Permission & Access Issues

How to Let Microsoft Lists Users See Only Their Own Items

Huda Qurayshi Oct 9, 2026 868 views

Question details

The user wants to configure Microsoft Lists so that users are restricted to viewing only the list items they have personally created, rather than seeing all items submitted by others.

How to Let Microsoft Lists Users See Only Their Own Items

Product: Microsoft Lists
Device & OS: not provided
Scenario: Setting up data privacy within a shared Microsoft List so team members can submit new entries without accessing sensitive information submitted by other colleagues.
Observed behavior: By default, users with list access can see all items in the Microsoft List. The goal is to restrict read access strictly to user-created items while maintaining their ability to add new ones.

Before you start

Ensure you have Full Control or Design permission levels for the specific Microsoft List you are modifying. Users with standard Edit or Contribute access cannot access or change advanced list settings.

Solution 1Recommended

Configure Item-Level Permissions in Advanced Settings

Modify the built-in item-level permissions of the list to restrict read and edit access strictly to the item's creator.

This configuration restricts standard users so they only see their own submissions. Note that site owners or administrators with Full Control permissions will still be able to see all items in the list.

Access List Settings

Open your Microsoft List. Click the gear icon (Settings) located in the top right corner of the screen, and select "List settings" from the dropdown menu.

Open Advanced Settings

In the List Settings page, locate the "General Settings" column and click on "Advanced settings".

Modify Read Access

Find the "Item-level Permissions" section at the top of the page. Under "Read access", change the selection from "Read all items" to "Read items that were created by the user".

Configure Create and Edit Access

Just below, under "Create and Edit access", select "Create items and edit items that were created by the user" to ensure users can only modify their own submissions.

Save the Configuration

Scroll to the bottom of the Advanced settings page and click the "OK" button to save and apply your new permission rules.

Configure Item-Level Permissions in Advanced Settings

Verify Changes: Log in with a standard test user account to confirm they can successfully add new items but only view the ones they have created.

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Frequently Asked Questions

Can site owners still see all items if I apply this restriction?

Yes. Users who have Full Control or Design permissions, such as Site Owners or Administrators, bypass item-level permissions and can always view and edit all items in the Microsoft List.

Does this setting also apply if the list is embedded in Microsoft Teams?

Yes. Since Microsoft Lists in Teams uses SharePoint as its backend, configuring item-level permissions in the web settings will enforce the exact same restrictions when the list is accessed via Teams.

Can I allow users to read everything but only edit their own items?

Absolutely. In the Advanced settings under Item-level Permissions, simply set "Read access" to "Read all items" and set "Create and Edit access" to "Create items and edit items that were created by the user".

Why is the 'Advanced settings' option missing from my list menu?

If you do not see the Advanced settings link, your account likely only has standard Edit, Contribute, or Read permissions. You must ask a Site Owner to grant you Full Control or Design access to manage advanced list behaviors.

Document & File Issues