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.