Managing SharePoint list permissions

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A SharePoint list is a collection of data that you can share with your team members and people who you’ve provided access to. You’ll find a number of ready-to-use list templates to provide a good starting point for organising list items. Learn more at List templates in Microsoft 365.

Introduction to lists

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Share a SharePoint list

To share a SharePoint list, navigate to the list then select Share from the command bar.

The sharing experience is similar to sharing files/folders in OneDrive and SharePoint.

Enter a name or email address into the To field. Use the dropdown permission selector to the right of the To field to set the appropriate access. The following options are available:

• Can edit list – Can edit, add or remove items columns or views.
• Can edit items – Can edit, add or remove items.
• Can view – Can’t edit or share items or the list.

If you want to send the recipient an email, you may wish to provide context within the ‘Add a message’ field. To send an email, press Send.

Alternatively, you can select Copy link and manually send this to the recipient via email or Teams.

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Manage access

Managing existing access to a SharePoint list is similar to managing file and folder sharing permissions in OneDrive and SharePoint.

1. Access the list you want to manage.
2. Select Share from the command bar at the top.
3. Select Manage Access (represented by user icons, profile photos in the bottom-left corner of the Share window – in line with the Copy link and Send buttons).

Sharing permissions are split into People, Groups and Links. The People tab will show all users that have access to the list, select the user to discover how they have access to the list. The most common method of sharing lists is using a sharing link.

Select the method of access to modify the settings. Sharing links may be used by more than one user, to find out who can use the sharing link, select the dropdown arrow next to “This link works for”.

You can remove individuals by selecting the X next to their name. Alternatively, if you wish to delete the sharing link, select the settings cog then choose the Bin icon. Note that deleting a link will remove access for all users listed within the ‘This link works for’ section.

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If you require further support with SharePoint list sharing permissions, please contact the IT Service Desk for assistance.

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