Purpose The procedures below provide outlined steps for managing permission levels in SharePoint sites, web parts, lists, and documents.

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1 416 Agriculture Hall Michigan State University Title: SharePoint Advanced: Mananging Permission Levels in a Site, Web Part, List or Document Document No Revision Date - 3/2012 Revision No. - 1 Purpose The procedures below provide outlined steps for managing permission levels in SharePoint sites, web parts, lists, and documents. Policy N/A Definitions Persmission Levels Permission levels in SharePoint refer to amount of access someone has to change things inside a SharePoint site. Web Parts- Web Parts in SharePoint are the places that items are stored. The most common web parts are, document, calendar, announcement, tasks and discussion.

2 TABLE OF CONTENTS Permissions Web Parts, Lists and Documents... 3 Description of default permission levels:... 3 Web Part Permissions... 4 List Item Permission... 7 Document Permissions... 9 Editing Sites Permissions

3 Permissions Web Parts, Lists and Documents This section will demonstrate how to work with permission for Web Parts, list items and documents. This allows you to more fully control who has access to what Web Part (i.e., Announcements, Document Library, etc.), list or document. As with most administrative editing function, you must have ownership permission for the site to be able to perform editing on Web Parts, lists and documents. Description of default permission levels: Full Control - This permission level contains all permissions. Assigned to the Site name Owners SharePoint group, by default. This permission level cannot be customized or deleted. Design - Can create lists and document libraries, edit pages and apply themes, borders, and style sheets in the Web site. Not assigned to any SharePoint group, by default. Manage Hierarchy - Can create sites and edit pages, list items, and documents. Assigned to group Hierarchy Managers by default. Approve - Can edit and approve pages, list items, and documents. Assigned to the Approvers group by default. Contribute - Can add, edit, and delete items in existing lists and document libraries. Assigned to the Site name Members SharePoint group, by default. Read - Read-only access to the Web site. Users and SharePoint groups with this permission level can view items and pages, open items, and documents. Assigned to the Site name Visitors SharePoint group, by default. Restricted Read - Can view pages and documents, but cannot view historical versions or user permissions. View Only - Members of this group can view pages, list items, and documents. If the document has a server-side file handler available, they can only view the document using the server-side file handler. More information: 3

4 Next, it s important to understand the distinction between inherited permissions and unique permissions. By default, when a Web Part, list item or document is created, it automatically inherits its permission from the site or Web Part on which it resides. Specifically, document and list items inherit their permissions from there host Web Part. Web Parts inherit their permissions from there host site. In comparison, when sites in SharePoint are created, they have unique permissions by default. To edit Web Parts, list items or documents permissions, you must first break (stop) the inheritance which changes it to having unique permissions. The steps below will describe this process. Web Part Permissions To edit the permissions of a Web Part you must first turn off inherited permissions: 1. Navigate to the page with the Web Part on it whose permissions you want to edit. For this example, a document library will be used. But the process is the same for any Web Part. Click on the title for the Web Part you want to edit. In this case, select the Document title link. Click title of Web Part Here 4

5 2. Then click on Library up in the top bar links area. 3. The ribbon should change to reflect the Library Tools ribbon. Select Library Settings. 4. Select Permissions for the document library under the Permissions and Management section. 5

6 5. Select Stop Inheriting Permissions in the Ribbon. Important Note: This will separate the permissions for the document library from the site that s it s located on. In this example, the document library is on Test Site 8. So, if permissions are changed to Test Site 8 in the future, those same changes will need to manually be made to the document library if users are intended to receive the same permissions. Now you will see the general permissions editing page. To add, edit and delete permissions, see the detailed directions in the Editing Sites Permissions section below. 6

7 List Item Permission You can also edit permissions for List items. These would include items in the Announcement, Discussion Board and Calendar Web Parts, as well as other list Web Parts such as Tasks, etc. that you may add. You must be owner of the site to edit permissions A calendar item will be used to demonstrate how this is done. To edit a list items (event in this case): 1. Navigate to the site where the Web Part item you want to edit exists. On the desired list item, click the dropdown to the right of the list item in this case, the event called MCTA Summer Meeting. 2. Click on the Manage Permissions button. 7

8 3. You ll see that This list item inherits permissions from its parent. Click on the Stop Inheriting Permissions button to be able to edit permissions. 4. You will now see that the list item has unique permissions so you can now add, edit and delete permissions. 8

9 Document Permissions SharePoint gives you the ability to edit permissions of individual document as well. To do this, you must have owner permission to the site the document resides on. You must also first make sure that the document library has unique permissions. To edit document permissions: 1. Navigate to the site where the document resides. 2. Mouse to the right of the document until a dropdown arrow appears, and click on it. 3. Select Manage Permissions 9

10 4. To stop inheriting permissions from the document library, click on the stop inheriting permissions button. 5. Now you can begin editing your document permissions as you normally would see the detailed directions in the Editing Sites Permission section below. Editing Sites Permissions Note on editing options: At this point, there are many different editing possibilities. I ll show one option below on how to add a user to a group. 1. To add a user to an existing group, select the Grant Permissions button 2. Click on the Address Book icon to open the address book within the Select Users section in the dialogue box that appears. 10

11 3. Now add user(s) to the Select People and Groups dialogue box. Type in part or all of the person s first or last name they must have access to SharePoint for them to show up in the list. a. Hit enter b. Select the person you want to add on the right hand side. c. Click on the Add button to add them to the group. d. Repeat to add more people. e. Click Ok when finished. 11

12 4. Select the existing group to which you want to add the user(s) selected above. Note: We do not recommend you select the Grant users permission directly option, as this will not put users in a group and tends to make permissions less flexible and effective to manage in the long run. 5. If you want to send an to the selected user, leave the Send Welcome checkbox checked off. Otherwise, uncheck it. Click Ok You will be taken back to the list item s main page from which you can make further additions, edits or deletions. 12