How to instantly check SharePoin Site permissions for users and groups?

SharePoint is a vast platform involving much nitty-gritty. The responsibility to handle the technicalities is with the SharePoint Administrator. They assign permissions to users and groups to decide their level of access to a SharePoint Site. A Site contains a collection of resources on which users collaborate. But in case of faulty permission, a user with the wrong intent can take undue advantage. This could put the data at risk and become a nightmare for the organization. Hence, the admin must regularly monitor all SharePoint permissions assigned to access a Site. It also helps to allow the right users to perform the right actions and keeps the Site secure.

What are the different Permission Levels of a SharePoint Site?

A Site includes multiple users, but their access and contribution vary. The Permission Levels allow customized permissions for each user. You can also migrate SharePoint Permissions easily using the proper utility.

Permission level

View Only: Users can only view pages, items & documents without downloading them.

Read: Enables users to view as well as download pages, items & documents.

Contribute: Users can view, add, update & delete list items and documents.

Edit: The default permission for users to add, edit & delete lists, list items, and other documents.

Full Access: The default permission for Site Owners, allowing them all permissions to control the Site.

How to check the Permission Level for users on SharePoint Site?

The Check Permissions feature is the easiest method, which allows you to check the Permission Levels assigned to users and groups on the SharePoint Online Sites.

1. Launch the SharePoint admin center.
2. Click on Sites and select Active Site. From the list of Active Sites, click the required Site's URL.
3. Click the Site Contents option on the Site page. Next, select Site Settings.
4. Under Users and Permissions, select Site permissions.
5. To check the permission in detail, tick the checkbox, let's say for Communication Site Members, and select Check Permission.
6. Type the name or email address of the User/Group and select Check Now.
7. The Permission details for the selected User/Group will be presented shortly.
8. To change the permissions, select the Edit User Permissions option. And you can choose the Permission Level and, finally, select OK.

Benefit

This approach allows you to check the permission for users who are members of SharePoint and Active Directory Group.

Limitation

It only shows permission for one Site at a time. For multiple Sites, you need to repeat the process for every Site.

How to check the Permission Level for a group on SharePoint Site?

The View Group Permission option allows you to check the Permission Levels for the security group in SharePoint Site.

1. On the Site Permissions page, click on the desired SharePoint Group.
2. Once on the Group page, select Settings drop-down options and click on View Group Permissions.
3. You will get a comprehensive list of all the Sites and their Permission Level in this SharePoint Group.

Benefit

This approach provides a detailed list of all the Sites and their Permission level. There is no need to waste time checking permissions separately for each Site.

Limitation

It works only for the SharePoint Security groups and shows a single Site collection at a time.

Since these permissions maintain a direction in users' work, they must also be migrated along with the SharePoint data. The Kernel Migrator for SharePoint is an apt utility to perform a secure migration of the entire SharePoint data, including Sites, Teams, Lists, Metadata, etc. It even includes some advanced filtering options to migrate selective data only. The tool is well compatible with all Windows operating systems.

Conclusion-

It is a good practice for the admin to check the permissions assigned in a Site regularly. You can customize permissions in SharePoint depending on the user's contribution to work. The Check Permission and View Group Permission are the best option to check the SharePoint Site permissions for users and groups instantly. If you plan to migrate data in bulk to SharePoint Online, these permissions can be relocated using the recommended professional tool.