Managing SharePoint Permissions

Managing SharePoint permissions is one of the most challenging yet essential aspects of the platform. Over the years, I’ve delivered countless training sessions on this topic alone because it can quickly spiral out of control if not handled properly. Mastering SharePoint permissions—from sites to documents—is crucial to maintaining a secure and efficient environment.

SharePoint Permissions: The Basics

Permissions in SharePoint determine what users can and cannot do within your site. These permissions are assigned at various levels:

• Site Level: Determines access to the overall site and its contents.
• Library or List Level: Controls access to specific libraries or lists.
• Folder Level: Further narrows permissions within libraries or lists.
• Item (Document) Level: Allows for fine-grained control over individual files or items.

SharePoint uses permission groups by default:

• Owners – Full control over the site.
• Members – Edit permissions by default, allowing users to add, edit, and delete content.
• Visitors – Read-only access.

You can also assign custom permissions if needed, though I recommend sticking to default groups as much as possible to avoid confusion.

Permissions Inheritance and Breaking It

Inheritance is a core concept in SharePoint permissions. By default:

• Libraries inherit permissions from the site.
• Folders inherit permissions from the library.
• Items inherit permissions from their parent folder.

When you break inheritance, you create unique permissions for that level. For example, you might have a library where most users have read-only access, but one folder needs to allow edits. While breaking inheritance is useful, overdoing it can lead to a tangled web of permissions that’s difficult to unravel.

Sharing vs Copy Link: What’s Best?

When collaborating in SharePoint, Copy Link is generally the best practice over using the Share button. Here’s why:

Copy Link

• Generates a direct link to the item with predefined permissions.
• Works seamlessly with existing permission settings.
• Avoids creating unnecessary sharing links that can clutter access management.

Share

• Allows you to grant temporary or custom permissions directly.
• Can override existing permissions, which may lead to confusion if not monitored.

I always recommend using Copy Link unless you need to share content with external users or provide time-limited access.

Best Practices for Managing SharePoint Permissions

• Keep Permissions Simple: Assign permissions at the site or library level whenever possible. This minimises complexity and keeps your structure clean.
• Plan Information Architecture Around Permissions: Build your site with security and access in mind. Group similar content with the same permission needs.
• Limit Folder and Item-Level Permissions: While you can manage permissions at these levels, it’s best to avoid this whenever possible to maintain clarity and control.
• Use Default Groups: Stick to the default Owners, Members, and Visitors groups to reduce confusion.
• Regularly Review Permissions: Periodically audit who has access to ensure it aligns with organisational needs.
• Document Permission Changes: Keep a log of any custom permissions or inheritance breaks for reference.
• Educate Your Team: Provide training to ensure users understand how permissions work and why certain practices are important.

Advanced Permissions Management

SharePoint integrates with several broader Microsoft security features:

• Entra ID Role-Based Permissions: Controls access to SharePoint via roles defined in Azure Active Directory.
• Microsoft 365 Groups: Streamlines permissions by linking SharePoint with Teams, Outlook, and Planner.
• Active Directory (AD): Legacy method for managing permissions across on-premises and hybrid environments.

Understanding how these tools interconnect can help you manage permissions at scale, especially in larger organisations.

Step-by-Step: Managing Permissions

1. Site Level

To manage permissions at the site level:

• Navigate to Site Settings.
• Under Users and Permissions, select Site Permissions.
• Add or remove users, assign them to groups, or create custom permission levels.

2. Library or List Level

To manage permissions for a library or list:

• Open the library or list.
• Click the settings gear and choose Library Settings or List Settings.
• Under Permissions and Management, select Permissions for this document library (or list).

3. Folder and Item Level

To manage permissions for a folder or file:

• Select the folder or file.
• Click the ellipsis (…) and choose Manage Access.
• Adjust sharing settings, stop inheritance, or grant specific users access.

Wrapping Up

Permissions in SharePoint can be tricky, but with a solid understanding of how they work and a commitment to best practices, you can keep things under control. Managing SharePoint permissions effectively at the site or library level is key to minimising complexity and maintaining clarity. Over the years, I’ve seen how messy permissions can get when left unmanaged. That’s why I focus on keeping permissions simple and tied to logical structures like libraries and folders.