SharePoint Permissions 101
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Transcript of SharePoint Permissions 101
SHAREPOINT PERMISSIONS 101Thomas Duff – 06/21/2013
Agenda
• Permissions In SharePoint• SharePoint Groups• Inheriting And Breaking Permissions• Finding What Permissions Someone Has On A Site• What Is “Limited Access”?• Using Email Distribution Groups In SharePoint Groups• SharePoint Groups vs. Active Directory Groups
Permissions In SharePoint
• Covers everything from Full Control (owners) to Read Only (visitors).
• Permissions can inherit from a parent site or list• Permissions can also be unique (breaking inheritance)• You can customize your permission groups down to a
specific level of granularity• For all permission options, see:
http://technet.microsoft.com/en-us/library/cc721640(v=office.14).aspx
Using SharePoint Groups For Permissions
• The default groups are:• Full Control • Contribute • Reader
• Site Actions > Site Permissions
Why Groups Instead Of Individual People?
• Technically, you can add individual people to a permission list.
• Using SharePoint groups makes it easier to administer permission changes.
Creating A New SharePoint Group
• Use the Create Group icon in the Permissions page Ribbon bar.
Creating A New SharePoint Group
Creating A New SharePoint Group
Creating A New SharePoint Group
• New group created with you as only member:
• How it looks in the permission list:
Creating A New SharePoint Group
• Important point: Even if you have Full Access in a site, you may not be able to update/modify a group:
• Ownership of a group and who can modify it are part of the group settings.
Adding People To A SharePoint Group
• Select the group to change and click New > Add Users:
Adding People To A SharePoint Group
• Click the address book icon to look up names:
Adding People To A SharePoint Group
• Select your names, click Add, then click OK:
Adding People To A SharePoint Group
• You can have an email sent to the new members:
Adding People To A SharePoint Group
• They are now a member of the group:
Inheriting And Breaking Permissions
• Go to the permissions list for your list or site:
Inheriting And Breaking Permissions
• Click on Stop Inheriting Permissions:
Inheriting And Breaking Permissions
• Confirm:
• Permissions are now unique:
Inheriting And Breaking Permissions
• You can set permissions down to the list, folder, or item level:
• Best practice is not to go any lower than folder level.
SharePoint Groups And Breaking Inheritance
• The names *within* a SharePoint group are not frozen, and changes to the SharePoint group membership *will* affect any site or list that uses that group.
• THIS IS THE BIGGEST MISUNDERSTOOD PART OF UNIQUE PERMISSIONS!
• Do not *delete* a group in a list, thinking you are only removing it from the list. You are deleting it anywhere it is used.
• Use the Remove User Permissions button to remove (not *delete*) the group from this list.
Finding What Permissions Someone Has On A Site
• From the permission list:
• Enter person’s name:
Finding What Permissions Someone Has On A Site
• All the permissions for the person (highest wins):
What Is “Limited Access”?
• Used and added by SharePoint when unique permissions exist on a site:
• Just leave it there. SharePoint manages it.
Using Email Distribution Groups In SharePoint Groups
• These are groups in Outlook that start with [DL]:
Using Email Distribution Groups In SharePoint Groups
• You can use them for SharePoint permissions:
Using Email Distribution Groups In SharePoint Groups
Using Email Distribution Groups In SharePoint Groups
• Here’s how it then appears in your permissions list:
Using Email Distribution Groups In SharePoint Groups
• However, they are not set to be security-enabled by default:
Using Email Distribution Groups In SharePoint Groups
• If you don’t find your [DL] entry, create a help desk case to have it added:
SharePoint Groups vs. Active Directory Groups
• You may see the following:
SharePoint Groups vs. Active Directory Groups
• Active Directory groups are managed by the Security Access Management group.
• There are pros and cons to using Active Directory groups vs. SharePoint groups.
• If you find an Active Directory group in your permission list, call to find out who is in it.
• This is still a topic we are discussing as a group to determine how we want to handle this on a consistent basis.
Questions?
• This presentation and associated Word document with this information will be posted for all to use.