University Systems help centre

Assign user permissions in SharePoint

If the securable object you are configuring is using unique permissions, you can also add users or groups directly to the securable object with the permissions you want. If permissions are being inherited from the parent securable object, you cannot add users or groups directly to the securable object. In this case, you can only add users to existing SharePoint groups; however, if you create unique permissions for the securable object, you can then add users.

Assign user permissions to a list or library

  1. Open the list or library in which you want to view users and SharePoint groups.
  2. On the Settings menu, click Document Library Settings or List Settings.

    Settings menu

  3. Under Permissions and Management, click Permissions for this document library or Permissions for this list.

    Permissions for this list

  4. The permissions for that list or library will be displayed. Note that if checkboxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object. In this case, users and groups that you add are also added to the parent. If unique permissions are being used (i.e. not inheriting from the parent), users and groups that you add to this securable object only affect this securable object and any other entities that inherit permissions from this securable object.
  5. On the New menu, click Add Users.
    • The New menu does not appear if the list or library inherits permissions from its parent site. In this case, on the Actions menu, click Edit Permissions and then click OK to confirm that you want to create unique permissions.
  6. In the Add Users section, specify the users and SharePoint groups that you want to add to this securable object.
  7. In the Give Permissions section, either add the users to an existing SharePoint group or give them permission directly to the securable object and select one or more of the checkboxes to specify permissions.
    • If permissions are being inherited from the parent securable object, you cannot add users or SharePoint groups directly to this securable object. Rather, you can only add users to an existing SharePoint group.
    • You cannot add a SharePoint group to another SharePoint group. If you added a SharePoint group in step 6, you must select Give users permission directly.
  8. Click OK.

Assign user permissions to a folder, document, or list item

  1. Open the list or library that contains the folders, documents, or list item for which you want to view users and SharePoint groups.
  2. Move the mouse pointer so that it hovers on the folder, document, or list item. Click the arrow that appears and select Manage Permissions from the drop-down list.

    Manage permissions

  3. The permissions for that item will be displayed.
  4. Under Permissions and Management, click Permissions for this document library or Permissions for this list.
  5. The permissions for that item will be displayed. Note that if checkboxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object. In this case, users and groups that you add are also added to the parent. If unique permissions are being used (i.e. not inheriting from the parent), users and groups that you add to this securable object only affect this securable object and any other entities that inherit permissions from this securable object.
  6. On the New menu, click Add Users.
    • The New menu does not appear if the list or library inherits permissions from its parent site. In this case, on the Actions menu, click Edit Permissions and then click OK to confirm that you want to create unique permissions.
  7. In the Add Users section, specify the users and SharePoint groups that you want to add to this securable object.
  8. In the Give Permissions section, either add the users to an existing SharePoint group or give them permission directly to the securable object and select one or more of the checkboxes to specify permissions.
    • If permissions are being inherited from the parent securable object, you cannot add users or SharePoint groups directly to this securable object. Rather, you can only add users to an existing SharePoint group.
    • You cannot add a SharePoint group to another SharePoint group. If you added a SharePoint group in step 7, you must select Give users permission directly.
  9. Click OK.

A document of all tutorials associated with SharePoint permissions and security is available as a downloadable pdf.