SharePoint (Modern Sites) - Modify and set the authorisations for a list or a library Tutorial

In this video, you will learn how to modify and set the authorizations for a list or a library in Microsoft 365. As an administrator or owner, you can change permissions to allow authorized people to access the data they need while limiting others.
By default, all lists and libraries within a collection inherit the same permission settings as the top site.
To assign unique permissions for a list or library, you must first block permission inheritance.
Then, you can assign permissions on the permissions page.
You have the option to create new groups to meet specific needs.
You can name the group, provide a description, select a group owner, and specify membership requests.
Finally, you can choose the permission level for the members of the group.
This tutorial will help you effectively manage permissions for lists and libraries in Microsoft 365, improving data security and access control.

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Available in Microsoft365

Objectifs :

This tutorial aims to guide administrators and library owners on how to modify and set permissions for lists or libraries in SharePoint, ensuring that authorized users can access necessary data while restricting access for others.

Chapitres :

Introduction to Permissions Management
In this tutorial, we will explore how to modify and set authorizations for a list or library in SharePoint. As an administrator or owner, you have the ability to change permissions to allow authorized individuals to access the data they need while limiting access for others.
Understanding Permission Inheritance
By default, all lists and libraries within a SharePoint collection inherit the same permission settings as the top site. This means that a subsite inherits permissions from its parent site. To assign unique permissions for a specific list or library, you must first block permission inheritance.
Accessing the Permissions Page
To manage permissions, navigate to the permissions page. Start by selecting the relevant list or library. Then, choose 'Settings' and go to 'Library Settings'. Under the 'Permissions and Management' column, you will find the option for 'Permissions for this document library'.
Stopping Permission Inheritance
From the ribbon, you will see the option to manage inheritance. Click on 'Stop Inheriting Permissions' to customize the permissions for your selected list or library. This step is crucial for establishing unique permissions.
Permission Roles in SharePoint
SharePoint has three default permission roles: Owners, Members, and Visitors. However, you can create new groups to meet specific needs. After stopping inheritance, you can select the preferred role, such as 'Members', to customize further.
Creating New Permission Groups
To create a new group, select the option to add a new group. You can name your group and provide a description if desired. Note that each group can have only one owner, so you can remove yourself and assign someone else as the owner.
Managing Group Membership
You can specify who can view and edit the membership of the group. Additionally, you can set up membership requests by asking questions such as whether users should issue a membership request and if applications need validation or should be accepted automatically.
Setting Permission Levels
Finally, you will choose the permission level for the members of this group. SharePoint administrators have the ability to create new permission levels, a feature not available to site collection managers. Once you validate your creation, you will be ready to use your new permissions.
Conclusion
In summary, this tutorial has covered the essential steps for modifying and setting permissions for lists and libraries in SharePoint. By understanding permission inheritance, creating new groups, and managing membership, you can effectively control access to your data.

FAQ :

What are the default permission roles in SharePoint?

The default permission roles in SharePoint are Owners, Members, and Visitors. Owners have full control, Members can edit, and Visitors can only view.

How do I stop permission inheritance in SharePoint?

To stop permission inheritance, go to the permissions page of the list or library, select the option to stop inheriting permissions, and then assign unique permissions as needed.

Can I create custom groups in SharePoint?

Yes, you can create custom groups in SharePoint to meet specific needs, allowing you to define unique permissions for those groups.

What should I consider when setting up membership requests?

Consider whether users should issue a membership request, if you need to validate applications, or if you want applications to be accepted automatically.

Who can create new permission levels in SharePoint?

Only SharePoint Administrators can create new permission levels. Site collection managers do not have this capability.

Quelques cas d'usages :

Managing Access for a Project Team

In a project management scenario, a project manager can create a document library for the team and set unique permissions to ensure that only team members can edit documents while allowing stakeholders to view them.

Creating a Restricted Library for Sensitive Documents

An organization can create a library for sensitive documents where only specific groups have access. By stopping permission inheritance, the organization can ensure that only authorized personnel can view or edit these documents.

Setting Up a Membership Group for a Department

A department head can create a new group for their team, define specific permissions, and set up membership requests to control who can join the group, ensuring that only relevant personnel have access to department resources.

Automating Membership Approvals

In a large organization, an HR manager can set up a group for new hires with automatic membership approvals, streamlining the onboarding process while maintaining control over access to sensitive information.

Glossaire :

Authorization

The process of granting or denying access to resources or data based on user permissions.

Permissions

Settings that determine what actions users can perform on a list or library, such as view, edit, or delete.

Permission Inheritance

The default behavior where subsites or lists inherit permission settings from their parent site.

Document Library

A location within SharePoint where documents and files are stored and managed.

Groups

Collections of users that can be assigned specific permissions to manage access to lists or libraries.

SharePoint Administrator

A user with elevated permissions who can manage site settings, including creating new permission levels.

Membership Requests

Requests made by users to join a group, which can be set to require validation or be automatically accepted.

Permission Levels

Defined sets of permissions that can be assigned to users or groups, determining their access rights.

00:00:03

Welcome back in this tutorial we will

00:00:05

see how you can modify and set the

00:00:08

authorizations for a list or a library.

00:00:10

As an administrator or owner

00:00:12

of a library list or survey,

00:00:15

you can change permissions to allow

00:00:17

authorized people to access the data

00:00:20

they need, while limiting others.

00:00:22

By default, all lists and libraries

00:00:24

within a collection inherit the same

00:00:27

permission settings as the top site.

00:00:29

In other words,

00:00:30

a subsite inherits permissions from

00:00:32

experience site to assign unique

00:00:35

permissions for a list or library,

00:00:37

you must first block permission inheritance.

00:00:40

And then you can assign this.

00:00:42

You can do all this in the permissions page.

00:00:46

First, select the relevant list or library.

00:00:50

Choose settings and then go

00:00:52

to library settings.

00:00:53

Under the column permissions and

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management you will have the option

00:00:58

permissions for this document library.

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From the ribbon you will have the

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option inheritance and then you

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can stop inheriting permissions.

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As we said before.

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However,

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before let's clarify that

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you have 3 permissions,

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roles created by the system owners,

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members and visitors.

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But it is possible to create new

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groups to meet specific needs.

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Therefore we will go to

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stop inheriting permissions.

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Then select whichever you prefer.

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Let's go with members.

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We do that so we can have the option groups.

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Established and then we can

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select the option more.

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There you will have the option new.

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And you can create a new group.

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You can name your group.

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You can give it a description

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if you feel like it.

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You can have only one group owner,

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so you can remove yourself and add

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someone else.

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Then you can select who can

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view the membership and who

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can edit the membership.

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And then you can specify membership requests.

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Asking yourself questions like should users

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issue a membership request to this group?

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Do I need to validate the applications

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or do I want the applications

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to be accepted automatically?

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So here you can predefine all that

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and finally, and most importantly,

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we choose the permission level of

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the Members of this group as a plus,

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the SharePoint administrator can

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create new permission levels.

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This feature is not available

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to site collection managers.

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We validate our creation and are

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now ready to use our permission.

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