Managing Permission Groups and Levels

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About this lesson

Change permissions for members so they have full control over the document library. 

Quick reference

Managing Permission Groups and Levels

Create a different set of permissions for a specific list or library. 

When to use

We use this method whenever we want a different set of permission for a group in a specific list or library. 

Instructions

The permissions we have applied so far are site-wide permissions. For example, members have member-level access to the entire site. However, there might be times when we want to be more specific and set different permissions for certain libraries or lists. 

  • Select the 'Training Documents' library from the Quick Launch menu. 

Currently, members have access to open and edit documents. For this library, I don't want members to be able to edit anything. So their permission level for this library needs to be different from their overall site-wide permissions.

  • Click the Cog icon. 
  • Select Library Settings.
  • Click Permissions for this document library. 
  • From the Permissions tab, select Stop Inheriting Permissions. 

This breaks the link with the overall site-wide permissions. 

  • Click OK to confirm. 
  • Select the checkbox next to the Members group. 
  • Click Edit User Permissions. 
  • Deselect Edit access and select Read access. 
  • Select the checkbox next to the Owners group. 
  • Click Edit User Permissions. 
  • Select Full Control. 
  • Select the checkbox next to the Visitors group. 
  • Click Edit User Permissions. 
  • Deselect Read access and select Restricted view.

Hints & tips

  • If you are the site owner, do not delete yourself from the permissions groups or modify your access to Member or Visitor. 
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  • 00:04 So far we've been looking at site permissions.
  • 00:07 And these are site wide permissions that apply to the whole site.
  • 00:12 So when we're adding people to the members group,
  • 00:15 they're going to have members level access across the entire site.
  • 00:20 But if we wanted to we could add more specific permissions for
  • 00:24 let's say, for example, a library.
  • 00:27 So let's take a look at how we would do that.
  • 00:29 Now for this example, I think I'm going to use the Training Documents library.
  • 00:35 So let's click on the link in the quick launch menu.
  • 00:38 Now anybody who is a member of this site has access to this document library.
  • 00:43 And they have access to do things like open documents and even edit documents.
  • 00:49 But maybe for this specific library,
  • 00:51 I don't want members to be able to edit anything.
  • 00:55 So the permissions in this library are going to be different to
  • 00:59 the overall site wide permissions for members.
  • 01:02 So how can we set this up?
  • 01:03 Well, we need to be in the document library first of all, which we are.
  • 01:08 We then need to click on the cog icon in the top right hand corner.
  • 01:12 Let's select library settings and you'll notice in the permissions and
  • 01:17 management section in the middle here,
  • 01:19 one of the links that we have is permissions for this document library.
  • 01:24 So that pretty much sounds like where I need to go so let's click on this.
  • 01:28 And it will say that this process that I'm using now is the same if you want to do
  • 01:33 this for other libraries or even something like lists.
  • 01:37 So from here, what I then need to do is go up to the permissions ribbon and
  • 01:42 say stop inheriting permissions.
  • 01:45 So what that's essentially going to do is for the permission groups in this library,
  • 01:50 it's going to break that link with the overall site wide permissions.
  • 01:55 So let's say stop inheriting permissions.
  • 01:58 I get this message, it says you're about to create unique permissions for
  • 02:02 this document library.
  • 02:03 Changes made to the parent site permissions will no longer affect
  • 02:07 this document library.
  • 02:09 So that sounds pretty good, let's click on OK.
  • 02:12 And now I can select which groups I want to change the permissions for.
  • 02:16 So if I start with members, let's click on members and
  • 02:20 I can again, use my ribbon at the top and say edit user permissions.
  • 02:25 And if I want to remove their editing access,
  • 02:28 I can simply deselect this box and maybe just give them read only access.
  • 02:33 Let's click on OK.
  • 02:35 I'm going to edit the owners group.
  • 02:38 Let's edit their permissions.
  • 02:40 Now I'm actually happy having full control for that one, so
  • 02:43 we're going to leave that one as it is.
  • 02:45 And what about visitors?
  • 02:46 Well, I just want them to have completely restricted access.
  • 02:50 So once again I'm going to edit user permissions and
  • 02:53 I'm going to change it from read to restricted view and click on OK.
  • 02:57 And that is pretty much it,
  • 02:59 those permissions have been changed on this library only.
  • 03:02 Just remember that the overall site wide access isn't affected by these changes.

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