SharePoint (Classic Sites) - Creating a permission group Tutorial
In this video, you will learn about creating a permission group in Microsoft 365. The video covers how to easily assign the same level of permissions to multiple people on your website or team site.
It demonstrates how to navigate to the site settings, select site permissions, and create a new group.
You can name the group, add a description, choose an owner, and specify who can view and edit the membership.
The video also explains how to define membership request rules and choose a permission level for the group.
Creating a permission group will help you efficiently manage and collaborate with multiple users while ensuring the right level of access.
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Objectifs :
This video aims to guide users on how to create and manage SharePoint groups, allowing for efficient permission management for multiple users on a site or team site.
Chapitres :
-
Introduction to SharePoint Groups
A SharePoint group is a collection of users who share the same permissions to a site and its content. Instead of assigning permissions individually, groups allow for easier management by applying the same permission level to multiple users. -
Accessing Site Settings
To create a new group, navigate to your website or team site. Click on the settings icon, represented by a small gear wheel at the top right corner, and select 'Site Settings'. -
Managing Site Permissions
Under the 'Users and Permissions' tab, select 'Site Permissions'. This will bring up the permissions page where you can view existing groups. From the ribbon, click on the 'Permissions' tab and then select the button to create a new group. -
Creating a New Group
When creating a new group, you will need to name it (e.g., 'Providers') and add a description. Choose an owner for the group, who will have the authority to manage permissions and membership. Note that there can only be one owner per group. -
Setting Membership Visibility
Decide whether individuals can view the membership list. You can choose to allow only group members or everyone in the company to see the list. Additionally, determine who can edit the membership—only the owner or all members. -
Membership Requests
Define the rules for membership requests. Decide if users need to request membership or if they can leave the group freely. If requests are required, you can choose to automatically accept them or send them to the owner's email for approval. -
Setting Permission Levels
It is crucial to select a permission level for the group. Default permission levels are available, but custom levels can also be created in another tutorial. For example, if suppliers need to collaborate and edit documents, select the 'Edit' permission level. -
Finalizing Group Creation
After setting the desired permissions, click the 'Create' button to finalize the group. You can then manage the group by adding or removing users as needed. The new group will appear in the Navigation Pane, allowing for easy access.
FAQ :
What is a SharePoint Group?
A SharePoint Group is a set of users who have the same permissions to a site and its content, allowing for easier management of access rights.
How do I create a new SharePoint Group?
To create a new SharePoint Group, go to site settings, select site permissions, and use the 'Create New Group' button. You will need to name the group, assign an owner, and set permissions.
Can multiple users have the same permissions in SharePoint?
Yes, by using SharePoint Groups, you can assign the same level of permissions to multiple users at once, simplifying permission management.
What is the role of a group owner in SharePoint?
The group owner is responsible for managing the group, including changing permissions, adding or removing members, and handling membership requests.
What happens if a user wants to leave a SharePoint Group?
If a user wants to leave a SharePoint Group, they may need to submit a dropout request, depending on the group's settings.
How can I set permissions for a SharePoint Group?
You can set permissions for a SharePoint Group during the creation process by selecting a predefined permission level or creating a custom one.
Quelques cas d'usages :
Collaborative Document Editing
In a marketing team, a SharePoint Group can be created for all team members to collaborate on documents. By assigning the 'Edit' permission level, team members can easily view, edit, and share marketing materials, improving workflow and productivity.
Project Management
For a project team, a SharePoint Group can be established to manage access to project documents and resources. The group owner can control who can view or edit project files, ensuring that sensitive information is only accessible to authorized members.
Onboarding New Employees
When onboarding new employees, a SharePoint Group can be created to provide them access to training materials and company policies. By setting appropriate permissions, HR can ensure that new hires have the resources they need while maintaining security.
Managing Membership Requests
In a large organization, a SharePoint Group can be used to manage membership requests for various teams. By requiring approval from the group owner, the organization can maintain control over who has access to specific resources.
Cross-Department Collaboration
For cross-department projects, a SharePoint Group can facilitate collaboration between different teams. By granting edit permissions, members from various departments can work together on shared documents, enhancing communication and project outcomes.
Glossaire :
SharePoint Group
A SharePoint Group is a collection of users who share the same permissions to a site and its content, allowing for easier management of access rights.
Permissions
Permissions are the rights assigned to users or groups that determine what actions they can perform on a site or its content, such as viewing, editing, or deleting.
Owner
The owner of a SharePoint Group is the individual responsible for managing the group, including changing permissions and membership.
Membership List
The membership list is a record of all users who belong to a specific SharePoint Group, which can be viewed by certain users based on the group's settings.
Membership Requests
Membership requests are applications made by users to join a SharePoint Group, which may require approval from the group owner.
Permission Levels
Permission levels define the specific rights granted to users or groups in SharePoint, such as 'View', 'Edit', or 'Full Control'.
Edit Permission Level
The edit permission level allows users to view, add, update, and delete items in a SharePoint site.