SharePoint (Classic Sites) - Creating a personalized permission level Tutorial

In this video, you will learn about creating a personalized permission level in SharePoint.
The video covers how to control who can edit your site and how to assign permissions to groups of users.
This will help you customize the permissions for different teams or departments in your organization.
By following the steps outlined in the video, you will be able to create a new permission level with specific actions and permissions tailored to your needs.
This personalized permission level can then be assigned to the relevant groups in SharePoint.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on managing permissions in SharePoint, specifically for SharePoint administrators and site collection managers. It outlines how to control editing rights for different user groups, create custom permission levels, and navigate the SharePoint interface effectively.

Chapitres :

Introduction to SharePoint Permissions
In SharePoint, managing permissions is crucial for controlling who can edit or view content on your site. For instance, you may want to allow financial service staff to edit lists while restricting the marketing department to view-only access. This document will guide you through the process of setting up and customizing permissions.
Understanding Permissions
Permissions in SharePoint dictate what actions users can perform, such as editing items in a list or creating new sites. However, you cannot assign individual permissions directly to users. Instead, permissions are grouped under permission levels, which can then be assigned to groups of users.
Default Permission Levels
SharePoint includes several default permission levels, such as 'Contribute' and 'Read'. If these do not meet your requirements, you have the option to create new permission levels tailored to your needs.
Creating and Managing Permission Levels
To create or modify permission levels, you must belong to a SharePoint group authorized to manage permissions. Typically, this includes members of the owners group or site collection administrators. Follow these steps to create a new permission level: 1. Navigate to the top-level site in your site collection. 2. Click on the gear icon (⚙️) to access settings. 3. Select 'Site Settings'. 4. In the 'Users and Permissions' section, click on 'Site Permissions'. 5. In the permissions tab, click on 'Permission Levels'. 6. On the Permission Levels page, select 'Add a Permission Level'. 7. Enter a name and description for the new permission level. 8. In the permissions area, activate all checkboxes corresponding to the personal list and site permissions you wish to include. 9. Click 'Create' to finalize your new permission level.
Conclusion
By following the steps outlined above, you can effectively manage permissions in SharePoint, ensuring that users have the appropriate access levels based on their roles. Customizing permission levels allows for greater flexibility and control over your SharePoint environment.

FAQ :

What are permissions in SharePoint?

Permissions in SharePoint are settings that control what actions users can perform, such as editing lists or creating sites. They help manage access to content and functionalities.

How can I create a new permission level in SharePoint?

To create a new permission level, you need to be part of a SharePoint group authorized to manage permissions. Navigate to Site Settings, select Site Permissions, and then click on Permission Levels to add a new level.

Can I assign individual permissions to users in SharePoint?

No, you cannot assign individual permissions to users in SharePoint. Instead, you group associated permissions under a permission level and assign that level to a group of users.

What is the difference between the 'Contribute' and 'Read' permission levels?

'Contribute' permission allows users to add, edit, and delete items in lists, while 'Read' permission only allows users to view items without making changes.

What should I do if the default permission levels do not meet my needs?

If the default permission levels do not meet your needs, you can create new ones by following the steps to add a permission level in the Site Permissions settings.

Quelques cas d'usages :

Managing Access for Financial Services Staff

In a financial services organization, the SharePoint administrator can create a custom permission level that allows staff to edit lists related to financial data while restricting marketing department members to view-only access. This ensures sensitive information is protected while enabling collaboration among relevant teams.

Customizing Permissions for Project Teams

A project manager can use SharePoint to create a specific permission level for a project team, allowing them to edit project documents and lists while preventing other departments from accessing or modifying these files. This enhances project security and streamlines collaboration.

Setting Up a Knowledge Base

An organization can set up a knowledge base in SharePoint where employees can contribute articles and resources. By creating a custom permission level that allows contributions from specific teams while restricting others to read-only access, the organization can maintain quality control over the content.

Training New Employees

When onboarding new employees, a SharePoint administrator can create a permission level that allows them to access training materials and resources without the ability to edit or delete content. This ensures that new hires have the information they need while maintaining the integrity of the training materials.

Glossaire :

SharePoint

A web-based collaboration platform developed by Microsoft that integrates with Microsoft Office. It is used for storing, organizing, sharing, and accessing information from any device.

Permissions

Settings that determine what actions users can perform in SharePoint, such as editing items in a list or creating a site.

Permission Levels

Groups of associated permissions that can be assigned to users or groups in SharePoint. Examples include 'Contribute' and 'Read'.

Site Collection Administrator

A user who has full control over a site collection in SharePoint, including managing permissions and settings.

Owners Group

A default group in SharePoint that typically has full control over a site, allowing members to manage permissions and settings.

Customization Options

Various settings and configurations available in SharePoint that allow administrators to tailor permissions and functionalities to meet specific needs.

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or site collection manager, you probably

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want to control who can edit your side.

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For example, you want to allow

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financial service staff to edit lists.

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While the marketing Department

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should only be able to view them.

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To do this you will use permissions.

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Permissions allow share point

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users to perform certain actions.

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For example, changing items in a

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list or creating a site, however.

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You cannot assign individual

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permissions to users in SharePoint.

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On the other hand,

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you can Group D associated

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permissions under a permission level,

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which is then assigned to a

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group of SharePoint permissions,

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including the people you

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assign permissions to.

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Share point includes default

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permission levels that you can use,

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for instance con tribute or read.

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If none of them meet your needs,

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you can create new ones.

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To create or change permission levels,

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you need to belong to a SharePoint

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group authorized to manage permissions.

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You can do this by default if you do

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belong to the owners group or if you

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are a site collection administrator.

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In the top level site in the site collection,

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click on the kog wheel to access the

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settings. Then select site settings.

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On the site settings page,

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in the users and permissions section,

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select site permissions.

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In the permissions tab.

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In the manage group,

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click permissions levels.

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On the permissions levels page,

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select add a permission level.

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We will then add a name.

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And a description.

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Finally, in the permissions area.

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Activate all checkboxes corresponding

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to personal list and site permissions.

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Which you want to include in this

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permission level. As you can see,

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there are many customization options.

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Once you have made your selection.

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Click create.

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And you are done.

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You will now be able to use this

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personalized permission level

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for your permission groups.

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