Configure permissions and settings for a blog

Configuring permissions and other settings for a blog is similar to configuring permissions for other types of SharePoint sites. When you configure permissions for your blog, you can also configure them for the posts, comments, lists, and libraries that are associated with your blog.

 Important    To configure permissions for a blog, you must have permission to manage site settings.

The way you configure permissions for your blog depends on the needs of your organization and the expected size and scope of your blog audience. For example, you might have a team site and your blog is intended for use only by members of that team. It makes sense, then, to simply “inherit” the permissions that are used on the parent site.

On the other hand, you might want to enable only members of your department to create blog posts, while enabling several departments or your whole organization to post comments. In this case, it is better to create unique permissions for the blog, thereby breaking inheritance from the parent site. For more information about inheritance, see About permissions inheritance.

What do you want to do?


Set site permissions for a blog

The person who creates a blog site usually determines whether or not its users fully inherit permissions from the parent site. However, that individual might simply create the blog and leave it to the blog owner to determine whether or not to inherit the permissions. In most cases, the blog should have unique permissions because the blog site owner can then customize permissions and settings for the blog and its related posts and lists. In many organizations, for example, permissions for blogs are less restrictive than those for the parent site. For information about creating blogs, see Create a blog.

You might want to configure different permissions for different parts of your blog, such as lists and libraries. You can do so by editing the permissions of each list or library. For example, you might want to enable everyone in your organization to read your blog posts and comments, but only enable people in your department to comment on the posts.

You can also enable Read access to authenticated users. Read access enables people on your intranet to browse your blog and read the posts and blogs, regardless of their permissions on the site. They do not need to belong to a specific group to access your blog. You can also consider giving authenticated users specific permission to add comments to posts in your blog, but not to create posts or add links to other blogs.

 Important    To configure permissions for a blog, you must have permission to manage site settings.

Determine inheritance for a blog

If the site owner has not already determined how inheritance is handled for the blog, or if the owner set the blog up to inherit permissions from the parent site, you can change the original setup by either breaking inheritance or changing permissions on the parent site.

To change current inheritance settings:

  1. On the Site Actions menu, click Site Settings. The Site Settings page opens.
  2. Under Users and Permissions, select Site permissions. The Permission Tools page opens. It lists all the individuals and groups who have any kind of permission to the site and what levels of permissions they have.
  3. Determine whether or not you want to set unique permissions for the site.
  • If you want to set unique permissions   , you must break inheritance. Select Stop Inheriting Permissions Stop Ineriting Permissions icon from the ribbon. A message pops up, letting you know that you are about to take a serious action.

Break Inheritance warning

Click OK to continue or, if you change your mind, click Cancel.

When you break inheritance from a parent site, the item that has the new, unique permissions simply has a copy of the permissions on the parent site. You can then edit those permissions without affecting permissions on the parent site. This is especially useful for a blog because you may want to create different types of permissions for different individuals and groups and not disturb the existing permissions that apply to parent site and its other subsites.

  • If you want to maintain inheritance but change certain permissions on the parent site   , select Manage Parent Manage Parent icon on the SharePoint ribbon from the ribbon. A new Edit menu opens, providing you with the opportunity to create new groups, grant or change permissions, manage permission levels, manage access requests, and some other actions.

Set site permissions for blog participants

If you or the site owner established unique permissions for your blog, you can then set up or modify permissions for the participants in your blog. To do this:

  1. On the Site Actions menu, click Site Settings. The Site Settings page opens.
  2. Under Users and Permissions, select Site permissions. The Permission Tools page opens. It lists all the SharePoint groups and individuals who have any kind of permission to the site and what levels of permissions they have.
  3. Select the name of the group for which you want to set or change permissions.
  4. Click the Settings menu drop-down arrow near the top of the page and select Group Settings.

Settings drop-down menu, with pointer at Group Settings

The Change Group Settings dialog box opens.

 Note    If you are uncertain of the current setting for your selected group, you can select View Group Permissions to see them.

  1. View the information that is currently on the page and enter or make any necessary changes in the following sections:
  • Name and About Me Description. If you want to add or change a name, enter the new name in the Name box. Use the About Me box to add or change to the description of the group. Write a clear description that helps your users understand the purpose of the list or library.
  • Owner. Enter the owner in the Group owner box.
  • Group Settings. This section contains two questions:
    • Who can view the membership of the group? Select either Group Members or Everyone, whichever is more appropriate for your blog.
    • Who can edit the membership of the group? Select either Group Owner or Group Members. In most cases, it is better to select Group Owner.
  • Membership Requests. This section also has two questions, both of which has Yes and No options:
    • Allow requests to join/leave this group? If you select Yes, you must enter the e-mail address of the approver in the Send membership requests to the following e-mail address box at the bottom of this section.
    • Auto-accept requests? Use the Yes option cautiously. If you select this option, all accepted members automatically receive the permissions that are associated with the group.
  1. Click OK to complete your work on this page and close the dialog box.

 Note    You can also use the Change Group Settings dialog box to delete a group if it is no longer relevant. To do so, click the Delete button at the bottom of the dialog box.

Enable anonymous access to the blog

If you have permission to manage the blog, you can enable anonymous access to it. This allows people, including authenticated users who have not been granted access to the site, to browse the entire site without logging in. But, you cannot do this unless the server administrator has enabled anonymous access to your site in Central Administration.

For instructions and more information about enabling anonymous access, see Grant permissions to anonymous users.

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Add users or groups to a blog

To add users or groups to a blog:

  1. On the Site Actions menu, click Site Permissions. The Permission Tools page opens. Grant Permissions dialog box
  2. Click Grant Permissions. The Grant Permissions dialog box opens.
  3. In the Select Users section, use the Users/Groups box to specify the users or groups that you plan to add to the site.
  • Click the Check Names icon. If the name is correct, the underlined name, followed by a semi-colon, is displayed in the Users/Groups box.
  • If you do not remember the name, click the Browse icon to search for it. The Select People and Groups dialog box opens. Enter a name in the Find box, and click the Search icon. When you locate the name, select it and click the Add button at the bottom of the dialog box. Then click OK.
  1. In the Grant Permissions section, determine the permissions that the new user should have. You can select either Add the user to a SharePoint group, or Grant the user permission directly. If one of these options is unavailable, it means that the person who created the site has already determined which kinds of permissions you can grant to a new user.

 Note    You cannot add a SharePoint group to another SharePoint group.

  • In most cases, it is best to add the users to a SharePoint group. That way, you have better control over what the user can or cannot do in the blog and its related lists and posts, and you do not have to worry about the other types of permissions the user might have on the parent site.
  • If you choose to grant permission directly, the user has the same permissions as those on the parent site.
  1. Optional: Use the Send E-Mail section if you want to send a welcoming message to your new user or group.
  • Select the Send welcome e-mail to the new users check box,
  • Enter appropriate information on the Subject line, such as the one in this example:
    “Welcome to the SharePoint group: Contoso Members for site: Marketing Blog.”
  • Create an appropriate message in the Personal Message section and then click OK.

 Note    Links and information about the site are automatically added below your personal message.

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Add users to a group

If groups are already set up and you just want to add a user to a specific group, take the following steps to grant the necessary permissions:

  1. On the Site Actions menu, click Site Permissions. The Permission Tools page opens. A list of all existing groups, with the permission level of each, is displayed.
  2. Select the name of the group to which you want to add a user.
  3. On the New drop-down menu, select Add Users.

New menu with Add Users menu in view

The Grant Permissions dialog box opens.

  1. In the Users/Groups box, enter the name of each user that you want to add, separating the names by semicolons.
  2. Optional: Use the Send E-Mail section if you want to send a welcoming message to your new user or group.
  • Select the Send welcome e-mail to the new users check box.
  • Enter appropriate information on the Subject line, such as the one in this example:
    “Welcome to the SharePoint group: Contoso Members for site: Marketing Blog.”
  • Create an appropriate message in the Personal Message section and then click OK.

 Note    Links and other information are automatically added below your personal message.

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Remove users from a group

  1. On the Site Actions menu, click Site Permissions. The Permission Tools page opens. A list of all existing groups, with the permissions level of each, is displayed.
  2. Select the name of the group from which you want to remove a user.
  3. On the Actions menu, click Remove Users from Group.

Actions menu with Remove Users from Group selected

A message pops up, asking you to confirm that you want to remove the member from the group.

  1. Click OK to remove the user from the group, or Cancel if you decide against it.

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Configure permissions for lists or libraries associated with a blog

In addition to editing site permissions, you can and should configure settings for the lists and libraries on your blog. These settings affect how people create, edit, and view content. For example, the Posts list is set up by default to require content approval before a post can be published, but you can turn off content approval and allow users to publish content to your blog without having it reviewed first. You can also specify which groups of users see items that are not approved.

Note, however, that you cannot change list or library permissions if they inherit permissions from the parent site. If you want to change permissions from what they are in the parent site, you must first break inheritance. After you break inheritance from the parent site, the lists and libraries inherit permissions from the site they are on—the blog, in this case. You can break that inheritance too, either for the entire sub-site, or just for a specific list or library.

To configure permissions for the lists or libraries, take the following steps:

  1. On the Site Actions menu, select Site Settings. The blog Site Settings page opens.
  2. In the Site Administration group, select Site libraries and lists. Select the list or library that you want to configure from the following options:
  • Customize “Categories”
  • Customize “Comments”
  • Customize “Drop Off Library”
  • Customize “links”
  • Customize “Photos”
  • Customize “Posts”

The List Settings page opens.

  1. In the Permissions and Management section, select Permissions for this list. The Permissions page for your list opens with the Permission Tools tab displayed.

The Permission Tools page shows all users and SharePoint groups that are associated with the list or library and their assigned permission levels.

  1. Select the group for which you want to configure permissions. The People and Groups page for your selected group opens.
  2. Click the Settings menu drop-down arrow at the top of the page and select Group Settings. The Change Group Settings dialog box opens.

 Note    If you are uncertain of the current setting for your selected group, you can select View Group Permissions to see them.

  1. View the information that is currently on the page and make any necessary changes in the following sections:
  • Name and About Me Description. If you want to add or change a name, enter the new name in the Name box. Use the About Me box to add or change to the description of the group. Write a clear description that helps your users understand the purpose of the list or library.
  • Owner. Enter the owner in the Group owner box.
  • Group Settings. This section contains two questions:
  • Who can view the membership of the group? Select either Group Members or Everyone, whichever is more appropriate for your blog.
  • Who can edit the membership of the group? Select either Group Owner or Group Members. In most cases, it is better to select Group Owner.
  • Membership Requests. This section also has two questions, both of which has Yes and No options:
  • Allow requests to join/leave this group? If you select Yes, you must enter the e-mail address of the approver in the Send membership requests to the following e-mail address box at the bottom of this section.
  • Auto-accept requests? Use the Yes option cautiously. If you select this option, all accepted members automatically receive the permissions associated with the group.
  1. Click OK to complete your work on this page and close the dialog box.

 Note    You can also use the Change Group Settings dialog box to delete a group if it is no longer relevant. To do so, click the Delete button at the bottom of the dialog box.

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