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SharePoint (Modern Sites) - Managing permissions in a SharePoint folder Tutorial

Learn how to manage permissions in a SharePoint folder. Discover ways to protect confidential information and ensure that external users cannot access sensitive documents. Take control of your document security with SharePoint.

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Objectifs :

This video aims to guide viewers on how to manage permissions for a specific folder in SharePoint, ensuring that external visitors cannot access sensitive information stored within that folder.

Chapitres :

  1. Introduction to SharePoint Permissions
    In this section, we will discuss the importance of managing permissions in SharePoint, especially when dealing with sensitive information that should not be accessible to external visitors. Proper permission management helps maintain data security and confidentiality.
  2. Accessing the SharePoint Library
    To begin managing permissions, navigate to the SharePoint site where your documents are stored. Locate the specific library that contains the folder you wish to secure. In this case, we are focusing on the 'client one' folder.
  3. Managing Folder Permissions
    1. Click on the three ellipses (•••) next to the folder name to access additional options. 2. Select 'Manage Access' from the dropdown menu. This will open a panel displaying the current permissions for the folder. 3. In the 'Groups' section, you will see that external visitors currently have a read-only view of the folder.
  4. Removing Access for External Visitors
    To ensure that external visitors cannot view the contents of the folder, follow these steps: - Click on the group that represents the external visitors. - Change their access level by selecting 'Remove direct access.' This action will revoke their ability to view the folder's contents. - Alternatively, if needed, you could grant them edit rights only for this folder, but for this example, we will focus on removing access.
  5. Conclusion
    In just a few clicks, you can effectively manage permissions at the folder level in a SharePoint library. This process is crucial for protecting sensitive information from unauthorized access, particularly from external visitors. By following these steps, you can ensure that your team's documents remain secure.

FAQ :

What is SharePoint used for?

SharePoint is used for collaboration, document management, and storage, allowing teams to work together on projects and share information securely.

How do I manage permissions in SharePoint?

To manage permissions in SharePoint, navigate to the specific folder or file, click on the three ellipses (more options), and select 'Manage Access' to adjust user permissions.

What does read-only access mean?

Read-only access means that users can view the content but cannot make any changes or edits to it.

Can I give different permissions to different users in SharePoint?

Yes, SharePoint allows you to set different permissions for different users or groups, enabling you to control who can view or edit specific content.

What happens if I remove direct access from a folder?

Removing direct access from a folder means that users will no longer be able to access that folder unless you grant them specific permissions.

Quelques cas d'usages :

Managing Client Contracts

When working on contracts for a new client, a team can use SharePoint to store all related documents securely. By managing permissions at the folder level, they can ensure that only authorized team members have access to sensitive information, while external visitors are restricted from viewing any confidential documents.

Collaborative Projects with External Partners

In scenarios where a company collaborates with external partners, SharePoint can be used to create a shared library. By setting specific permissions, the company can allow partners to edit certain documents while keeping other sensitive files hidden, thus maintaining control over proprietary information.

Internal Document Review Process

During an internal review process, teams can utilize SharePoint to manage document access. By applying read-only permissions to certain folders, team members can review documents without the risk of accidental edits, ensuring the integrity of the review process.

Glossaire :

SharePoint

A web-based collaboration platform developed by Microsoft that allows users to store, organize, share, and access information from any device.

permissions

Settings that determine what actions users can perform on a file or folder, such as viewing, editing, or sharing.

folder level

Refers to managing access and permissions specifically for a folder within a file storage system, rather than at the site or library level.

read-only view

A permission setting that allows users to view content without the ability to make any changes or edits.

direct access

The ability for users to access a file or folder without any restrictions or additional permissions.

library

A collection of files and folders in SharePoint that can be organized and managed together.

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