12 September, 2010

SharePoint 2010: List Permissions-Part1

An important decision when managing your list is who will have access to the content and how much control over the content they will be given. Lists leverage the permission levels of the site they live in to determine the security of the user. When first created, a list inherits the security settings of the site it is in.

Unique List Permissions

You can decide to break this inheritance and give unique permissions to the list. This is most common when working with lists that contain sensitive information that not all site users should see. Another example is a list that all users should have the ability to update, even those site users who normally have only a Read permission level.

To break permission inheritance for a list, perform the following steps:

1. On the list page, select the List Permissions command from the Settings group on the List Tools - List ribbon.
2. On the Permissions screen, select the Stop Inheriting Permissions command from the Inheritance group on the Permission Tools – Edit ribbon.
3. On the confirmation message, click the OK button.

Once these steps are completed, you will be able to manage the permissions levels for users within the list. At any time, you can revert to the site’s users and permission level security by selecting the Inherit Permissions command from the Inheritance group on the Permission Tools – Edit ribbon.

As an administrator, you have many options for changing list permissions. Access can be granted based on SharePoint groups or domain users and groups.

To add users to the list security, perform the following steps:

1. On the Permissions page, select the Grant Permissions command from the Grant group on the Permission Tools - Edit ribbon.
2. On the Grant Permissions window, enter the e-mail address or account name of one or more users or groups you wish to add in the Users/Groups box. You can verify that the information you entered is correct by clicking the Check Names icon.
3. If you do not know the exact e-mail addresses or account names of the people or groups you want to give access to, you can click the Browse icon. This icon will open a window that will allow you to search for accounts within your organization. When you have found a user you wish to grant list access to, select that user in the list, and click the Add button. After you have done this for all of the users and groups you wish to add, click the OK button.
4. Select the permission level that you want to use to determine your new users abilities in the list. These permission levels are managed in the site.
5. Click the OK button.

You will now notice that the users you have added show up in the list of users on the Permissions page. You can edit the permissions of a user or group by checking the box next to the name and selecting the Edit User Permissions command from the Modify group of the Permission Tools - Edit ribbon.

Likewise, you can revoke a user’s access to the list by checking the box next to the name and selecting the Remove User Permissions command from the same ribbon group.

If you have any doubts or queries regarding the above mentioned information then please let me know,Thanks...


  1. Hello

    With sharepoint are less of a novice and I need some suggestions for a project I'm working.

    In my site I have a list representing a form. I must make sure that all users can insert, edit and view only their own data, that a second group can see the data of all users who have referents, a third group can see and edit the data of all users of which are referents and a fourth group can approve the changes.

    How do I manage these differences in role and to make sure that is related only to my list?

    How do I restrict data management based on referrals?


  2. 1. make sure that all users can insert, edit and view only their own data
    -Open the list
    -modify this view or create a new view
    -in sorting section, you can set up this condition-Get any column(title/ID) is equals to [Me]

    By uisng the above condition, the users will see only thier own items, now the questions remains about insert and edit then it is contribute permissions

    2. second group can see the data of all users who have referents-view/read permissions

    3. third group can see and edit the data of all users of which are referents-contribute

    4. fourth group can approve the changes-approve permissions

    what i can suggest is-you can create a view for this and apply the specific permissions accordingly.

    please check and let me know in case of any further queries/questions, Thank you

  3. I made a tutorial on how to do this, with screenshots: http://www.sharepointnoob.com/2012/04/24/howto-set-permissions-list-sahrepoint-2010/

  4. Thank you for sharing the link, this will be added info for the people who will come across the same. Thanks again :-)

  5. how do i find users, username not found comes up all the time and directory is empty.please some one helpppp..

    My scenario is simple:
    Sharepoint 2010 enterprise server installed and all good.
    team site is made and sub sites inside that .
    iam the administrator
    host is windows server 2008 r2
    now i just need to give 4 peiople access - 2 of them as visitors and 2 as a member and i will be the administrator as such.

    Its a brand new installation on a ibm e server.
    Please help me

  6. I hope the installed sharepoint is already in domain i.e. its connected to DC (Domain controller) where AD is present.

    -How excatly your enviornment is-
    How many WFE's are present?
    Is SQL is hosted on different box ?
    Is SharePoint and DC are on different machines?

    first of all-you need to check from SP machine that you are getting proper reply from the DC. if there is any connectivity loss then that should be a reason.

  7. Also- as you have mentioned that you have created a team then at tha time you had provide primary as well as secondary site collection administrator names so it means that connectvity is fine and now the problem is with these 4 people- can you maake sure that these 4 people are already a part of your domain i.e. are they present in th active directory ?

    also-if you try to search them by means of thier email ID then what happends?

    I suggest you to use the people picker and then enter the email ID so that it will searches the directory and provide the results

  8. This is a topic which is near to my heart... Thank you!
    Exactly where are your contact details though?

    Also visit my site; blackbox rdp


Your feedback is always appreciated. I will try to reply to your queries as soon as possible- Amol Ghuge

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