SharePoint (Classic Sites) - Targeting content using a specific audience Tutorial

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Objectifs :

This video aims to guide users on how to enable audience targeting in SharePoint document libraries, allowing specific content to be visible only to designated groups or audiences.

Chapitres :

Introduction to Audience Targeting
Audience targeting in SharePoint allows for the customization of content visibility based on user groups. This feature is particularly useful for organizations that need to restrict access to sensitive documents or information to specific departments or teams.
Identifying Audiences
Audiences can be identified through various means, including: - SharePoint groups - Distribution lists - Security groups - A rule system to create a global audience For instance, you can configure a document library so that only members of the legal department can view certain documents.
Step 1: Enabling Audience Targeting
To enable audience targeting for a document library, follow these steps: 1. Open the relevant document library. 2. Click on 'Settings' located at the top right corner. 3. Select 'Library Settings'. 4. Under the 'General Settings' column, find 'Audience targeting settings'. 5. Check the box to enable audience targeting (this box is unchecked by default). 6. Click 'OK' to validate your changes.
Step 2: Defining Audience for Individual Items
Once audience targeting is enabled, you can specify which audience can view individual items in the library. Here’s how: 1. Navigate back to the contents of your library. 2. Identify the document you want to restrict access to. 3. Click on the three dots next to the document and select 'Properties' via the 'More' button. 4. In the document properties, click on 'Edit Item'. 5. In the 'Targeted Audience' section, click 'Modify'. 6. Choose an audience from your global audiences, security distribution groups, or SharePoint groups.
Example: Restricting Access to Suppliers
For example, if you want a document to be visible only to your suppliers, you would: - Select the SharePoint group created for suppliers. - Search for the group and select it. - Confirm the selection and click 'Save'. This ensures that only members of the 'providers' permission group can access the document.
Conclusion
By following these steps, you can effectively manage document visibility in SharePoint, ensuring that sensitive information is only accessible to the appropriate audiences. This enhances security and streamlines access to necessary documents for specific teams.

FAQ :

What is audience targeting in SharePoint?

Audience targeting in SharePoint is a feature that allows you to restrict the visibility of content in lists or libraries to specific groups of users, ensuring that only the intended audience can access certain documents.

How do I enable audience targeting for a SharePoint library?

To enable audience targeting for a SharePoint library, go to the library settings, find the 'Audience targeting settings' under general settings, check the 'Enable audience targeting' box, and click OK.

Can I target documents to specific SharePoint groups?

Yes, you can target documents to specific SharePoint groups by modifying the document properties and selecting the desired audience from your global audiences or SharePoint groups.

What types of groups can be used for audience targeting?

You can use SharePoint groups, security groups, or distribution lists for audience targeting in SharePoint.

What happens if I do not enable audience targeting?

If audience targeting is not enabled, all users with access to the library will be able to see all documents, regardless of any specific audience settings you may want to apply.

Quelques cas d'usages :

Restricting Access to Sensitive Documents

In a legal department, audience targeting can be used to ensure that only members of the legal team can access sensitive legal documents, preventing unauthorized access from other departments.

Managing Supplier Documentation

A company can use audience targeting to share specific documents with suppliers by creating a SharePoint group for suppliers, ensuring that only they can view or edit the relevant documents.

Internal Communication for Project Teams

Project teams can utilize audience targeting to share project-related documents only with team members, enhancing collaboration while keeping information secure from other employees.

Training Material Distribution

An organization can target training materials to specific employee groups, ensuring that only those who need the training can access the materials, thus improving training efficiency.

Compliance Document Management

Companies can apply audience targeting to compliance documents, making them accessible only to compliance officers, thereby ensuring that sensitive compliance information is not exposed to unauthorized personnel.

Glossaire :

Audience Targeting

A feature that allows content in a SharePoint library or list to be displayed only to specific groups of users, enhancing content visibility management.

SharePoint Groups

Collections of users in SharePoint that can be assigned permissions to access specific content or features within a SharePoint site.

Distribution Lists

Email lists that allow messages to be sent to multiple recipients at once, often used for communication within organizations.

Security Groups

Groups that are used to manage user permissions and access rights to resources in a network or system.

Global Audience

A set of users defined by specific criteria that can be targeted for content visibility in SharePoint.

Library Settings

Configuration options available for a document library in SharePoint, allowing users to manage permissions, audience targeting, and other features.

Permission Group

A group of users that have been assigned specific permissions to access or modify content within a SharePoint site.

Edit Item

A function that allows users to modify the properties and settings of a specific item or document within a SharePoint library.

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targeted to be displayed only to people

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who are members of a specific audience.

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An audience can be identified using

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SharePoint groups using distribution

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lists using security groups.

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Or using a rule system to create

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what is called a global audience.

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For example, you can add content

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to a library of documents.

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There will only be visible

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to the legal Department.

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The first step will be to enable audience

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targeting on the relevant list or library.

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To do this,

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open the list or library concerned.

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In my example,

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we will take a library of documents.

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Then click settings at the top right

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and then choose library settings.

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Under the first column general settings.

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You will find.

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Audience targeting settings.

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We are going to have to check the

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little enable audience targeting box.

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This small box is not checked

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by default once it is checked,

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validate by clicking OK.

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We will be able to move on to Step 2.

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We will define the individual

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items in the list or library

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for which we want an audience.

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Let us take an example.

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I am going back to the

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contents of my library.

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I would like for example, that this document.

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Is only visible by specific audience.

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For example my suppliers.

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I remind you in a previous video we create

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a permission group for our suppliers.

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Well I would like everyone in this

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providers group to be the only ones who

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can specifically see this document.

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I will click on the three little dots

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and I will find via the more button.

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Properties.

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In the properties of the document.

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I will click Vieta Ribbon on edit item.

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You see,

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for now,

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in targeted audience is there is no audience,

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so I click modify.

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And from this page I will be

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able to choose an audience from

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one of my global audiences.

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A security distribution group

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or a share point group.

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I remind you we wanted this document

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to be only accessible by my suppliers,

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so I will use the SharePoint

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group that I created for them.

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We will search for this group and normally

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we should find it without any worries.

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We found it perfect.

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We also see the number of members.

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So I am going to select

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this SharePoint group.

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I validate.

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Then I do not forget to click save.

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Again, perfect.

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The audience is well activated.

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Only members of the permission

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group called providers will

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be able to see this document.

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