Difference Between Contribute and Edit in SharePoint [Detailed Guide]
Many SharePoint users get confused when assigning permissions because Contribute and Edit sound almost the same. The wrong choice can lead to unnecessary risks, like accidentally deleting a whole list or library. That’s why it’s important to clearly understand the difference between contribute and edit in SharePoint to avoid site management issues.
Today, you’ll get the point-to-point information about edit vs contribute in SharePoint, so you’ll easily give appropriate permissions to relevant users.
Here’s what you’ll get to know:
Understanding SharePoint Permission Levels
SharePoint uses permission levels, which are collections of granular permissions grouped. Wisely using these will help in maintaining data security, or leaks.
Instead of assigning multiple individual permissions, you assign one permission level, such as Contribute or Edit, and users automatically receive all the rights included in that level.
This system is flexible but also risky. If you give a user more permissions than they need, they can make changes that affect the entire site. That’s why understanding the exact scope of edit vs contribute in SharePoint is so important.
Difference Between Contribute and Edit in SharePoint
Here’s the simplest way I explain the comparison of edit vs contribute in SharePoint to my teams:
- Contribute = Work with content, such as files and list items.
- Edit = Work with content + manage structure like lists, libraries, and their settings.
To understand it clearly, here’s a quick side-by-side:
| Capability | Contribute | Edit |
|---|---|---|
| View items & documents | Yes | Yes |
| Add, edit, and delete list items | Yes | Yes |
| Upload & edit documents | Yes | Yes |
| Delete documents/items | Yes | Yes |
| Create/delete lists & libraries | No | Yes |
| Modify list/library settings | No | Yes |
| Manage site permissions | No | No |
What Does Contribute Permission Allow?
In the difference between contribute and edit in SharePoint, here’s what Contribute users can do:
- Access documents, list items, and pages
- Upload new documents, add list entries
- Update file versions or edit list data
- Remove files and list entries
- Use document versioning features
And here’s what they cannot do:
- Create or delete lists or libraries
- Change library or list settings
- Modify site pages or navigation
- Change permissions or site settings
What Does Edit Permission Allow?
Here’s what Edit users can do:
- Create new lists and libraries
- Delete lists and libraries entirely, including their content
- Modify list and library settings by adding columns, changing views, and configuring metadata
- Customise forms and views
What Edit users still cannot do:
- Manage site permissions
- Change site collections or higher-level site settings
Difference between Contribute and Edit in SharePoint: Pros & Cons
Let’s go through the benefits and limitations of edit vs contribute in SharePoint:
#Contribute Permission
Pros:
- Users can add, edit, and delete items in lists and libraries
- Provides enough access for collaboration without giving control over site structure
- Prevents accidental changes to site settings or lists
- Easier to manage, since users can’t modify the site or list structure
Cons:
- Users cannot manage lists or libraries, such as creating new columns, content types, or views
- Cannot customise list structure or site layout
- Cannot grant permissions to other users
#Edit Permission
Pros:
- Users can add, edit, and delete items like Contribute
- Users can manage lists and libraries, including adding columns, changing views, and modifying settings
- More flexibility for power users or team leads who manage content structure
- Still restricted from full site administration, so overall site security is maintained
Cons:
- Slightly higher risk of accidental structural changes, as users can modify lists and libraries
- Users still cannot manage site-wide permissions
- Too many users with Edit can cause inconsistencies in the list/library configuration
When Should You Assign Contribute?
Assign Contribute when:
- A department or team just needs to work with documents
- The risk of accidental structural changes is too high
- You want to keep the site structure consistent
So in the difference between Contribute and edit in SharePoint, Contribute works perfectly in scenarios where you don’t need to create or delete libraries, just upload and edit documents, like HR teams handling resumes.
When Should You Assign Edit?
Assign Edit to:
- Power users or team leads who manage lists or libraries
- Users who organise content and maintain the structure of lists and libraries
- Small teams where multiple members need to add/edit content and manage list settings
- Departments that frequently update forms, columns, or metadata in lists or libraries
Handling Permissions During Migration
Managing permissions across sites, libraries, or during a SharePoint Online tenant to tenant migration can be complex. That’s where the SysTools SharePoint Migration Tool helps.
I suggest this tool for SharePoint Cross Tenant migration because it:
It allows you to migrate entire sites, lists, and libraries with metadata and permissions like Contribute and Edit intact during the move. This way, you don’t need to reassign permissions to the entire team.
Best Practices for Managing Permissions
Here’s how to handle edit vs contribute in SharePoint effectively:
- Start with Contribute for all team members
- Grant Edit only to trusted users who really need it
- Document who has Edit permissions for accountability
- Use groups (not individuals) to assign permissions; it’s easier to manage
- Regularly audit permissions to make sure they’re still appropriate
Author’s Verdict
The difference between contribute and edit in SharePoint may seem minor, but it has major implications for stability and data management.
Whenever I manage permissions, I ask myself: Does this user need to change the structure, or just the content? That question has saved me from countless hours.
Now, you’re aware of edit vs contribute in SharePoint, so carefully choose between them before assigning to the user, and keep your SharePoint environment collaborative.
People Also Ask
Q. Can Edit users manage site permissions?
No, Edit does not grant permission to manage site security or assign roles. If you want to check or update those, learn how to check the Site Collection Administrator in SharePoint Online.Q. Should I give Edit permissions to all team members?
No, giving everyone Edit can cause accidental data loss or governance issues.Q. What happens if an Edit user deletes a library by mistake?
If versioning or backups are enabled, you’ll easily restore it from the Recycle Bin. To address these types of issues, always backup SharePoint Online to local storage for quick data restoration.Q. Which is safer for collaboration: edit vs contribute in SharePoint?
Contribute is safer because it limits users to content-level actions. Edit leads structural risks, so it should be used carefully.