SharePoint Permissions 101

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Our SharePoint Permissions 101 presentation we used for our internal SharePoint user group.

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SharePoint Permissions 101

  1. 1. SHAREPOINT PERMISSIONS 101 Thomas Duff – 06/21/2013
  2. 2. 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
  3. 3. 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
  4. 4. Using SharePoint Groups For Permissions • The default groups are: • Full Control • Contribute • Reader • Site Actions > Site Permissions
  5. 5. 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.
  6. 6. CreatingA New SharePoint Group • Use the Create Group icon in the Permissions page Ribbon bar.
  7. 7. CreatingA New SharePoint Group
  8. 8. CreatingA New SharePoint Group
  9. 9. CreatingA New SharePoint Group • New group created with you as only member: • How it looks in the permission list:
  10. 10. CreatingA 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.
  11. 11. Adding People To A SharePoint Group • Select the group to change and click New > Add Users:
  12. 12. Adding People To A SharePoint Group • Click the address book icon to look up names:
  13. 13. Adding People To A SharePoint Group • Select your names, click Add, then click OK:
  14. 14. Adding People To A SharePoint Group • You can have an email sent to the new members:
  15. 15. Adding People To A SharePoint Group • They are now a member of the group:
  16. 16. InheritingAnd Breaking Permissions • Go to the permissions list for your list or site:
  17. 17. InheritingAnd Breaking Permissions • Click on Stop Inheriting Permissions:
  18. 18. InheritingAnd Breaking Permissions • Confirm: • Permissions are now unique:
  19. 19. InheritingAnd 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.
  20. 20. SharePoint GroupsAnd 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.
  21. 21. Finding What Permissions Someone Has OnA Site • From the permission list: • Enter person’s name:
  22. 22. Finding What Permissions Someone Has OnA Site • All the permissions for the person (highest wins):
  23. 23. What Is “Limited Access”? • Used and added by SharePoint when unique permissions exist on a site: • Just leave it there. SharePoint manages it.
  24. 24. Using Email Distribution Groups In SharePoint Groups • These are groups in Outlook that start with [DL]:
  25. 25. Using Email Distribution Groups In SharePoint Groups • You can use them for SharePoint permissions:
  26. 26. Using Email Distribution Groups In SharePoint Groups
  27. 27. Using Email Distribution Groups In SharePoint Groups • Here’s how it then appears in your permissions list:
  28. 28. Using Email Distribution Groups In SharePoint Groups • However, they are not set to be security-enabled by default:
  29. 29. Using Email Distribution Groups In SharePoint Groups • If you don’t find your [DL] entry, create a help desk case to have it added:
  30. 30. SharePoint Groups vs.Active Directory Groups • You may see the following:
  31. 31. 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.
  32. 32. Questions? • This presentation and associated Word document with this information will be posted for all to use.
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