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Teams - Restrict a folder/document to certain members of your team Tutorial

In this video, you will learn how to restrict access to a folder or document in Microsoft Teams to specific members of your team.
The video covers the steps to create a new group and assign permissions to it.
By removing access for other groups, you can ensure that only the selected members have access to the folder or document, even if it is shared in a public channel.
This tutorial will help you control access to your files and ensure that only the right people can view and edit them.

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Available in Microsoft365

Objectifs :

This document aims to provide a comprehensive guide on how to manage access permissions for shared folders and documents in Microsoft Teams, ensuring that only selected members can access specific content.

Chapitres :

Introduction to Access Management in Microsoft Teams
In Microsoft Teams, sharing folders or documents can be done in both public and private channels. However, there may be instances where you want to restrict access to only a specific group of individuals. This guide will walk you through the steps to manage access permissions effectively.
Steps to Restrict Access to a Document or Folder
To limit access to a folder or document, follow these steps: 1. **Navigate to SharePoint**: Open the SharePoint associated with your Teams channel. 2. **Access the Documents Section**: Go to the 'Documents' section where your files are stored. 3. **Open Site Permissions**: Click on the cogwheel icon located at the top right corner of the page. From the pop-up menu, select 'Site permissions'. 4. **Advanced Permissions Settings**: In the new window, click on 'Advanced permissions settings'. 5. **Add a New Group**: On the top left, click 'Add a group'. Here, you can set up a new group by designating an owner and assigning the desired permissions. 6. **Create the Group**: Once you have configured the group, click 'Create' at the bottom of the page. 7. **Add Members to the Group**: In the new window, use the 'New' button to add the individuals you want in this group.
Assigning Permissions to a Folder or Document
After creating your group, you can assign permissions to a specific folder or document: 1. **Locate the Folder or Document**: Return to SharePoint and hover over the folder or document you wish to manage. 2. **Manage Access**: A menu will appear; click on it and select 'Manage access'. 3. **Access Pane**: A pane will open on the right side of your screen, displaying existing groups and their permissions related to the file. 4. **Add Your New Group**: Click the button to add a group and enter the name of the group you just created. 5. **Set Permissions**: Your new group will now have access to the file with the permissions you assigned. To ensure exclusivity, remove access for other groups.
Conclusion
By following these steps, you can effectively manage who has access to your shared folders and documents in Microsoft Teams. This ensures that sensitive information is only accessible to designated members, even when shared in a public channel. Proper access management is crucial for maintaining privacy and security within your organization.

FAQ :

How do I share a folder in Microsoft Teams?

To share a folder in Microsoft Teams, navigate to the Teams channel, select the folder you want to share, and use the sharing options available. You can choose to share it with all members or restrict access to specific groups.

Can I restrict access to a document in SharePoint?

Yes, you can restrict access to a document in SharePoint by creating a group and assigning specific permissions to that group. This allows only selected members to access the document.

What are site permissions in SharePoint?

Site permissions in SharePoint determine who can access the site and what actions they can perform. You can manage these permissions through the settings menu.

What is the purpose of creating a group in SharePoint?

Creating a group in SharePoint allows you to manage permissions more efficiently by assigning access rights to multiple users at once, rather than individually.

How can I remove access for other groups to a folder?

To remove access for other groups to a folder, go to the folder's manage access settings and revoke permissions for the groups you want to restrict.

Quelques cas d'usages :

Restricting Document Access in a Corporate Environment

In a corporate setting, a project manager can create a group in SharePoint for a specific project team. By assigning permissions to this group, the manager ensures that only team members can access sensitive project documents, enhancing data security.

Collaborative Work on Shared Folders

A marketing team can use Teams channels to share a folder containing campaign materials. By managing access, they can allow only certain team members to edit the documents while others can only view them, facilitating collaboration while maintaining control.

Managing Permissions for Client Projects

A consultant can create a group for each client project in SharePoint. By assigning permissions to these groups, the consultant can ensure that only relevant team members and clients have access to project files, improving confidentiality and project management.

Training and Onboarding New Employees

During the onboarding process, HR can create a group for new hires and assign them access to training materials in SharePoint. This ensures that new employees have the necessary resources while keeping sensitive information secure from unauthorized access.

Glossaire :

SharePoint

A web-based collaboration platform that integrates with Microsoft Office. It is used for storing, organizing, sharing, and accessing information from any device.

Teams Channel

A dedicated section within Microsoft Teams where team members can communicate, collaborate, and share files related to specific topics or projects.

Permissions

Settings that determine what actions users can perform on files or folders, such as viewing, editing, or sharing.

Group

A collection of users in SharePoint or Teams that can be assigned specific permissions to access certain files or folders.

Cogwheel

An icon typically representing settings or configuration options in software applications.

Manage Access

A feature that allows users to view and modify the permissions associated with a file or folder.

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teams channel, whether public or private,

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all members have access to it.

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It is possible to restrict access only

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to a group of people of your choice.

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For this, go to the teams SharePoint

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and then to the documents section,

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then click on the cogwheel at the top

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right and then in the pop up menu select

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site permissions in the new window.

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Click here to access the advanced settings

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of permissions.

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A page opens in which you find existing

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groups at the top left click "add a group".

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Here you can set up. This new group,

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for example by designating the owner.

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And give this user the

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permissions of your choice.

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When you're done,

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click "create"at the bottom of the page.

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It's in this new window that you can add the

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people of your choice using the new button.

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The group is now created and contains

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the members you have selected.

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Now return to SharePoint to assign the

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permissions group to a folder or document.

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When you hover over a folder or document,

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this menu appears.

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Click on it and then select "manage access".

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The pane opens in right side of your screen.

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You will find existing groups and the

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authorizations related to this file.

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Pressed the button and enter the

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name of the group you just created.

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Your new group has access to the file

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with the permissions you have given it.

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By removing other groups,

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access to this folder,

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it will only be accessible

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to members of your choice,

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even if it is shared in a public

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channel in Microsoft Teams.

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