SharePoint (Modern Sites) - SharePoint permission levels Tutorial

Learn about SharePoint permission levels in this informative video. Discover the three different levels: visitors, members, and site owners. Find out how each level affects access and control on a SharePoint site. Get a deeper understanding of managing permissions in SharePoint.

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Objectifs :

Understand how permissions work on a SharePoint site, including the different levels of access and the implications of adding members to groups versus sharing the site directly.

Chapitres :

  1. Introduction to SharePoint Permissions
    In this section, we will explore the permissions structure of a SharePoint site, particularly for an IT team. Understanding these permissions is crucial for managing access and collaboration effectively.
  2. Access Levels in SharePoint
    SharePoint offers three distinct levels of permissions: - **Visitors**: These users have read-only access and cannot make any changes to the site. - **Members**: Typically your colleagues, members have limited control over the site, allowing them to contribute content but not manage permissions. - **Owners**: This group has full control over the site, including the ability to manage permissions and settings.
  3. Adding Members: Group vs. Site Sharing
    When adding members to your SharePoint site, it's important to distinguish between adding them to a group and sharing the site directly. - **Adding to a Group**: When you add members to a group, they gain access to multiple Microsoft 365 services, including Teams, Planner, OneNote, and the shared inbox, in addition to the SharePoint site. - **Sharing the Site Only**: If you only want to share the site without granting access to the other group features, you should choose to share the site directly.
  4. Practical Example of Sharing Permissions
    Let's consider a practical example. If you want to share the site with a colleague named Frank: 1. Go to the site permissions settings. 2. Select 'Share Site' and give Frank edit permissions. 3. After sharing, check the members list to confirm Frank's access level. If Frank is only listed as a member without being part of the IT team site members, he will only have limited visibility of the site.
  5. Managing Member Permissions
    To manage Frank's permissions: - If you need to remove him, simply click on the arrow next to his name and select 'Delete'. - To add him to the group instead, select 'Add Members to Group' and assign him member permissions. After this, Frank will have full access to the IT team site and all associated Microsoft 365 group features.
  6. Conclusion
    Understanding the nuances of SharePoint permissions is essential for effective team collaboration. By carefully managing who has access to what, you can ensure that your IT team operates smoothly and securely.

FAQ :

What are the different permission levels in SharePoint?

In SharePoint, there are three main permission levels: Visitors (read-only access), Members (limited control), and Site Owners (full control).

How do I add members to a SharePoint site?

To add members to a SharePoint site, go to the site permissions settings, choose whether to add them to a group or share the site directly, and assign the appropriate permission level.

What happens when I add someone to a Microsoft 365 group?

When you add someone to a Microsoft 365 group, they gain access to all associated services, including Microsoft Teams, Planner, OneNote, and the SharePoint site.

Can I remove a member from a SharePoint site?

Yes, you can remove a member from a SharePoint site by accessing the site permissions settings, selecting the member, and choosing the option to delete or remove them.

What is the difference between adding members to a group and sharing the site only?

Adding members to a group grants them access to all associated Microsoft 365 services, while sharing the site only allows them to access the SharePoint site without additional services.

Quelques cas d'usages :

Team Collaboration on Projects

Using SharePoint, IT teams can collaborate on projects by sharing documents, tracking tasks in Planner, and communicating through Microsoft Teams, enhancing productivity and organization.

Document Management

SharePoint can be used to manage documents within an organization, allowing team members to edit, share, and control access to important files, ensuring that everyone has the latest information.

Training and Onboarding

New employees can be onboarded using a SharePoint site that contains training materials, resources, and a shared inbox for questions, streamlining the onboarding process.

Event Planning

Teams can use SharePoint to plan events by creating a shared calendar, assigning tasks in Planner, and collaborating on event details through Microsoft Teams, ensuring all aspects are covered.

Knowledge Sharing

Organizations can create a SharePoint site dedicated to knowledge sharing, where employees can contribute articles, share best practices, and access resources, fostering a culture of continuous learning.

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.

Permissions

Settings that determine what actions users can perform on a SharePoint site, such as viewing, editing, or managing content.

Visitors

Users who have read-only access to a SharePoint site, meaning they can view content but cannot make any changes.

Members

Users who have limited control over a SharePoint site, allowing them to edit content but not manage site settings or permissions.

Site Owners

Users who have full control over a SharePoint site, including the ability to manage permissions, settings, and content.

Microsoft Teams

A collaboration platform that integrates with SharePoint, allowing teams to communicate and collaborate in real-time.

Planner

A task management tool that is part of the Microsoft 365 suite, used for planning and tracking tasks within teams.

OneNote

A digital note-taking application that is part of the Microsoft 365 suite, allowing users to create, organize, and share notes.

Shared Inbox

A common email inbox that multiple users can access and manage, often used for team communication.

365 Group

A feature in Microsoft 365 that allows users to collaborate across various Microsoft services, including SharePoint, Teams, and Outlook.

résultat(s)
00:00:00
You just created a SharePoint
00:00:01
site for your IT team and would
00:00:03
like to know how the permissions
00:00:05
work on a SharePoint site.
00:00:07
Start by going to the top right
00:00:10
of your screen on the gear icon.
00:00:12
And site permissions.
00:00:15
You have three different levels.
00:00:17
We have the visitors which have
00:00:19
no control over the slide and
00:00:22
are in read only permissions.
00:00:24
The members usually your colleagues
00:00:26
and have limited control and the
00:00:29
site owners who have full control.
00:00:31
The thing is be careful when you want
00:00:34
to add members to make the difference
00:00:38
between add members to group or share
00:00:41
site only if you have a team site.
00:00:45
Adding members to a group.
00:00:47
Means that the people you add will be
00:00:51
added to the Microsoft Teams, Planner,
00:00:54
OneNote Shared Inbox and SharePoint site.
00:00:57
But you might only want to share the site,
00:01:01
then click on their site.
00:01:03
Only the other aspect of the group
00:01:06
of the 365 group will not be shared.
00:01:10
Let's make an example.
00:01:12
I'm going to share the site
00:01:15
only to my colleague.
00:01:17
Fog, I'm going to give him an edit.
00:01:22
Ermission.
00:01:23
And add him.
00:01:25
Now if I open the Members,
00:01:28
*** I can see that, Frank.
00:01:31
Has a member permission.
00:01:32
He is not part of the IIT team site members,
00:01:36
which means he can only see the site.
00:01:41
Delete Frank. Simply click
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on the arrow and remove.
00:01:46
Now if I want to add members to group.
00:01:51
I will add members, let's go for Frank again.
00:01:57
Let's give him a member permission.
00:02:04
If we go back to the site Ermissions,
00:02:06
Frank is now part of the IT team
00:02:09
site member and therefore has an
00:02:11
access to the whole 365 group.

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