Permission & Access Issues

How to Set View and Edit Permissions in a Microsoft List

Rana Garcia Oct 12, 2026 869 views

Question details

The user needs to configure permissions for a Microsoft List owned by a Team, allowing most users view-only access while restricting editing rights to specific users.

How to Set View and Edit Permissions in a Microsoft List

Product: Microsoft Lists
Device & OS: not provided
Scenario: Managing access control and user permissions for a shared Microsoft List in a collaborative team environment.
Observed behavior: The list currently allows broad access, and permissions need to be adjusted so that general users have read access and only authorized users have edit access.

Before you start

Ensure you have the necessary administrative rights, such as being a Team Owner, SharePoint Administrator, or List Owner, as standard users cannot modify permission settings.

Solution 1Recommended

Modify List Permissions via SharePoint Advanced Settings

If you are the List Owner or Team Administrator, you can adjust these permissions directly through the SharePoint backend to separate viewers from editors.

Microsoft Lists inherited by a Team channel share the same permissions as the Team by default. To customize this, you must stop permission inheritance in SharePoint.

Open the List in SharePoint

Navigate to your Microsoft List within Teams, click on the three dots (More options) at the top right, and select 'Open in SharePoint'.

Access List Settings

In the SharePoint interface, click the gear icon (Settings) in the top right corner and select 'List settings'.

Navigate to Permissions

Under the 'Permissions and Management' section, click on 'Permissions for this list'.

Stop Inheriting Permissions

Click on 'Stop Inheriting Permissions' in the top ribbon. This action disconnects the list's permissions from the broader Team, allowing custom access levels.

Assign Read and Edit Roles

Select the default Team members group, click 'Edit User Permissions', and change their access to 'Read'. Then, use the 'Grant Permissions' button to specifically add the individual users who require 'Edit' access.

Modify List Permissions via SharePoint Advanced Settings

Custom Permissions Applied: Your Microsoft List now has unique permissions without affecting the access levels of other files or channels within the Microsoft Team.

Solution 2

Request Administrator Assistance

If you do not have owner or administrator privileges, you must request an authorized user to make the permission changes on your behalf.

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Manage Collaborative Spreadsheets Easily with WPS Office

While Microsoft Lists requires complex SharePoint permission management to control who can view or edit, WPS Office provides a lightweight, highly compatible alternative for managing data and spreadsheets. You can easily share files with specific view or edit links without needing advanced IT administrator roles.

1. Create Your Data List: Open WPS Spreadsheets and organize your team's data in a clean, professional worksheet.
2. Generate a Sharing Link: Click the 'Share' button in the top right corner of the WPS Office interface to open the collaboration panel.
3. Set View and Edit Permissions: Choose either 'Anyone with the link can view' or 'Anyone with the link can edit' to instantly manage access without complex SharePoint admin settings.

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Frequently Asked Questions

Why can't I see the option to change permissions in my Microsoft List?

You likely do not have the required administrative privileges. Only List Owners, Team Owners, or SharePoint Administrators can modify access levels and stop permission inheritance.

Does changing list permissions affect the whole Microsoft Team?

No, if you select 'Stop Inheriting Permissions' in the SharePoint list settings, your permission changes will only apply to that specific list without affecting the rest of the Team's files or channels.

Can I restrict users from editing certain columns in a Microsoft List?

Microsoft Lists permissions generally apply to the entire list or specific items (rows). Restricting access to specific columns requires advanced SharePoint customization, such as Power Apps integration, as native column-level permissions are not directly supported out of the box.

Document & File Issues