# Understanding Permissions

Permissions control what users can do with shared documents. Understanding permissions helps you share files appropriately, securely, and with the right level of access for each person.

##### **Permission Levels**

Different permission levels control how much access a user has to a document.

**View Only**

Users with **View Only** access can usually:

- open and read the document
- navigate through the document
- view formatting and images
- see collaborators, depending on the document state
- access version history, if that option is available to them
- download the file, if downloading is allowed

Users with **View Only** access usually cannot:

- make changes to the document
- add comments
- share the document with others

**Edit (Can Edit)**

Users with **Edit** access can usually do everything available in **View Only**, plus:

- modify document content
- add and respond to comments
- save changes
- participate in real-time collaboration

Users with **Edit** access typically cannot:

- share the document with additional users unless they are also allowed to manage sharing
- change sharing settings
- delete the document

**Owner**

The **Owner** has the highest level of control over the document.

Owners can usually:

- do everything available in **Edit**
- share the document with other users
- change permission levels
- remove user access
- delete the document
- move the document
- transfer ownership, if that option is available

##### **Choosing the Right Permission**

Choose the permission level based on what the person needs to do.

**Use View Only When:**

- sharing final documents for reference
- distributing reports or policies
- the user only needs to read the file
- you want to prevent changes

**Use Edit When:**

- collaborating on document creation
- users need to contribute content
- review cycles require markup or updates
- working on shared project files

##### **Permission Inheritance**

Permissions can also be affected by where the file is stored.

- files in shared folders can inherit folder permissions
- individual file permissions can override folder-level access in some cases
- both file and folder permissions should be checked when access seems different than expected

##### **Account Type Limitations**

Some workspaces may apply limits based on account type.

- **Basic accounts** may have more limited access
- **Enhanced accounts** may have broader editing and collaboration capabilities, depending on the permission granted

##### **Checking Your Permission**

If you are not sure what access you have, you can usually check by:

- looking for editing tools or indicators in the editor
- trying to make a change
- reviewing the sharing or access panel, if available

##### **Permission Best Practices**

- give users the minimum access they need
- use **View Only** for final or approved documents
- use **Edit** only when collaboration is needed
- review permissions regularly
- remove access when it is no longer required