Manage permissions for a list, library, folder, document, or list item

Windows SharePoint Services 3.0 provides the ability to manage permissions on individual lists and libraries, and on individual folders, documents, and list items within those lists and libraries. If you have sensitive information stored in a particular securable object and you do not want to expose the information to all members of a site, you can add or remove users and SharePoint groups with the permission levels you want them to have on a particular securable object.

Any users with the Manage Permissions permission on a particular securable object, such as a list, library, folder within a list or library, document, or list item can manage permissions on that particular securable object.
By default, Site Owners have the Manage Permissions permission. Any user with the Full Control permission level on a particular securable object can also manage permissions on that securable object.

View users and SharePoint groups associated with 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.
3. On the Customize page, in the Permissions and Management column, click Permissions for this document library or Permissions for this list. The Permissions: Securable object name page displays all users and SharePoint groups (and their assigned permission levels) that are applied on this securable object. 

Note: The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object.

View users and SharePoint groups associated with a folder, document, or list item

1. Open the list or library which contains the folders, document, or list item for which you want to view users and SharePoint groups.
2.  Rest the pointer on the folder, document, or list item for which you want to view permissions, click the arrow that appears, and then click Manage Permissions. The Permissions : Securable object name page displays all users and SharePoint groups and their assigned permission levels that are applied on this securable object. 

Note: The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object.

Add users to a list or library

Use the following steps to add users to an existing SharePoint group that is currently associated with a particular list or library. If the securable object you are configuring is using unique permissions, you can also add users directly to this securable object with the permissions you want, or add existing SharePoint groups to this list with the permissions you want. 

 Note:  If permissions are being inherited from the parent securable object, you cannot add users or SharePoint 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.

1.  Open the list or library in which you want to add users or SharePoint groups.
2. On the Settings menu, click Document Library Settings or List Settings.
3. On the Customize page, in the Permissions and Management column, click Permissions for this document library or Permissions for this list. The Permissions page displays all users and SharePoint groups associated with this list or library and their assigned permission levels.
   
   Note: If check boxes 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 SharePoint groups that you add are also added to the parent (which this securable object inherits those permissions from). If unique permissions are being used (not inheriting from the parent), users and SharePoint groups you add to this securable object only affect this securable object and any other entities that inherit permissions from this securable object.
4. On the New menu, click Add Users.
   
   Note: 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.
5. In the Add Users section, specify the users and SharePoint groups you want to add to this securable object.
6. In the Give Permission 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 check boxes to give these users the permissions you want on this securable object.
   
   Note:
   • 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 5, you must select Give users permission directly.
7. OK

Add users to a folder, document, or list item

Use the following steps to add users to an existing SharePoint group that is currently associated with a particular folder, document, or list item. If the securable object you are configuring is using unique permissions, you can also add users directly to this securable object with the permissions you want, or add existing SharePoint groups to this list with the permissions you want.
 Note   If permissions are being inherited from the parent securable object, you cannot add users or SharePoint groups directly to the securable object. In this case, you can only add users to existing SharePoint groups that are currently associated with this securable object. However, if you create unique permissions for the securable object, you can then add users.

1. Open the list or library which contains the folder, document, or list item on which you want to add users or SharePoint groups.
2. Rest the pointer on the folder, document, or list item on which you want to add users or SharePoint groups, click the arrow that appears, and then click Manage Permissions.

The Permissions page displays all users and SharePoint groups and their assigned permissions levels that are applied on this securable object.

 Note   The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes 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 SharePoint groups that you add are also added to the parent (which this securable object inherits those permissions from). If unique permissions are being used (not inheriting from the parent), users and SharePoint groups you add to this securable object only affect this securable object and any other entities inheriting from this securable object.

3. On the New menu, click Add Users.

 Note   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.

4. In the Add Users section, specify the users and SharePoint groups you want to add to this securable object.
5. In the Give Permission section, either add the users to an existing SharePoint group or give them permission directly on the securable object and select one or more of the check boxes to give these users the permissions you want on this securable object.

 Notes 

• If permissions are being inherited from the parent securable object, you cannot add users or SharePoint groups directly to this securable object. Instead, 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 5, you must select Give users permission directly.

6. Click OK.

Create a new SharePoint group from a list or library

This procedure can only be performed from a list or library that is inheriting permissions from its parent site.
 Note   Regardless of your starting point, all SharePoint groups are created on the site collection level. This means that all SharePoint groups are available to all sites within the site collection.

1. Open the list or library from which you want to create a new SharePoint group.
2. On the Settings menu, click Document Library Settings or List Settings.
3. In the Permissions and Management column, click Permissions for this document library or Permissions for this list.

The Permissions page displays all users and SharePoint groups assigned to this list or library and their assigned permission levels.

 Note   The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object.

4. If the list or library is inheriting permissions from the parent, on the Actions menu, click Manage Permissions of Parent. Otherwise, you cannot create a SharePoint group from this list or library.
5. On the New menu, click New Group.
6. On the New Group page, specify the settings for your new SharePoint group, including the permission levels you want to assign to it, and then click Create.

 Note   After creating the new SharePoint group, you go to the People and Groups page, where you can add users to your new SharePoint group.

Create a new SharePoint group from a folder, document, or list item

Use the following steps to create a new SharePoint group and assign it to a folder, document, or list item. This procedure can only be performed from a folder, document, or list item that is inheriting permissions from its parent site.
 Note   Regardless of your starting point, all SharePoint groups are created on the site collection level. This means that all SharePoint groups are available to all sites within the site collection.

1. Open the list or library in which you want to create a new SharePoint group.
2. Rest the pointer on the folder, document, or list item on which you want to create a new SharePoint group, click the arrow that appears, and then click Manage Permissions.

The Permissions page displays all users and SharePoint groups (and their assigned permission levels) that are applied on this securable object.

 Note   The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object.

3. If the list or library is inheriting permissions from the parent, on the Actions menu, click Manage Permissions of Parent. Otherwise, you cannot create a SharePoint group from this list or library.
4. On the New menu, click New Group.
5. On the New Group page, specify the settings for your new SharePoint group, including the permission levels you want to assign to it and then click Create.

 Note   After creating the new SharePoint group, you go to the People and Groups page, where you can add users to your new SharePoint group.

Edit permission assignments on permission levels on a list or library

Use the following steps to edit the permission assignments for permission levels of selected users and SharePoint groups associated with a list or library. Note that if the securable object on which you are editing permission levels is inheriting permissions from a parent securable object, performing the following steps breaks this inheritance.
At a later time, you can choose to re-inherit permissions from the parent securable object. Note that inheriting permissions from the parent discards any unique permissions that may have been created for this securable object, such as unique SharePoint groups or permission level assignments that was created at this securable object while using unique permissions.

1. Open the list or library on which you want to edit permission levels.
2. On the Settings menu, click List Settings or Document Library Settings.
3. On the Customize page, in the Permissions and Management column, click Permissions for this list or Permissions for this document library.

The Permissions page displays all users and SharePoint groups associated with this library and their assigned permission levels.

 Note   The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object.

4. If your list or library is inheriting permissions, you must first stop inheriting permissions to edit permission levels on this securable object. To do this, on the Actions menu, click Edit Permissions, and then click OK to confirm.
5. Select the check boxes for the users and SharePoint groups on which you want to edit permission levels on this securable object.
6. On the Actions menu, click Edit User Permissions.
7. In the Choose Permissions section, select the permission levels you want, clear those you do not want, and then click OK.

Edit permission assignments on permission levels on a folder, document, or list item

Use the following steps to edit the permission levels of selected users and SharePoint groups associated with a folder, document, or list item. Note that if the securable object on which you are editing permission levels is inheriting permissions from a parent securable object, performing the following steps breaks this inheritance.
At a later time, you can choose to re-inherit permissions from the parent securable object. Note that inheriting permissions from the parent discards any unique permissions that may have been created for this securable object, such as unique SharePoint groups or permission level assignments that was created at this securable object while using unique permissions.

1. Open the list or library that contains the folder, document, or list item, on which you want to edit permission levels.
2. Click the drop-down menu to the right of the folder, document, or list item on which you want to edit permission levels, and then click Manage Permissions.

The Permissions : Securable object name page displays all users and SharePoint groups at this securable object and their assigned permission levels.

 Note   The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object.

3. If your list or library is inheriting permissions, you must first stop inheriting permissions to edit permission levels on this securable object. To do this, on the Actions menu, click Edit Permissions, and then click OK to confirm.
4. Select the check boxes for the users and SharePoint groups on which you want to edit permission levels on this securable object.
5. On the Actions menu, click Edit User Permissions.
6. In the Choose Permissions section, select the permission levels you want, clear those you do not want, and then click OK.

Break permission inheritance on a list or library

By default, lists and libraries inherit permissions from the parent site. Use the following steps if you want to break this inheritance and create unique permissions on a particular list or library.
At a later time, you can choose to re-inherit permissions from the parent securable object. Note that inheriting permissions from the parent discards any unique permissions that may have been created for this securable object, such as unique SharePoint groups or permission level assignments that was created at this securable object while using unique permissions. Note that all unique permission level assignments are also discarded from folders in lists and libraries, list items, and documents within the list or library when you choose to re-inherit permissions.

1. Open the list or library in which you want to break inheritance from the parent securable object.
2. On the Settings menu, click List Settings or Document Library Settings.
3. In the Permissions and Management column, click Permissions for this list or Permissions for this document library.

The Permissions : Securable object name page displays all users and SharePoint groups for this securable object and their assigned permission levels. 

 Note   The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object.

4. On the Actions menu, click Edit Permissions, and then click OK to confirm the action.

 Note   The Edit Permissions option is not available on the Actions menu if this securable object has unique permissions that are not being inherited from the parent securable object.

Break permission inheritance on a folder, document, or list item

 

By default, folders, documents, and list items inherit permissions from their parent securable object. In most cases, this means that they inherit their permissions from the list or library that contains them. In the case where folders, documents, and list items are contained by other folders, they would, by default, inherit permissions from the folder that contains them. Use the following steps if you want to break this inheritance and create unique permissions on a particular folder, document, or list item.
At a later time, you can choose to re-inherit permissions from the parent securable object. Note that inheriting permissions from the parent discards any unique permissions that may have been created for this securable object, such as unique SharePoint groups or permission level assignments that were created at this securable object while using unique permissions.

1. Open the list or library that contains the folder, document, or list item on which you want to break inheritance from the parent securable object.
2. Rest the pointer on the folder, document, or list item on which you want to break inheritance, click the arrow that appears, and then click Manage Permissions.

The Permissions page displays all users and SharePoint groups on this securable object and their assigned permission levels.

 Note   The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object.

3. On the Actions menu, click Edit Permissions, and then click OK to confirm the action.

 Note   The Edit Permissions option is not available on the Actions menu if this securable object has unique permissions that are not being inherited from the parent securable object.

 

Inherit permissions for a list or library

By default, lists and libraries inherit permissions from the parent site. However, this inheritance can be broken to create unique permissions on a particular securable object. You can re-inherit permissions at any time. Use the following steps to re-inherit permissions from the parent securable object for a list or library that is currently using unique permissions that are not inherited from the parent.
Inheriting permissions from the parent discards any unique permissions that may have been created for this securable object, such as unique SharePoint groups or permission level assignments that were created at this securable object while using unique permissions.

1. Open the list or library on which you want to re-inherit permissions.
2. On the Settings menu, click List Settings or Document Library Settings.
3. On the Customize page, in the Permissions and Management column, click Permissions for this list or Permissions for this document library.

The Permissions page displays all users and SharePoint groups associated with this library and their assigned permission levels.

 Note   The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are already being inherited from a parent securable object.

4. On the Actions menu, click Inherit Permissions and then click OK to confirm the action.

 Note   The Inherit Permissions option is not available on the Actions menu if permissions are already being inherited from the parent securable object.

Inherit permissions for a folder, document, or list item

By default, folders, documents, and list items inherit permissions from their parent securable object. In most cases, this means that they inherit their permissions from the list or library that contains them. In the case where folders, documents, and list items are contained by other folders, they would, by default, inherit permissions from the folder that contains them. Use the following steps to re-inherit permissions from the parent securable object for a folder, document, or list item that is currently using unique permissions that are not inherited from the parent.
Inheriting permissions from the parent discards any unique permissions that may have been created for this securable object, such as unique SharePoint groups or permission level assignments that were created at this securable object while using unique permissions.

1. Open the list or library that contains the folder, document, or list item on which you want to re-inherit permissions.
2. Rest the pointer on the folder, document, or list item on which you want to re-inherit permissions, click the arrow that appears, and then click Manage Permissions.

The Permissions page displays all users and SharePoint groups at this securable object and their assigned permission levels.

 Note   The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are already being inherited from a parent securable object.

3. On the Actions menu, click Inherit Permissions and then click OK to confirm the action.

 Note   The Inherit Permissions option is not available on the Actions menu if permissions are already being inherited from the parent securable object.

Remove user permissions from a list or library

Use the following steps to remove users or SharePoint groups from a list or library.

1. Open the list or library on which you want to remove user permissions.
2. On the Settings menu, click List Settings or Document Library Settings.
3. On the Customize page, in the Permissions and Management column, click Permissions for this list or Permissions for this document library.

The Permissions page displays all users and SharePoint groups associated with this library and their assigned permission levels.

 Notes 

• The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object.
• If permissions are being inherited from the parent, you cannot remove users at this securable object. If you want to delete users and SharePoint groups from the parent securable object (which this securable object inherits those permissions from), you must manage the permissions of the parent.

4. Perform one of the following:
• To manage the permissions of the parent, on the Actions menu, click Manage Permissions of Parent.
• If you are currently inheriting permissions from the parent and want to break this inheritance and create unique permissions for this securable object, on the Actions menu, click Edit Permissions, and then click OK to confirm the action.
• If the list or library is already using unique permissions that are not inherited from the parent, proceed to the next step.
5. Select the check boxes for the users and SharePoint groups you want to remove from this list or library.
6. On the Actions menu, click Remove User Permissions, and then click OK to confirm the action.

Remove user permissions from a folder, document, or list item

Use the following steps to remove users or SharePoint groups from a folder, document, or list item.

1. Open the list or library that contains the folder, document, or list item on which you want to remove user permissions.
2. Rest the pointer on the folder, document, or list item on which you want to remove user permissions, click the arrow that appears, and then click Manage Permissions.

The Permissions page displays all users and SharePoint groups on this securable object and their assigned permission levels.

 Notes 

• The page description describes the inheritance status for this securable object. Also, check boxes appear next to the Users/Groups column if unique permissions are being used for this securable object. If check boxes do not appear next to the user and group names on the Permissions page, permissions are being inherited from a parent securable object.
• If permissions are being inherited from the parent, you cannot remove users on this securable object. If you want to delete users and SharePoint groups from the parent securable object (which this securable object inherits those permissions from), you must manage the permissions of the parent.

3. Perform one of the following:
• To manage the permissions of the parent, on the Actions menu, click Manage Permissions of Parent.
• If you are currently inheriting permissions from the parent and want to break this inheritance and create unique permissions for this securable object, on the Actions menu, click Edit Permissions, and then click OK to confirm the action.
• If this securable object is already using unique permissions that are not inherited from the parent, proceed to the next step.
4. Select the check boxes for the users and SharePoint groups you want to remove from this securable object.
5. On the Actions menu, click Remove User Permissions, and then click OK to confirm the action.