Knowledgebase
SharePoint Online Document Library Permissions
Posted by Erin Bard on 28 January 2019 02:29 PM

This guide starts within the root folder of your document library, if you don't know how to get there, please see this guide: Working with SharePoint Online Document Library

 

Step 1. From the root folder of your document library, click on the gear icon in the upper-right corner. 

Step 2. Select "Library Settings" from the drop down menu.

Step 3. In the new page that opens, select "Permissions for this document library".

Step 4. Note the yellow warning in the middle saying "This library inherits permissions from its parent (Tech Test)". You can disable inheritance by clicking on the button in the ribbon that says "Stop Inheriting Permissions". This will convert all the existing inherited permissions into unique local permissions that you can then modify.

Now that the document library has unique permissions, you have several new options available on the page.

First note the yellow warning at the top that says "This library has unique permissions". This is how you know if this document library is inheriting permissions or using unique permissions.

Second, to disable unique permissions you can click the left-most button in the ribbon that says "Delete Unique Permissions". This will restore the inherited permissions from the parent site.

Third, you now have the option to "Grant Permissions" to new people. Clicking on that button will pop up a new window that will be explained below.

Fourth, you have the options to edit or remove user permissions. For these buttons to become active you must first select the checkbox next to a user's name in the list in the middle of the page.

Granting new permissions: if you click on the "Grant Permissions" button you will see the following window appear.

You will be prompted to type in the user's name or email address, it will attempt to auto-resolve to their account and a dropdown should appear listing matching users, select the appropriate person. Add more people as desired.

Leave the checkboxes checked for "Require Sign-in" (this may not even appear at all) and "Share everything in this folder, even items with unique permissions". 

Click on "Show Options".

In the new checkbox that is visible, you can decide if you want to "Send an email invitation" or not; we recommend unchecking that box and sending an email from outside of SharePoint, that tends to be less confusing for the recipient. Be sure to uncheck it for any large groups you are sharing with, such as all students or all employees.

In the dropdown field at the bottom select the permission level you want these people to have. Usually you will want to select either "Read" for read-only access, or "Edit" for people who should be able to add new content, edit existing content, or delete content. The other permission levels are explained here: SharePoint Online Permissions Overview

When you are done modifying the permissions you can use the left-side navigation menu to return to the document library or site home page. 

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