How to configure SharePoint Permissions

Welcome to this video on SharePoint permissions! In this video, we'll be explaining what SharePoint permissions are, how they work, and why they are important in your SharePoint Intranet.

But before we dive into SharePoint permissions, let's first define what SharePoint is. SharePoint is a web-based collaboration and document management platform developed by Microsoft. It is often used by organizations as an intranet to improve communication, collaboration, and document management within the organization.

Now that we've defined SharePoint, let's move on to permissions. Permissions are a set of rules that determine the level of access and actions that a user can perform within a SharePoint site or document. Permissions help to control who can view, edit, delete, or share documents, lists, libraries, or pages within your SharePoint Intranet.

SharePoint permissions can be managed at various levels within a SharePoint site or document. There are three levels of permissions in SharePoint:

Site-level permissions: These permissions control access to the entire SharePoint site. Site-level permissions can be assigned to individual users or groups of users.

List or Library level permissions: These permissions control access to specific lists or libraries within a SharePoint site. List or library level permissions can be assigned to individual users or groups of users.

Item-level permissions: These permissions control access to specific items within a list or library. Item-level permissions can be assigned to individual users or groups of users.

Now that we know the three levels of SharePoint permissions, let's look at the different types of permissions that can be assigned to users or groups of users within a SharePoint site.

Full Control: Users with Full Control permissions have full access to the SharePoint site, including the ability to manage permissions, create and delete sites, and add and delete users.

Design: Users with Design permissions can create and edit lists, libraries, pages, and web parts within a SharePoint site. They can also view and edit site pages and manage the site's navigation.

Edit: Users with Edit permissions can edit and add items within lists and libraries, as well as edit pages within a SharePoint site.

Contribute: Users with Contribute permissions can add and edit items within lists and libraries, but cannot edit pages within a SharePoint site.

Read: Users with Read permissions can view items within lists and libraries, but cannot add or edit items or pages within a SharePoint site.

Limited Access: Limited Access permissions are automatically assigned to users who have access to a specific item within a list or library, but not the entire list or library. Limited Access permissions allow users to access the specific item, but not other items within the list or library.

Now that we've gone through the different levels and types of SharePoint permissions, let's talk about why permissions are important in your SharePoint Intranet.

Security: Permissions help to ensure the security of your SharePoint Intranet by controlling who has access to specific content. By assigning permissions at different levels, you can ensure that users only have access to the content they need to do their jobs.

Compliance: SharePoint permissions can also help you comply with internal and external regulations. By restricting access to sensitive content, you can ensure that only authorized users have access to that content.

Collaboration: Permissions can also help facilitate collaboration within your organization. By assigning permissions to specific users or groups of users, you can ensure that they have access to the content they need to work together on projects or documents.

In this SharePoint Tutorial I will demonstrate how to share a SharePoint Site with colleagues.
I will discuss the different levels of access to a SharePoint Online site starting with Microsoft 365 admin centre access. Such as Global admin role and SharePoint admin role.
I have then explained the different types of SharePoint site permissions and what the different levels of access will mean for end users of the SharePoint site.
The core differences the permissions will make to the user and what types of users can never be locked out of areas of the SharePoint site.

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[grahamhobson]

Hi Dougie, You are the first one to actually show how security groups can be used, albeit briefly, which I will now follow up and see what can be done. I have had 2 IT Companies fall to understand groups & group permissions, allocating resources on an individual name basis. I have just spent time allocating resources on exchange on a group basis and now will complete this with SharePoint permissions. It would be great if you considered showing everybody how to create sites based on SharePoint permissions so that no individual names, apart from Owners are used. Thanks for your time in creating this information.

[deathmonkey]

Nice basic video, would have liked to see you discuss library permissions and individual file / folder sharing, OneDrive and its SharePoint Back-end, etc.

[eizqsfu]

Hi Dougie, I've built a company intranet following your excellent guide but I'm having a bit of an issue with permissions. I've granted access to a group of people to the main hub site but their access doesn't seem to apply to the associated department sites. I've selected 'Sync hub permissions to associated sites' under Cog icon > Site Permissions > Hub but that doesn't seem to make any difference. Am I missing something? Doing something wrong? The only way I can see to do it at the moment would be to manually add ~50 users to around 20 department sites, which seems very labour intensive! Thanks in advance

[SallyMacMillan-kded]

Hi, a good video, mainly because it was easy to follow and you are from the UK not another location in the world where sometimes I struggle to understand actually what is being said if you get my drift! Take that as a compliment. I would agree with the other comment below that advised about the background noise, not sure where you recorded it, but it may be better to find a better location and close all windows, those often catch me out when recording videos. The video is standard SharePoint permission practice, but what if "you dont want people to use edit only to contribute to sites, ie., not be able to create new lists, libraries"? What if you "don't want everyone in the company to look at the site's"? What about "filling out the access request settings" box, who sees those emails? The default is the members group, if you are not using that group as it has edit access, who should it go to? All potential extra videos for you it seems if not already created. My concern though is that your video is telling folk how SharePoint online should work, but in reality how many sites actually are set up this way? Less than 1% would be my guess.

[zjwglod]

Hi and thanks for the videos, i've subscribed.
Question: how do site permissions work when you only want certain webparts or navigation links on a specific page to be accessible by certain people? This will be my main focus when 'trying' to design a new company intranet site from the ground up, mainly using all your video guides :)
So for example the HR site has navigation that includes: POLICIES, STAFF NEWS, PERSONNEL. Now everyone should have read-access to the first 2, but PERSONELL should be restricted to HR senior staff only. How do you drill down the permissions for that? And once done will that navigation link only show for those with permission to access it? (think folder enumeration).
Thanks again.

[JeppeJazzHarmonica]

Hi! Is it possible to give different access to Pages / list on One site?
We use sharepoint for collecting data for system upgrades. After each update users must only have read access to that page and a new page/list is added with edit permission for next update

[BKxLiLi]

Thank you for this video, it’s exactly what I was looking for. If everyone can see the site, is there a way to restrict access to certain folders?

[hilmar]

Hello, my antivirus showed me that there are sharepoint internet links going out from my device but I don't even have sharepoint enabled. What does it mean?

[EmmanuelNemafhohoni]

what if you leave the company Dougie as site collection Admin

[audreyafe-tuufuli]

Dougie in the above roles - which would give me access to the Admin Center?

[JohnQ]

Does this all apply with Teams in front?

[coachAiman]

how to restrict access to site collection for admins or site owners, for instance Audit Department Site contains sensitive data and info which should not be accessed on by Audit members, not even SharePoint site collection admin or farm admin or owner can access and view the contents, how to do that, for on premises SharePoint 2019 for instance?

[shabeelaboobacker]

Where is site owner and design permission?

[dalthiara]

Hi Dougie, great video but there is a constant popping background noise which is annoying.