If you want to see and adjust permissions in a detailed view, you can use Advanced Permissions. This allows you to see permissions for all users and groups in a matrix, so you can add, remove, and modify user and group permissions.
You can access Advanced Permissions from Home by right-clicking a file and selecting Advanced Permissions. You can also open advanced permissions in a document from the Permissions icon in the File toolbar.
Add or remove users and groups
To add a user or group to the matrix:
- 1
- Click Add in the toolbar.
- 2
- Enter the user or group name into the text box and select them from the list.
- 3
- Click Add to add them to the matrix.
If you need to remove users or groups, right-click their name in the matrix and select Remove from the menu.
Permission levels
Each permission level allows collaborators to interact with the document in different ways:
- Owner: Add and remove content or sections and adjust section properties, including permissions.
- Editor: Add and remove content or sections and edit section names.
- Viewer: View and comment on a section but not modify.
- No Access: Can't open or view a section.
To see more details about each permission level, see Understanding Permissions.
Edit permissions
You can click a column or row header to select the entire row or column and assign permissions to the entire selection.
You can adjust individual section permissions for one user by selecting a cell and clicking a permission icon in the toolbar, or right-clicking a cell and selecting a permission level from the menu. You can also double-click a cell to cycle through the four permission levels.
If you need to modify a large number of permissions, you can use keyboard shortcuts to quickly adjust permissions. These shortcuts change the permission level for your current selection based on the key pressed.
Permission Level | Icon | Key |
---|---|---|
Owner | O | |
Editor | E | |
Viewer | V | |
No Access | X |
Once you finish modifying permissions, click Save in the toolbar.
Export and reuse permissions
To use the same permission set between files, you can Export a permission set. Clicking Export in the Advanced Permissions toolbar creates a .csv version of your permission matrix.
To copy the permission set to the same collaborators in another document, copy the row in the .csv file using Ctrl + C and paste it into the appropriate row in the Advanced Permissions matrix using Ctrl + V.