SharePoint list permissions

In this SharePoint tutorial, we will discuss SharePoint list permissions. And also we will discuss how to create unique permission to SharePoint list or library. And also, we will see how to give item-level permission in SharePoint.

SharePoint list Permissions

As a SharePoint administrator or SharePoint site owner, you can change the permission, that right people can access the data that they need to access.

  • In SharePoint by default, all sites, list libraries in a site collection inherit the permission which is directly above them in the site hierarchy. This means a SharePoint site can inherit the permission from the root site and a SharePoint subsite can inherit the permission from the parent site.
  • In a SharePoint, when a list contains more than 100,000 items, neither you can break permission inheritance on the list itself nor you can re-inherit the permission on the list itself.
  • If you want to assign unique permission to a SharePoint list, we have to first break the permission inheritance and then we can assign unique permission.

SharePoint unique permissions for list

To add unique permission to SharePoint list follow the below steps:

  • Go to SharePoint list.
  • Click on the gear icon
  • Click on List Setting in SharePoint
  • Click on the Permission for the list under permission and management
sharepoint unique permissions for document library
sharepoint unique permissions for document library

Before adding the unique permission, you must stop the inheritance from the parent site.

  • Click on the Stop inheriting the permission.
SharePoint list permissions
Stop inheriting permission in the SharePoint list
  • Then one pop-up box will appear, once you click on the OK, the parent site permission does not affect the list
sharepoint online unique permissions
SharePoint list permission setting

Note: In SharePoint when you break permission inheritance for a list, then you can define a new permission setting, and the SharePoint list becomes the parent for items in it. Items under the parent now can inherit the permission setting, unless unique permission setting is defined

Once you break inheritance from the parent site, now we can assign unique permission setting to the list.

  • Click On the Grant Permission from the permission tab. You cannot see the grant permission if the list or library is inheriting the permission.
Grant permission in SharePoint list
Grant permission in SharePoint list
  • In the Share dialog box add or invite people to the SharePoint list by entering the names and email addresses.
  • And you can add a message.
  • Check and uncheck the box if you want to send an email to everyone in the invite box.
  • Click on the Show options to add the permission levels.
  • You can choose the permission level according to you want to give access permission to the list
    • Read– A user can view pages list items and download documents
    • Contribute-A user can view, add, update, and delete list items and documents
    • Edit– A user can add, edit and delete a list, and the user can also view, add, update and delete list items and documents.
    • Design– A user can view, add, update, delete, approve and customize.
    • Full control – A user having full control.
  • Click on Share
SharePoint list permission level
SharePoint list permission level

Now you can see the unique permission you have given to the SharePoint list

SharePoint list permission level
SharePoint list permission level

To restore the inheritence in SharePoint list, we will delete the unique permission.

  • Click on the Delete unique permission from the inheritance tab
Delete unique permission in SharePoint list
Delete unique permission in SharePoint list
  • Click on Ok to inherit the permission from the parent SharePoint site and all the unique permission will get deleted.
SharePoint list Permissions
unique SharePoint list permission

This is how to provide unique permission to a SharePoint Online list.

SharePoint list item level permission

Even if you add unique permission to the SharePoint list or all items in the SharePoint list. To set unique permission to the item level follow the below steps:

  • Go to list in SharePoint, click on the gear icon and then click on the list stetting
  • Click on Advanced Setting under the General setting in the SharePoint list.
SharePoint list item level permission based on columns
SharePoint list item level permission based
  • In the item level-permission section, under Read access, there are two options
    • Read all items– If you selected to read all items in the SharePoint list, then everyone can access the list and also can read all items in the list.
    • Read items that were created by the user – if this is selected then the user can read only the item, which is created by the user, For example, if user 1 create entries then user1 can read his own entries, and if user 2 create an entries user 2 can view his own entries. They cannot see each other entries.
  • Under create and edit access, there are three option
    • Create and edit all items– if this is selected then everyone can create and edit each other entries
    • Create items and edit items that were created by the user– If this is selected then user1 and user both can create the items, but user1 only edit items he created and user 2 will only edit items that he created.
    • None– No one will create or edit the items.
SharePoint list view show only items created by users
SharePoint list view show only items created by users

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In this tutorial we learned about:

  • SharePoint list Permissions
  • SharePoint unique permissions for list
  • SharePoint list item level permission
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