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How to Add Permissions to SharePoint Site [2025 Guide]

Stephen King ~ Modified: July 3rd, 2025 ~ SharePoint ~ 5 Minutes Reading

If you need to add permissions to SharePoint site, don’t overcomplicate it. I’ve managed dozens of SharePoint environments, and this guide shows you how I add users, assign the right roles, and keep access secure.

Here you will get to know:

Understanding Permission Levels in SharePoint

Before you assign anything, you need to know who gets what. SharePoint offers several default permission levels:

  • Full Control: Site owners, full admin rights.
  • Edit: Can add, edit, and delete lists and libraries.
  • Contribute: Add and edit items only, not structure.
  • Read: View only.
  • View Only: Read-only with limited access, no downloads.
  • Custom: I’ve used this to fine-tune access, more on that later.

I explored this Microsoft SharePoint permission guide and learned that you can assign it to individual users or SharePoint groups. 

Steps I Follow to Add Permissions to SharePoint Site

Assigning permissions to a SharePoint Site is a straightforward procedure. Here are the step-by-step instructions which I followed to add permissions: 

  • Open the SharePoint site.
  • Click the gear icon (Settings) and choose Site permissions.
  • If you’re using classic SharePoint: Settings > Site Settings > Site Permissions
  • Now, add Members to SharePoint Groups. This is the method I recommend most:
  • In the permissions panel, click Advanced permissions settings.
  • Choose a group like Members, Visitors, or Owners.
  • Click New > Add Users.
  • Type in the user name, group, or email.
  • (Optional) Send them a welcome email.
  • Click Share.

Note: Use Microsoft 365 Groups if your site is connected to a Team or Planner. It syncs access across tools. If you’re unsure how to set them up, here’s a quick guide on how to create groups in SharePoint.

Sometimes, I need to give a single person access to a specific library without adding them to the full site. That’s where knowing how to add permissions to SharePoint site at a granular level becomes essential. For the same: 

  1. Open the document library or list.
  2. Click the three dots (…) and choose Manage Access.
  3. Under Direct Access, click +Grant Access.
  4. Enter their name or email, then set their role (Read or Edit).
  5. Click Grant Access.

In special cases, like for HR or Finance folders, I break permission inheritance:

  1. Open a list or library.
  2. Click Settings > Library Settings.
  3. Choose Permissions for this document library.
  4. Click Stop Inheriting Permissions.
  5. Now, remove default groups and add custom ones.

How to Remove Permissions from SharePoint Site

After adding users, you may need to remove access when someone changes roles or leaves the organisation. Here’s how I do it:

  1. Open the SharePoint site.
  2. Click the gear icon > Site Permissions > Advanced Permissions Settings.
  3. Select the group or direct access link.
  4. Choose the user and click Remove User Permissions.

If the user was added via Microsoft 365 Group, remove them from that group via the Microsoft 365 admin center or the Outlook group members list.

If you’re removing users as part of a SharePoint Tenant to Tenant migration or restructuring process. Then I suggest trying this Automated SharePoint Online Migration Tool for free, which maintains the permissions and metadata intact throughout the transition. 

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How to Check Who Has Access to a SharePoint Site

Sometimes I just need to audit who can access what, especially after I add permissions to SharePoint Site for new users or teams. These steps help me out:

  1. Open the site or document library.
  2. Click Settings > Site Permissions.
  3. Select Advanced permissions settings.
  4. Click Check Permissions.
  5. Enter a username or email to see all their granted access levels.

How to Add External Users to a SharePoint Site

Here’s how I add external users securely:

  1. Go to Site Settings > Site Permissions.
  2. Click Grant Permissions.
  3. Enter their full email address.
  4. Choose the right permission level (Read or Contribute only).
  5. Ensure external sharing is enabled in the SharePoint admin center.

Best Practices I Follow to Add Permissions to SharePoint Site Effortlessly

I always follow this checklist to avoid issues while adding the permissions: 

  • Always use SharePoint Groups, not Individuals
  • Match permission levels to user roles
  • Break permission inheritance only when needed
  • Document every permission change
  • Use Microsoft 365 Groups for connected sites
  • Never use Everyone Except External Users recklessly
  • Test with a dummy user before granting sensitive access
  • Set alerts for High-Sensitivity libraries

I always review permissions quarterly, and if a site is no longer in use, I follow this process to delete a SharePoint site safely after reviewing all associated permissions.

Author’s Verdict

Now, you have the clear answers related to this query, i.e. how to add permissions to SharePoint site. I’ve personally used these methods to maintain secure, organised access without unnecessary complexity.