How to Copy SharePoint User Permissions

If you need to give a new or existing employee the same SharePoint access as another user, you may have already discovered that SharePoint has no built-in “copy permissions” button. This affects any organization using SharePoint Online and Microsoft 365. The three methods below—using a third-party tool, a PowerShell script, or Microsoft 365 groups—each solve the problem in a different way depending on your technical comfort level and long-term needs.

Method 1: Using a Third-Party Tool

Tools such as ShareGate, ManageEngine, or BoostSolutions include dedicated permission-management features that handle the copying process through a graphical interface.

1. Install a tool. Choose and install a third-party SharePoint permission tool such as ShareGate, ManageEngine, or BoostSolutions.
2. Navigate to permissions. Inside the tool’s interface, locate the Permission Management section or its equivalent.
3. Select the source user. Choose the user whose permissions you want to copy.
4. Select the destination user. Choose the user who should receive those permissions.
5. Execute the copy. Run the Copy Permissions action. The tool will replicate the permissions across all specified sites, lists, or other items automatically.

Method 2: Using PowerShell

If you prefer a scripted approach, PowerShell can iterate through sites, lists, folders, and items to apply the source user’s permissions to a target user. This method requires the SharePoint Online Management Shell and some comfort with PowerShell.

1. Install the SharePoint Online Management Shell. Confirm that the required PowerShell module is installed on your machine.
2. Connect to your site. Use Connect-SPOService or Connect-PnPOnline to connect to your SharePoint Online environment.
3. Prepare a script. Use a pre-written script or write your own that iterates through the sites, lists, folders, and items you need to update.
4. Specify variables. In the script, define the $SourceUser, $TargetUser, and $SiteURL variables with the correct values.
5. Execute the script. Run the script. It will locate every location where the source user has permissions and copy those permissions to the target user.

Method 3: Using Microsoft 365 Groups (Recommended)

Managing permissions through Microsoft 365 or SharePoint groups is the most scalable long-term approach. Instead of copying individual user permissions, you assign permissions to a group and control access by managing group membership.

1. Create or identify a group. Create a new Microsoft 365 or SharePoint group, or use an existing one that matches the permission level you need.
2. Add users to the group. Add both the source user and the target user to this group.
3. Assign permissions to the group. Set the required permission level for the group on the relevant SharePoint site or list.
4. Manage at the group level. Going forward, grant or remove access by adding or removing users from the group rather than adjusting individual permissions. This approach scales efficiently when multiple users need the same access.

Need Help?

If you are unsure which method fits your environment or run into issues during setup, contact the ACS support team for guidance.

Common questions

Does SharePoint have a built-in option to copy one user’s permissions to another?

No. SharePoint does not include a native "copy permissions" feature. You must use a third-party tool, a PowerShell script, or Microsoft 365 groups to replicate one user’s permissions for another user.

Which PowerShell variables do I need to define when copying SharePoint permissions with a script?

You need to correctly define three variables in your script: $SourceUser (the user whose permissions you are copying), $TargetUser (the user who will receive those permissions), and $SiteURL (the address of the SharePoint site you are working with).

Why are Microsoft 365 groups considered the best practice for managing SharePoint permissions?

Assigning permissions to a group rather than to individual users is more scalable. When someone needs access, you add them to the group; when they no longer need it, you remove them. This is more efficient than copying or editing individual user permissions every time your team changes.