharePoint Online Site. Permissions can be granted at the site and list, library, folder, or item levels.

Site permissions in SharePoint Online are divided into three categories: Site Owners, Site Members, and Site Visitors. Each level has a unique set of permissions that govern what users can and cannot do on the site.

SharePoint Online Site permissions can be customized to meet the particular requirements of individual sites and organizations. Additional permissions can be granted or restricted based on the level of access required for various users and groups. Maintaining the security and integrity of the site and its content requires proper management of SharePoint Online Site Permissions.

SharePoint Online Site Permissions Levels

Three standard groups of Permissions in the Sharepoint Online Site as listed below:

• Site owners: Site owners have full control of a SharePoint Online Site such as Changing the site theme, Delete the site, Change navigation layout, Edit site member settings, Adding or removing site visitors, Change the site logo, Adding or removing site owners, Edit site settings, etc.
• Site members: Members of this group allow to add items to lists, edit items of lists, view all contents of lists, and download the content of a Sharepoint Online Site but cannot change the structure, site settings, or appearance of the SharePoint Online Site.
• Site visitors: Site visitors in SharePoint Online Site are only allowed to read, and view the SharePoint Site contents.

This is all about SharePoint Online Site Permissions Levels.

Check out: How to Add Conditional Formatting to the SharePoint Online List?

SharePoint Online Site Default Permission Levels

These are the SharePoint Online Site predefined permissions based on the requirements of the user as listed below:

• Full Control: This permission is by default for the Site owner and it can’t be deleted or customized. They can create, add, edit, approve, share, read, and view SharePoint sites.
• Design: Here the user is allowed to edit, add, view, delete, update lists and documents, and customize pages.
• Edit: Here the user is allowed to add, edit, read, view, delete, and update list items and documents
• Contribute: The user can manage personal views, edit items, and update and delete lists and documents.
• Read: Here the user is able to view pages and lists item and download documents.

Add Member in SharePoint Online Site Permissions

Here, we are going to see how to Add a Member to SharePoint Online Site with Permissions with an example. For that, we have taken a SharePoint Online Team Site ‘Drone Project Training’.

Now, we will add a member to the SharePoint Online Team Site ‘Drone Project Training’ as a member who can edit, view, and download content.

• Open a SharePoint Online Team site ‘Drone Project Training‘ and then, Click on ‘members‘. as shown below.

• ‘Group membership‘ dialog box opens up and by default site owner’s name will be there.
• Click on +Add members as shown below.

• Now, the ‘Add members‘ dialog box opens up with the option ‘Add members‘.
• Then, provide the person’s name, in the ‘Add members’ box and it will ‘show 1 member to be added‘, and below that person’s name, their permission level will be shown.
• Click on the Save button.

• Now, we can see that the member has been added.

Here, we have seen how we can add a user as a member to the SharePoint Online site.

Here, we will discuss the topics of SharePoint Online Site Advanced Permission Settings. Such as:

1. Create Group in SharePoint Online Site with Permission Level
2. SharePoint Online Site Permission Levels
3. Edit User Permissions and Remove User Permissions in SharePoint Online Site
4. Check Permissions in SharePoint Online Site
5. SharePoint Online Site Permissions URL

Create Group in SharePoint Online Site with Permission Levels

• Open SharePoint Online Team Site ‘Drone Project Training‘ -> click on the Settings icon -> then a Settings dialog box pops up -> select Site permissions as shown below.

• ‘Permissions‘ dialog box pops up -> click on ‘Advanced permissions settings‘.

• Now, click on Create Group as shown below.

• ‘Create Group’ window pops up with various options as listed below:
  • Name: Here we have to provide the name of the group. For Example, we have given ‘Drone Project Training Group’ -> Below About me the Group owner’s name will be displayed, if you want you can add or change the owner’s name.
  • Group setting: Here, specify who has permission to view the membership of the group, and edit the membership of the group.
  • Membership requests
  • Then select the level of permissions that you want to assign to the group as I have selected if you want you can select other options as shown below.
• Now click on Create, then the group is created.

Read: How to Customize SharePoint Online Team Site

SharePoint Online Site Permission Group

• Click on the Permission Levels to create our 0wn customized permission level as shown below.

• Now, the Permissions ->Permission Levels window opened up.
• Click on Add a Permission level.

• Add Permission level window opened up where you have to give the Name of the permission like I give AddViews-Not delete below that description of the permission.
• Now select the permission from List Permissions as I have selected Add and View.
• Select options from Site Permissions. For example, I choose View pages, Browse User Information, and Open options.
• From Personal Permissions, you can select the option based on your requirement as I have selected Update Personal Web Parts where user information is shown on the site.
• Then, click on Create button.

• Now, the created Permission is available at the Permission level.
• Select the permission you have created if you want to delete that permission click on Delete Selected Permissions level.
• Then, a dialog box pops up asking ‘Are you sure you want to delete the following permission levels -> Click on the OK button, and the permission levels get deleted.

Edit User Permissions and Remove User Permissions in SharePoint Online Site

• Select the group, here we have selected the group which we have created ‘Drone Project Trainers’.
• Now click on Edit User Permissions.

• Then, the Edit Permissions window opens up, here you can unselect the permission level. For example, I have unselected the Contribute option as shown below.
• Once you unselected the option, click on the OK button.

• Select the Permission level as I choose “Drone Project Trainers” From them I want to remove all the permission.
• Now, click on Remove User Permission a dialog box pops up asking “Are you sure you want to remove all the permissions of the following user or group”?
• Click on the OK button.

Check Permissions in SharePoint Online Site

• Click on Check Permissions a dialog box pops up.
• Provide User/Group name ->Then click on the Check Now button.

• Now, the ‘Drone Project Training: Check Permissions‘ window is opened showing Permissions for “Drone Project Training Members”

Read: SharePoint Online List Column Sorting [With Various Data Types]

SharePoint Online Site Permissions URL

Here, will discuss SharePoint Online Site Permissions URL. We can observe here, the following difference in URL as listed below.

TITLE	URL
Advanced Permissions	<tenant name>.sharepoint.com/sites/<Site name> /_layouts/user.aspx
People and Group	<tenant name>.sharepoint.com/sites/<Site name>/_layouts/people.aspx

We will see with an example how the URL appears when we go to Advanced permissions settings and Created Groups of the SharePoint Online Site.

• Open a SharePoint Online Site -> Click on the Settings icon.

• A permissions dialog box pops up -> Select Site permissions -> Then select Advanced settings permissions.

• Then, we can see how the URL appears for Advanced permissions settings in SharePoint Online List.

• Now, click on Group as shown below. For Example, we have selected Mitchell Black Members.

• Here, we can see how the URL appears for Group and People as shown below.

This is how we can see the URL of SharePoint Online Site Permissions.

SharePoint Online Site Permissions Report

Here, we will learn about SharePoint Online Site Permissions Report.

• Open a SharePoint Online Site -> Click on the Settings icon -> Select Site usage.
• Go to Site’s contents -> Click on Site usage. For Example, we have selected the Site contents of a SharePoint Online Site.

• Now, a window opens up -> Click on Site usage as shown below.

• A window opens up -> Under Shared with external users -> Select Run report as shown below.

• A dialog box pops up. Here, we can create a folder to save the report of the document and choose the destination to save it.

• Now click on +New and select Folder.

• Create a folder dialog box pops up. Provide folder name. For Example, we have given MB Documents.
• Click on Create button.

• Now, we can see how the folder appears in Create a folder dialog box.

This is how we can create SharePoint Online Site Permissions Report.

Furthermore, you may like some more SharePoint Online tutorials:

• SharePoint Online List Title Column [Detailed Guide]
• SharePoint Online List Number Without Comma
• SharePoint Online Team Site Vs Microsoft Teams
• SharePoint Online list vs document library

Conclusion

In this SharePoint online tutorial, we have learned about SharePoint Online Site Permissions and types of Site permissions. Topics that we covered in this SharePoint tutorial are listed below:

• What is SharePoint Site Permission
• SharePoint Online Site Permission Levels
• Add Member in SharePoint Online Site with Permissions
• Create Group in SharePoint Online Site with Permission Level
• SharePoint Online Site Permission Group
• Edit User Permissions and Remove User Permissions in SharePoint Online Site
• Check Permissions in SharePoint Online Site
• SharePoint Online Site Permissions URL
• SharePoint Online Site Permissions Report