Teams - Restrict a Document to Certain Team Members Tutorial

Restrict access to your documents in Microsoft Teams and choose who can view them. Find out how to restrict access to a specific group of people and secure your confidential information.

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Objectifs :

This document aims to provide a comprehensive guide on how to manage access to folders and documents in SharePoint, specifically focusing on creating groups and assigning permissions to ensure that only selected individuals can access shared content.

Chapitres :

  1. Introduction to SharePoint Access Management
    Managing access to folders and documents in SharePoint is crucial for maintaining data security and privacy. This guide will walk you through the steps to restrict access to specific groups of individuals, even when the content is shared in a public channel on Microsoft Teams.
  2. Creating a New Group in SharePoint
    To restrict access to a folder or document, you first need to create a new group in SharePoint. Follow these steps: 1. Navigate to your SharePoint site. 2. Click on the gear icon located in the top right corner. 3. From the contextual menu, select 'Site permissions'. 4. In the new display, click on 'Create Group'. 5. Designate a name for the group and assign the desired permissions. 6. Click 'Create' at the bottom of the page to finalize the group setup.
  3. Adding Members to the Group
    Once the group is created, you can add members of your choice: - In the new window that appears, click on the 'New' button. - Enter the names of the individuals you wish to add to the group. - The group is now created and contains the selected members.
  4. Assigning the Group to a Folder or Document
    After creating the group, you can assign it to a specific folder or document: 1. Navigate back to SharePoint and locate the folder or document you want to manage. 2. Right-click on the folder or document to open the menu. 3. Click on 'Manage Access'. 4. You will see existing groups and their permissions linked to the folder. 5. Press the plus button and enter the name of the group you just created. 6. Assign the group access to the folder with the permissions you set earlier.
  5. Removing Access from Other Groups
    To ensure that only the members of your newly created group have access, you can remove access from other groups: - In the 'Manage Access' menu, identify the groups that currently have access. - Remove access for any groups that should not have access to the folder. - This ensures that the folder is now only accessible to the members of your chosen group, even if it is in a public channel in Microsoft Teams.
  6. Conclusion
    By following these steps, you can effectively manage access to your SharePoint folders and documents. Creating specific groups and assigning permissions allows for better control over who can view or edit your content, enhancing security and privacy within your organization.

FAQ :

How do I restrict access to a folder in SharePoint?

To restrict access to a folder in SharePoint, go to your SharePoint site, click on the Gear icon, select 'Site permissions', and then access 'Advanced permission settings'. From there, you can create a new group and assign specific permissions to that group.

What is the difference between a public and private channel in Microsoft Teams?

A public channel in Microsoft Teams is accessible to all team members, while a private channel restricts access to a select group of members. This means that only invited members can see and participate in a private channel.

Can I remove access from other groups in SharePoint?

Yes, you can remove access from other groups in SharePoint by managing the access settings of the folder or document. After selecting the folder, click on 'Manage Access' and adjust the permissions accordingly.

What are permissions in SharePoint?

Permissions in SharePoint are settings that define what actions users can take on documents and folders, such as viewing, editing, or sharing. You can customize these permissions for different groups or individuals.

How do I create a new group in SharePoint?

To create a new group in SharePoint, go to 'Advanced permission settings', click on 'Create Group', and then set up the group by naming it and assigning the desired permissions before clicking 'Create'.

Quelques cas d'usages :

Restricting Access to Sensitive Documents

In a corporate environment, a project manager can create a group in SharePoint to restrict access to sensitive project documents. By assigning only specific team members to this group, the project manager ensures that confidential information is only accessible to authorized personnel, enhancing data security.

Collaborating on Team Projects

A team leader can use SharePoint to create a group for a specific project, allowing team members to collaborate on documents while controlling who can edit or view the files. This setup improves collaboration efficiency and keeps project-related information organized.

Managing Access in a Public Channel

In a public channel on Microsoft Teams, a team can still manage access to certain folders in SharePoint. By creating a group with restricted permissions, the team can ensure that only selected members can access sensitive files, even if the channel is open to all team members.

Onboarding New Employees

During the onboarding process, HR can create a group in SharePoint for new hires, granting them access to essential documents and resources. This allows HR to control the information new employees can access while providing them with the necessary tools to get started.

Project Documentation Control

A project coordinator can set up a group in SharePoint to manage access to project documentation. By restricting access to only key stakeholders, the coordinator can ensure that sensitive project information is protected while still allowing collaboration among team members.

Glossaire :

SharePoint

A web-based collaboration platform developed by Microsoft that integrates with Microsoft Office. It is used for storing, organizing, sharing, and accessing information from any device.

Group

A collection of users in SharePoint that can be assigned specific permissions to access certain resources, such as folders or documents.

Permissions

Settings that determine what actions users can perform on SharePoint resources, such as viewing, editing, or sharing documents.

Manage Access

A feature in SharePoint that allows users to control who can view or edit a specific folder or document.

Public Channel

A type of channel in Microsoft Teams that is open to all members of the team, allowing anyone to join and participate.

Advanced Permission Settings

A section in SharePoint where users can configure detailed access controls and permissions for groups and individuals.

résultat(s)
00:00:05
whether public or private,
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all channel members have access.
00:00:09
It's possible to restrict access to a select group of individuals of your choice.
00:00:14
To do this,
00:00:15
go to your team's SharePoint site.
00:00:19
Then click on the gear icon in the top right
00:00:21
corner and in the contextual menu select site permissions.
00:00:26
In
00:00:27
the new display,
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click here to access the advanced permission settings.
00:00:31
A page opens where you find the existing groups.
00:00:34
At the top left,
00:00:35
click on create group.
00:00:39
Here you can set up this new group,
00:00:41
for example,
00:00:42
by designating the owner and giving the group the permissions of your choice.
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When you're done,
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click on create at the bottom of the page.
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In this new window,
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you will be able to add individuals of your choice using the new button.
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The group is now created and contains the members you selected.
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Return to SharePoint to assign the group to a folder or document.
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When you right click on a folder or document,
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this menu appears.
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Click on manage access.
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You will find the existing groups and the permissions linked to this folder.
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Press the plus button and enter the name of the group you just created.
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Your new group has access to the folder with the permissions you've assigned.
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Remove access from other groups.
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This folder is now only accessible to the members you've chosen.
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This restriction applies even if the folder is
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in a public channel in Microsoft Teams.

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résultat(s)
00:00:02
Quando partilha uma pasta ou documento no canal de uma equipa,
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seja público ou privado,
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todos os membros do canal têm acesso.
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É possível restringir o acesso a um grupo seleccionado de indivíduos à sua escolha.
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Para o fazer,
00:00:15
ir para o site do SharePoint da sua equipa.
00:00:19
Em seguida, clique no ícone de engrenagem no canto superior direito
00:00:21
canto e no menu contextual seleccione permissões do site.
00:00:26
Em
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o novo visor,
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clique aqui para aceder às definições avançadas de permissão.
00:00:31
Uma página é aberta onde você encontra os grupos existentes.
00:00:34
No canto superior esquerdo,
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clique em criar grupo.
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Aqui pode constituir este novo grupo,
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por exemplo,
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designando o proprietário e dando ao grupo as permissões de sua escolha.
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Quando tiver terminado,
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clique em criar na parte inferior da página.
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Nesta nova janela,
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poderá adicionar indivíduos à sua escolha usando o novo botão.
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O grupo está agora criado e contém os membros seleccionados.
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Retorne ao SharePoint para atribuir o grupo a uma pasta ou documento.
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Quando clica com o botão direito do rato numa pasta ou documento,
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este menu é apresentado.
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Clique em gerir acesso.
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Encontrará os grupos existentes e as permissões ligadas a esta pasta.
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Prima o botão de adição e introduza o nome do grupo que acabou de criar.
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O seu novo grupo tem acesso à pasta com as permissões que atribuiu.
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Remover o acesso de outros grupos.
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Esta pasta está agora acessível apenas aos membros que escolheu.
00:01:45
Esta restrição aplica-se mesmo que a pasta seja
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num canal público no Microsoft Teams.

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résultat(s)
00:00:02
Quando condividi una cartella o un documento nel canale di un team,
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pubblico o privato,
00:00:07
tutti i membri del canale hanno accesso.
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È possibile limitare l'accesso a un gruppo selezionato di persone a tua scelta.
00:00:14
Per fare ciò,
00:00:15
vai al sito di SharePoint del tuo team.
00:00:19
Quindi fai clic sull'icona a forma di ingranaggio in alto a destra
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angolo e nel menu contestuale seleziona le autorizzazioni del sito.
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In
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il nuovo display,
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clicca qui per accedere alle impostazioni di autorizzazione avanzate.
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Si apre una pagina in cui trovi i gruppi esistenti.
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In alto a sinistra,
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clicca su crea gruppo.
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Qui puoi configurare questo nuovo gruppo,
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ad esempio
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designando il proprietario e dando al gruppo le autorizzazioni di tua scelta.
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Quando hai finito,
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fai clic su crea nella parte inferiore della pagina.
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In questa nuova finestra,
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potrai aggiungere persone a tua scelta utilizzando il nuovo pulsante.
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Il gruppo è ora creato e contiene i membri selezionati.
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Torna a SharePoint per assegnare il gruppo a una cartella o a un documento.
00:01:18
Quando si fa clic con il pulsante destro del mouse su una cartella o un documento,
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viene visualizzato questo menu.
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Fai clic su gestisci l'accesso.
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Troverai i gruppi esistenti e le autorizzazioni collegate a questa cartella.
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Premi il pulsante più e inserisci il nome del gruppo che hai appena creato.
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Il tuo nuovo gruppo ha accesso alla cartella con le autorizzazioni che hai assegnato.
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Rimuovi l'accesso da altri gruppi.
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Questa cartella è ora accessibile solo ai membri che hai scelto.
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Questa restrizione si applica anche se la cartella è
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in un canale pubblico di Microsoft Teams.

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résultat(s)
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Когда вы делитесь папкой или документом в канале команды,
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будь то публичный или частный,
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доступ есть у всех участников канала.
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Можно ограничить доступ избранной группе людей по вашему выбору.
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Для этого
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зайдите на сайт SharePoint вашей команды.
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Затем нажмите на значок шестеренки в правом верхнем углу
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в углу и в контекстном меню выберите разрешения сайта.
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В
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новый дисплей,
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нажмите здесь, чтобы получить доступ к расширенным настройкам разрешений.
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Откроется страница, на которой вы найдете существующие группы.
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В левом верхнем углу
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нажмите на кнопку «Создать группу».
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Здесь вы можете создать эту новую группу,
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например,
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назначив владельца и предоставив группе разрешения по вашему выбору.
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Когда вы закончите,
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нажмите «Создать» внизу страницы.
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В этом новом окне
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вы сможете добавлять выбранных вами людей с помощью новой кнопки.
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Теперь группа создана и содержит выбранных вами участников.
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Вернитесь в SharePoint, чтобы привязать группу к папке или документу.
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При щелчке правой кнопкой мыши на папке или документе
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появляется это меню.
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Нажмите на кнопку «Управление доступом».
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Вы найдете существующие группы и разрешения, связанные с этой папкой.
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Нажмите кнопку «плюс» и введите имя только что созданной группы.
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Ваша новая группа имеет доступ к папке с назначенными вами разрешениями.
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Отключите доступ из других групп.
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Теперь эта папка доступна только выбранным вами участникам.
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Это ограничение действует, даже если папка
00:01:48
в общедоступном канале в Microsoft Teams.

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résultat(s)
00:00:02
Cuando compartes una carpeta o un documento en el canal de un equipo,
00:00:05
ya sea público o privado,
00:00:07
todos los miembros del canal tienen acceso.
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Es posible restringir el acceso a un grupo selecto de personas de tu elección.
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Para ello,
00:00:15
vaya al sitio de SharePoint de su equipo.
00:00:19
A continuación, haga clic en el icono con forma de engranaje en la esquina superior derecha
00:00:21
en la esquina y en el menú contextual, seleccione los permisos del sitio.
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En
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la nueva pantalla,
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haga clic aquí para acceder a la configuración avanzada de permisos.
00:00:31
Se abre una página en la que encontrará los grupos existentes.
00:00:34
En la parte superior izquierda,
00:00:35
haz clic en crear grupo.
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Aquí puedes configurar este nuevo grupo,
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por ejemplo,
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designando al propietario y otorgando al grupo los permisos de su elección.
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Cuando hayas terminado,
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haz clic en crear en la parte inferior de la página.
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En esta nueva ventana,
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podrá añadir a las personas de su elección con el nuevo botón.
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El grupo ya está creado y contiene a los miembros que seleccionó.
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Vuelva a SharePoint para asignar el grupo a una carpeta o documento.
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Al hacer clic con el botón derecho en una carpeta o documento,
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aparece este menú.
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Haga clic en administrar el acceso.
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Encontrará los grupos existentes y los permisos vinculados a esta carpeta.
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Pulse el botón con el signo más e introduzca el nombre del grupo que acaba de crear.
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Tu nuevo grupo tiene acceso a la carpeta con los permisos que has asignado.
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Elimina el acceso de otros grupos.
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Ahora solo pueden acceder a esta carpeta los miembros que hayas elegido.
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Esta restricción se aplica incluso si la carpeta es
00:01:48
en un canal público de Microsoft Teams.

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résultat(s)
00:00:02
Wanneer je een map of document deelt in het kanaal van een team,
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of het nu openbaar of privé is,
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alle kanaalleden hebben toegang.
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Het is mogelijk om de toegang te beperken tot een selecte groep personen naar keuze.
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Om dit te doen,
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ga naar de SharePoint-site van je team.
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Klik vervolgens op het tandwielpictogram rechtsboven
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hoek en selecteer in het contextmenu sitemachtigingen.
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In
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het nieuwe scherm,
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klik hier voor toegang tot de geavanceerde machtigingsinstellingen.
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Er wordt een pagina geopend waar je de bestaande groepen kunt vinden.
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Linksboven
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klik op groep aanmaken.
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Hier kun je deze nieuwe groep instellen,
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bijvoorbeeld
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door de eigenaar aan te wijzen en de groep de rechten van uw keuze te geven.
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Als je klaar bent,
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klik onderaan de pagina op aanmaken.
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In dit nieuwe venster
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met de nieuwe knop kun je personen naar keuze toevoegen.
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De groep is nu aangemaakt en bevat de leden die je hebt geselecteerd.
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Ga terug naar SharePoint om de groep toe te wijzen aan een map of document.
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Wanneer u met de rechtermuisknop op een map of document klikt,
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dit menu verschijnt.
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Klik op toegang beheren.
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Je vindt de bestaande groepen en de rechten die aan deze map zijn gekoppeld.
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Druk op de plusknop en voer de naam in van de groep die je zojuist hebt aangemaakt.
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Je nieuwe groep heeft toegang tot de map met de machtigingen die je hebt toegewezen.
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Toegang uit andere groepen verwijderen.
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Deze map is nu alleen toegankelijk voor de leden die je hebt gekozen.
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Deze beperking is zelfs van toepassing als de map
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op een openbaar kanaal in Microsoft Teams.

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résultat(s)
00:00:02
Podczas udostępniania folderu lub dokumentu na kanale zespołu
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zarówno publicznych, jak i prywatnych,
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Wszyscy członkowie kanału mają dostęp.
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Możliwe jest ograniczenie dostępu do wybranej grupy osób.
00:00:14
Aby to zrobić,
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przejdź do witryny SharePoint swojego zespołu.
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Następnie kliknij ikonę koła zębatego w prawym górnym rogu
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narożnik i w menu kontekstowym wybierz uprawnienia witryny.
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W
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nowy wyświetlacz,
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Kliknij tutaj, aby uzyskać dostęp do zaawansowanych ustawień uprawnień.
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Otworzy się strona, na której znajdziesz istniejące grupy.
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W lewym górnym rogu,
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kliknij Utwórz grupę.
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Tutaj możesz skonfigurować tę nową grupę,
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na przykład,
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wyznaczając właściciela i nadając grupie wybrane uprawnienia.
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Kiedy skończysz,
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kliknij Utwórz u dołu strony.
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W tym nowym oknie,
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będziesz mógł dodawać wybrane osoby za pomocą nowego przycisku.
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Grupa jest teraz utworzona i zawiera wybranych członków.
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Wróć do programu SharePoint, aby przypisać grupę do folderu lub dokumentu.
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Po kliknięciu folderu lub dokumentu prawym przyciskiem myszy
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Pojawi się to menu.
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Kliknij Zarządzaj dostępem.
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Znajdziesz istniejące grupy i uprawnienia powiązane z tym folderem.
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Naciśnij przycisk plus i wprowadź nazwę grupy, którą właśnie utworzyłeś.
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Twoja nowa grupa ma dostęp do folderu z przypisanymi uprawnieniami.
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Usuń dostęp z innych grup.
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Ten folder jest teraz dostępny tylko dla wybranych członków.
00:01:45
Ograniczenie to ma zastosowanie nawet wtedy, gdy folder jest
00:01:48
na kanale publicznym w programie Microsoft Teams.

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résultat(s)
00:00:02
Amikor egy mappát vagy dokumentumot oszt meg egy csapat csatornáján,
00:00:05
akár állami, akár magán,
00:00:07
minden csatornatagnak hozzáférése van.
00:00:09
Lehetőség van korlátozni a hozzáférést az Ön által választott egyének kiválasztott csoportjához.
00:00:14
Hogy ezt megtegyük,
00:00:15
lépjen a csapat SharePoint-webhelyére.
00:00:19
Ezután kattintson a fogaskerék ikonra a jobb felső sarokban
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sarok és a kontextus menüben válassza ki a webhely engedélyeit.
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Benn
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az új kijelző,
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Kattintson ide a speciális engedélyezési beállítások eléréséhez.
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Megnyílik egy oldal, ahol megtalálja a meglévő csoportokat.
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A bal felső sarokban
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kattintson a csoport létrehozása gombra.
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Itt állíthatja be ezt az új csoportot,
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például
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a tulajdonos kijelölésével és a csoportnak az Ön által választott engedélyek megadásával.
00:00:47
Ha végeztél,
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kattintson az oldal alján található létrehozás gombra.
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Ebben az új ablakban
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az új gomb segítségével választott személyeket adhat hozzá.
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A csoport most létrejött, és tartalmazza a kiválasztott tagokat.
00:01:13
A csoport mappához vagy dokumentumhoz való hozzárendeléséhez térjen vissza a SharePointhoz.
00:01:18
Ha jobb egérgombbal kattint egy mappára vagy dokumentumra,
00:01:20
megjelenik ez a menü.
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Kattintson a hozzáférés kezelése elemre.
00:01:25
Megtalálja a meglévő csoportokat és az ehhez a mappához kapcsolódó jogosultságokat.
00:01:29
Nyomja meg a plusz gombot, és adja meg az imént létrehozott csoport nevét.
00:01:34
Az új csoport hozzáférhet a hozzárendelt jogosultságokkal rendelkező mappához.
00:01:39
Távolítsa el a hozzáférést más csoportokból.
00:01:41
Ez a mappa mostantól csak a kiválasztott tagok számára érhető el.
00:01:45
Ez a korlátozás akkor is érvényes, ha a mappa
00:01:48
nyilvános csatornán a Microsoft Teams alkalmazásban.

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