SharePoint (Modern Sites) - Managing permissions of a document library Tutorial

Learn how to manage permissions for a document library in SharePoint. This tutorial covers granting access to specific users, teams, or groups, ensuring secure and controlled collaboration. Take full advantage of SharePoint's features to streamline document management and improve productivity.

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Available in Microsoft365

Objectifs :

This document aims to guide users on managing permissions for a document library in SharePoint, ensuring that clients have restricted access to sensitive files while allowing team members to collaborate effectively.

Chapitres :

Introduction to Document Libraries in SharePoint
In this section, we explore the functionality of document libraries within SharePoint, specifically focusing on how sales teams can utilize these libraries to store and manage client-related documents. Document libraries serve as centralized locations where team members can access, modify, and collaborate on files.
Understanding Permissions in SharePoint
SharePoint employs a permissions model that allows different levels of access for users. By default, permissions are inherited from the parent site, meaning that members can edit documents, owners have full control, and visitors can only view documents. It is crucial to manage these permissions effectively to protect sensitive information.
Steps to Manage Document Library Permissions
To customize permissions for a specific document library, follow these steps: 1. Navigate to the desired document library within your SharePoint site. 2. Click on the gear icon located at the top right corner of the screen. 3. Select 'Library settings' from the dropdown menu. 4. In the settings menu, locate and click on 'Permissions for this document library.' 5. To stop inheriting permissions from the parent site, select the option to break inheritance.
Removing Visitor Permissions
Once you have broken the inheritance, you can manage user permissions more granularly. To remove access for visitors: - Select the 'Visitors' group. - Click on 'Remove User Permissions' to ensure that these users can no longer access the library. This action will restrict their access to sensitive documents, ensuring that only authorized team members can view or edit them.
Restoring Default Permissions
If you need to revert any changes made to the permissions, you can restore the original settings by following these steps: - Go back to the 'Permissions for this document library' section. - Click on 'Delete unique permissions.' This action will reinstate the inherited permissions from the parent site, allowing all previous access levels to be restored.
Conclusion
Managing permissions in SharePoint is essential for maintaining the confidentiality and integrity of client-related documents. By following the outlined steps, users can effectively control access to their document libraries, ensuring that sensitive information is only available to authorized personnel.

FAQ :

How do I manage permissions for a document library in SharePoint?

To manage permissions for a document library in SharePoint, navigate to the document library, click on the gear icon at the top right, select 'Library settings', and then go to 'Permissions for this document library'. From there, you can stop inheritance and modify user permissions.

What does it mean to stop permission inheritance in SharePoint?

Stopping permission inheritance means that the document library will no longer automatically follow the permission settings of the parent site. This allows you to set unique permissions for the library.

Can I restore the original permissions after changing them?

Yes, if you need to revert to the original permissions, you can click on 'Delete unique permissions' in the library settings, which will restore the inheritance from the parent site.

What are the different types of user roles in SharePoint?

In SharePoint, there are typically three user roles: Owners (who have full control), Members (who can edit), and Visitors (who can only view).

How can I ensure my clients do not access all files in a document library?

To ensure clients do not access all files, you can modify the permissions for the document library by stopping inheritance and removing access for the Visitors group or specific users.

Quelques cas d'usages :

Managing Client Document Access

A sales team can use SharePoint to create a document library for client-related documents. By managing permissions, they can ensure that clients only have access to specific files, enhancing data security and confidentiality.

Collaborative Document Editing

In a project team, members can collaborate on documents stored in a SharePoint library. By setting appropriate permissions, team members can edit documents while ensuring that external stakeholders have limited access.

Restoring Document Library Permissions

If a mistake is made in setting permissions for a document library, users can easily restore the original settings by deleting unique permissions, ensuring that the library functions as intended without unauthorized access.

Training New Employees on Document Management

New employees can be trained on how to manage document libraries in SharePoint, including how to set and modify permissions, which is crucial for maintaining data integrity and security in collaborative environments.

Glossaire :

SharePoint

A web-based collaboration platform developed by Microsoft that allows users to create, manage, and share documents and information within an organization.

Document Library

A storage location within SharePoint where documents and files can be uploaded, organized, and managed.

Permissions

Settings that determine what actions users can perform on a document library or specific documents, such as viewing, editing, or deleting.

Inheritance

A feature in SharePoint where permissions set at a higher level (like a site) automatically apply to lower levels (like document libraries or folders).

Visitors

Users who have read-only access to a SharePoint site or document library, meaning they can view documents but cannot modify them.

Library Settings

A configuration area in SharePoint where users can manage settings related to a document library, including permissions and versioning.

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We are now working as a sales team

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in the SharePoint site and we have

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created a client's folders library.

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This document library allows us to

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store all the documents related

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to the clients so that all of

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our colleagues can now go there,

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modify the data and use them.

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The thing is we have on this

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website on this SharePoint site.

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On actual clients they

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have the visitors rights,

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so therefore can only view the

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documents without modifying them.

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But I would like to make sure that

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my clients do not have access to

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all the files in this library.

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How can I manage ermissions of

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a specific document library?

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I have to start by going into

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that said document

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library, then click on

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the gear icon at the top

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right of my screen. Library settings.

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And we will go check more library settings.

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Once in this menu they want that interest

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us is Ermissions for this document library.

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By default there is an inheritance

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of the permissions of that

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website so the members can edit.

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The owners of the SharePoint site have

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more control and visitors can only read.

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I wish to stop the inheritance.

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Validate this message.

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Just select the visitors and

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simply remove user permissions.

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Once validated, anyone in that group

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will no longer have access to that library.

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If you have made any mistake,

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if anything has to change,

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you need to go back to the

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way things were. You just

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have to click on Delete unique permissions.

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Which will restore the inheritance

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that was there previously.

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