Understanding Permission Levels in SharePoint Online

In this article, we will explore all the permission levels used in SharePoint Online and understand what each level allows users to do.

Prerequisites

Basic knowledge of SharePoint Online.

What are Permission Levels?

Permission levels are a set of permissions (like view, edit, or delete) that are given to users or groups. Instead of assigning permissions one by one, SharePoint combines them into predefined levels, making it easier to manage access.

Default Permission Levels in SharePoint Online

Full Control - Users with this permission have complete access to the site. They can manage permissions, settings, and content. Typically assigned to Site Owners.
Design - Users with this permission can create and customize lists and libraries. They can edit pages and apply themes but cannot manage site permissions.
Edit - Users with this permission can add, edit, and delete content. They can manage lists but not the overall site structure.
Contribute - Users with this permission can add and edit items. They cannot delete lists or libraries. Commonly given to team members.
Read - Users with this permission can view pages and list items and download documents, but they cannot make any changes.

Types of Permissions in SharePoint

Site Permissions - Permissions applied at the site level. These are inherited by lists and libraries unless inheritance is broken.
List/Library Permissions - Permissions that can be customized separately for lists or libraries. Used when specific content needs restricted access.
Item-Level Permissions- Permissions applied to individual files or list items. Useful for managing access to sensitive documents.

By default, SharePoint uses inheritance. Subsites, lists, and items inherit permissions from their parent. You can break inheritance to apply unique permissions when needed.

SharePoint Groups

Below are the default groups created with their default permission levels when you create a SharePoint site:

Owners – Full Control
Members – Edit or Contribute
Visitors – Read

Note: Always assign permissions carefully in your SharePoint Online site so users get only the access they actually need.

Best Practices

Use groups instead of assigning permissions to individual users
Follow the principle of least privilege (give minimum access required)
Avoid creating too many unique permissions
Regularly review user access
Use clear naming conventions for better management

Conclusion

By using this article, you can easily understand what permission levels are in SharePoint Online and how they control what users can see or do. It also helps you know how to give the right access to users, so everything stays secure and works smoothly.