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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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Available in Microsoft365

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.

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users who have the same set of

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permissions to the site and content.

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Rather than assigning permissions

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to one person at a time,

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we will be able to use groups too easily.

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Assign the same level of

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permission to multiple people.

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On your website or team site.

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We will click on settings,

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the small star wheel at the top right

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and then we will select site settings.

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Under the users and permissions

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tab I select site permissions.

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The permissions page appears.

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I find my existing groups

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and from the ribbon.

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Under the permissions tab there

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is a button to create a new group.

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I will of course named this group,

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for example providers.

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I can also add a description.

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By the same token,

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I am going to choose an owner for the group.

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The owner will have the

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right to remove the group,

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change the permissions and many other things.

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Be aware that there can

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only be 1 owner for group.

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I will then designate whether individuals

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can view the membership list.

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And further, if they can add or

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remove members of the group.

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As shown here,

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who can view the membership of the group?

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I can choose members of

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the group or everyone.

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In that case,

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everyone in the company,

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even if they are not members of the group,

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will be able to see the list

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of members of that group.

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Who can edit the membership of the group?

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Can only the owner change

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the membership of the group,

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or can all members of the group

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do so as well?

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Then you will define the rule

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for membership requests.

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Do users need to make a membership request

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or a dropout request to leave a group?

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You can choose yes or no.

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If they must apply to join a group,

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you will have to choose whether you want

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to automatically accept these requests.

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If you choose no.

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Be aware that this request will be

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sent by email to the address you

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will be providing in the next field.

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Generally,

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this address is the address

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of the owner of the group.

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Although I can put someone else,

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it is quite possible.

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So in this case, if I enter my address,

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I will receive a notification.

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I would be able to accept or refuse

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the application for membership.

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Finally,

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it is extremely important I choose a

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level of permission for this group.

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Please note that permission

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levels are created by default.

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But there is another tutorial that shows

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how to create custom permission levels.

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In my example,

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my suppliers need to collaborate,

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view and edit documents easily.

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So I am going to choose

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the edit permission level.

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I validate by pressing the create button.

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And then I can use my permission

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group after this. I can add people.

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Delete them, etc.

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The new button in my group appears

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here in the Navigation Pane,

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and I can at anytime add users to this group.

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All I need to do is fill in their email

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address here.

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