Embark on a journey into SharePoint Online Permission Management and File Sharing for Beginners! In the dynamic realm of technology, collaboration is paramount. As a UK-based IT infrastructure engineer and tech enthusiast, understanding SharePoint Online is key to optimizing workflows.
This guide unravels the essentials, simplifying permission management and file sharing. Whether you’re enhancing team collaboration or aspiring to be an IT influencer, grasp the fundamentals here.
Explore concepts, best practices, and tips to harness SharePoint Online for efficient and secure information management, aligning with your goal of improving lives through technology.
Join us in unlocking the transformative power of SharePoint Online!
1. Creating Groups for Users
Groups simplify permission management by allowing you to assign access levels to multiple users simultaneously. Here’s how to create a group:
a. Navigate to Site Settings:
- Click on the gear icon in the top right corner of your SharePoint site.
- Select ” Site permissions” from the drop-down menu.
b. Create the Group:
- Under ” Site permissions,” click on ” Advanced permissions settings. “
- Click on “Create group” in the ribbon.
- Enter a descriptive group name (e.g., “Marketing Team”).
- (Optional) Add a group owner with edit permission.
- Choose who can view and edit group membership.
- Select your desired membership request setting (open, closed, etc.).
- Assign permission levels for the group. Choose from predefined levels like “Contribute” or “Read” based on your group’s access needs.
- Click “Create” to finalize the group creation.
2. Adding/Deleting Folders on Documents Tab
Organize your documents efficiently by creating folders within the Documents tab.
a. Adding a Folder:
- Navigate to the Documents tab on your SharePoint site.
- Click on “New” in the ribbon.
- Select “Folder” from the menu
- Enter a descriptive folder name (e.g., “Project Reports”). Click “Create” to add the new folder.
b. Deleting a Folder:
- Navigate to the Documents tab.
- Right-click on the folder you want to delete.
- Confirm the deletion when prompted.
3. Sharing/Managing Access with Groups
Sharing documents and managing access can be streamlined by utilizing groups. Here’s how:
a. Sharing with a Group:
- Navigate to the Documents tab.
- Select the document or folder you want to share.
- Click “Share” in the ribbon.
- Choose “Groups” from the “Share with” options.
- Select the group you want to grant access to.
- Choose the desired permission level for the group (e.g., “Read” or “Edit”). Click “Send” to finalize the sharing settings
b. Managing Existing Access:
- Navigate to the Documents tab.
- Select the document or folder with shared access.
- Click “Manage Access” in the ribbon.
- Review the list of users and groups with access.
- Modify individual permissions by clicking on the user or group and selecting the desired level.
- Click “OK” to save your changes.
4. Adding Documents into Teams in-site
SharePoint Teams provide a collaborative workspace within your site. You can add documents directly to these teams for easy access and co-authoring.
a. Adding to an Existing Team:
- Navigate to the team site you want to add the document to.
- Click on the “Files” tab.
- Click on “Upload” in the ribbon.
- Select the document you want to upload from your local computer. Click “Open” to upload the document to the team’s files
b. Adding to a New Team:
- Click on “Teams” in the top navigation bar.
- Click on “Create Team” and choose your desired team type.
- Follow the team creation wizard and complete the steps.
- Once the team is created, navigate to the “Files” tab and upload your document as described above.
Points to Remember:
- Always assign permission levels appropriate to each group’s needs.
- Ensure group membership reflects current team dynamics.
- Consider document sensitivity when sharing with access levels.
- Utilize Teams for collaborative editing and communication.
By mastering these basic tasks, you can effectively manage user groups, organize documents, and facilitate collaboration within your SharePoint site.
Additional Resources:
Microsoft SharePoint Online documentation: https://learn.microsoft.com/en-us/sharepoint/
Microsoft SharePoint Tips and Tricks: https://support.microsoft.com/en-us/sharepoint
