SharePoint (Classic Sites) - Checking the granted shares Tutorial

In this video, you will learn about checking the granted shares in Microsoft 365. The video covers how to view and manage the permissions and access rights that have been granted to others for your documents or folders.
This will help you ensure that only the intended individuals have access to your shared content and maintain the security of your information.

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Objectifs :

This document aims to provide a comprehensive guide on managing access permissions in SharePoint sites, ensuring that users can effectively collaborate while safeguarding sensitive information from unauthorized access.

Chapitres :

Introduction to SharePoint Access Management
SharePoint is a powerful tool for collaboration, but with great power comes the responsibility of managing access to sensitive information. Regularly checking who has access to your SharePoint sites and documents is crucial to prevent information leakage.
Checking Access on SharePoint Sites
To begin managing access, you can check who has access to the SharePoint site in general. This includes understanding the permissions of various libraries and documents, which are influenced by the overall site permissions.
Access Management for Communication Sites
If your SharePoint site is a communication site, navigate to the settings to view site permissions. Here, you will find a list of owners, members, and visitors. You have the ability to change permissions for each individual or group and can also delete them if necessary.
Access Management for Team Sites
For SharePoint sites linked to an Office 365 Group, start by checking the membership list. To review all permissions on the site, go to settings. This section provides information on different permission groups and the names of individuals who have access to your site as visitors.
Managing Folder and Document Access
You can also manage who can access each folder and document. In the permissions panel, you will find various groups that have access to the documents, along with links granting access. For each link, you can modify settings or remove access for individuals as needed.
Revoking Access
If you need to revoke access, you can delete the link directly, which will close access to the document for everyone involved. This interface remains consistent whether you are using a team SharePoint site or a communication SharePoint site.
Conclusion
Regularly reviewing who has access to your SharePoint sites and documents is essential for maintaining security. Do not hesitate to revoke access when it is no longer needed, ensuring that your collaborative environment remains secure.

FAQ :

How can I check who has access to my SharePoint site?

You can check access by going to the settings of your SharePoint site. Here, you will find a list of owners, members, and visitors, along with their permissions.

What should I do if I want to revoke someone's access to a document?

You can manage permissions for each person or group in the permissions panel. Simply select the individual and change their access settings or remove them entirely.

What is the difference between a Communication Site and a Team Site in SharePoint?

A Communication Site is designed for sharing information broadly across an organization, while a Team Site is focused on collaboration among a specific group of users.

Can I manage permissions for individual documents in SharePoint?

Yes, you can check and manage permissions for each folder and document individually, allowing you to control access at a granular level.

What happens if I delete an access link in SharePoint?

Deleting an access link will revoke access to the document for everyone who had that link, effectively closing access to the document.

Quelques cas d'usages :

Managing Access for a Project Team

In a project management scenario, a project manager can regularly check and update permissions for team members on a SharePoint Team Site to ensure that only current team members have access to sensitive project documents.

Sharing Company Announcements

A communications officer can use a SharePoint Communication Site to share company-wide announcements, regularly checking permissions to ensure that all employees have access to the latest information.

Controlling Document Access for Compliance

In a regulated industry, compliance officers can manage document access in SharePoint to ensure that only authorized personnel can view sensitive documents, regularly reviewing permissions to maintain compliance.

Revoking Access After Project Completion

After a project is completed, a project lead can revoke access to the project documents in SharePoint, ensuring that only relevant stakeholders retain access to sensitive information.

Collaborating with External Partners

When collaborating with external partners, a business can create specific access links for shared documents in SharePoint, managing permissions to ensure that external users only have access to necessary files.

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 users can do with a SharePoint site, library, or document, including viewing, editing, or deleting content.

Communication Site

A type of SharePoint site designed for sharing information broadly across an organization, often used for announcements, news, and resources.

Team Site

A SharePoint site designed for collaboration among a specific group of people, often linked to an Office 365 Group, allowing for shared documents and resources.

Office 365 Group

A feature in Microsoft 365 that allows users to collaborate by providing a shared workspace for email, conversations, files, and calendar.

Access Links

URLs that grant users access to specific documents or folders in SharePoint, which can be managed to control who can view or edit the content.

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SharePoint sites to collaborate,

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check regularly who has access to your

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sites with the documents contained in

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them to avoid information leakage.

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First, you can check who has access

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to the SharePoint site in general.

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The permissions of the various

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libraries and documents contained in it,

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which are resulting also from

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the sites overall permissions.

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If your share point site is a

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communication site, go to the

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settings to view the site permissions.

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Here you will find a list of owners,

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members and visitors of the side.

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You can change permission

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for each person or group.

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And delete them.

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If your share point site is a team

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site linked to an Office 365 Group,

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you can first check the membership list.

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To Check all the permissions on the site,

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go to settings.

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Here you can find permissions

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for different permission groups.

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But also the names of people who have

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access to your SharePoint site's visitors.

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Once again, you can change the

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permissions for each person or group

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and remove them from this panel.

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You can also check and manage who

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can access each folder and document.

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In this panel.

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You will find a different groups

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of permissions of your site

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having access to the document.

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But especially the links

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granting access to it.

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For each of them you can change the settings.

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But also remove access

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individually for each person.

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You can also delete the link directly.

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It will close access to the

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document for everyone involved.

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This interface is the same whether

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you are on a team SharePoint site

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or a communication SharePoint site.

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So check regularly who has access to

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your SharePoint sites and documents.

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And do not hesitate to revoke access.

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There is no longer needed.

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