Know about customizing permissions in SharePoint Online

In SharePoint, an  administrator can restrict the data access to the user by the setting desired permissions. This is essential to avoid unwanted access to certain sites and also for the safety and security of the data.  Based on the requirements, he can set the permission levels such as edit, read, full control, design, etc. It will allow users to do specified actions on site as assigned by the administrator. Permissions also restrict users in modifying certain contents or abruptly changing certain important information. Therefore, an admin must be aware of changing and customizing the permissions as and when the situation demands. In this article, let us look at the ways of changing permissions of a SharePoint site.

SharePoint will have default settings as follows

  • Sub-sites inherits the permissions from its parent site
  • Site’s data (like documents, files, lists) inherits permissions from its parent site
  • SharePoint site inherits permission from root site of Site Collection.

How to remove inherited permission in SharePoint Online?

In SharePoint, permissions are inherited from parent to child by default. The main intention of permission inheritance is to allow admin to assign permission levels at the same time. This permission will be applied to the entire SharePoint hierarchy. So if you want to assign the unique permission to the particular list or library, then you have to break the permission inheritance. Let’s see a step by step procedure to remove the permission inheritance.

  1. First you have to open the SharePoint Online application from your Office 365 account. Then, select the site that you want to assign a new permission level.
  2. SharePoint online application
  3. Select the item in the site and click on the gear icon which is present in the top right corner. Then select ‘Library settings’.
  4. Click on ‘Permissions for this document library’ which comes under Permissions and Management as depicted.
  5. Now, you can see ‘Stop Inheriting Permissions’ option under the ‘PERMISSIONS’ section. Click on this option and the permission inheritance will break.
  6. After completing all the above steps, it will display an alert message to save the changes that you have done. Click on the ‘OK’ button. Now you can create a new unique permission to the selected document library.
  7. Stop Inheriting Permission OK

    How to grant site access to the user (assigning unique permissions)?

    Initially you have add users to the group, then you can grant site access to the entire set of users. There are 3 site permission groups. They are,

    • Members
    • Owners
    • Visitors

    You can add users to any of these groups and automatically they will be assigned with the appropriate level of access to the specific SharePoint site. For example, edit permission allows the user to edit the document, but they will have no permission to delete the document or an item. In the image below,  you can see the ‘Grant Permission’ option. Click on that option.

    Here you can invite specific people by typing their details in the field, so that they can access the SharePoint site. Along with that you can set permission level before sending the invites. To select a different permission level, click on ‘Show Options’ and then choose a permission level.     

           Then click on share button. You will get a notification as shown below.

    How to Add, Change or Remove a site collection administrator?

    1. Select a site and click on the gear icon in the top right and select ‘Site Permissions’
    2. Select ‘Advanced permissions settings’.
    3. Now click on the ‘Site collection administrators’ option.
    4. Here you can remove existing admin, or add extra admin and also change the site collection administrator. Then click on ‘OK’.
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