SharePoint (Modern Sites) - The admin role Tutorial

In this video, you will learn about the role of the administrator or admin for SharePoint and SharePoint Online.
The admin is defined by the global admin of the Office 365 Portal and their first task is to create the first site collection.
They can have one or multiple owners who are in charge of managing the top-level site and any future subsites.
Members can modify documents and guests can only view the site.
The admin also has a watcher role, managing storage quotas, user profiles, default language, and external sharing settings.
This knowledge will help you effectively manage SharePoint and SharePoint Online.

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Available in Microsoft365

Objectifs :

Understand the role of the administrator in SharePoint and SharePoint Online, including site collection creation, user management, and external sharing settings.

Chapitres :

Introduction to SharePoint Administration
In this tutorial, we will explore the essential role of the administrator (admin) in SharePoint and SharePoint Online. Understanding the responsibilities of an admin is crucial for effective management and utilization of SharePoint.
Defining the SharePoint Admin Role
The SharePoint admin is designated by the global admin of the Office 365 Portal. One of their primary responsibilities is to create the first site collection, which serves as a foundation for additional sites. This section will guide you through the process of site collection creation.
Site Collection Management
Within a site collection, there can be one or multiple owners. Owners are responsible for managing the top-level site and any future subsites. The hierarchy of roles includes: - **Owners**: Manage the site and subsites. - **Members**: Can modify documents and have additional permissions. - **Guests**: Limited to viewing the site only.
Admin Responsibilities
Beyond creating site collections and assigning owners, the admin has several key responsibilities: - **Storage Management**: Admins monitor the storage quota and allocate storage to sites. - **User Profile Management**: They manage user profiles, including default language settings. - **Audience Creation**: Admins can create audiences to customize the visibility of sites on users' home pages.
External Sharing Settings
A critical aspect of the admin's role is to configure settings for external sharing. This includes determining whether external sharing is permitted and how users can connect to SharePoint. Options may include: - Anonymous connections - Connections using email and password These settings apply to both sites and subsites.
Conclusion
In summary, the SharePoint admin plays a vital role in managing site collections, user permissions, and external sharing settings. Understanding these responsibilities is essential for leveraging SharePoint effectively in any organization.

FAQ :

What is the role of an administrator in SharePoint?

The administrator in SharePoint is responsible for managing site collections, assigning owners, configuring settings, and overseeing user profiles and permissions.

How do I create a site collection in SharePoint?

To create a site collection in SharePoint, the global admin must access the Office 365 Portal and follow the prompts to set up a new site collection, including defining its settings and permissions.

What are the differences between owners, members, and guests in SharePoint?

Owners have full control over the site and can manage settings and permissions. Members can modify documents and content, while guests have limited access, typically only able to view content.

What is external sharing in SharePoint?

External sharing allows users to share SharePoint content with individuals outside their organization. The administrator can configure whether this feature is enabled and how it operates.

How can I manage storage quotas in SharePoint?

The administrator can manage storage quotas by monitoring the allocated storage for each site collection and adjusting it as necessary through the SharePoint admin center.

Quelques cas d'usages :

Creating a New Project Site

An administrator can create a new site collection for a project team, assigning owners and members to manage the site. This allows for organized collaboration and document sharing among team members.

Managing User Permissions

An admin can set up different user roles (owners, members, guests) to control access to sensitive information, ensuring that only authorized personnel can modify or view certain documents.

Implementing External Collaboration

By configuring external sharing settings, an administrator can allow clients or partners to access specific SharePoint sites, facilitating collaboration while maintaining security.

Monitoring Storage Usage

An admin can regularly check the storage quota for site collections to ensure that they do not exceed limits, optimizing storage allocation and planning for future needs.

Creating Targeted Content for Audiences

An administrator can define audiences in SharePoint to tailor content visibility, ensuring that users see relevant information based on their roles or departments.

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.

SharePoint Online

A cloud-based version of SharePoint that is part of the Office 365 suite, allowing users to access SharePoint features via the internet.

Administrator (Admin)

A user with elevated permissions responsible for managing SharePoint sites, including creating site collections, assigning owners, and configuring settings.

Site Collection

A group of related SharePoint sites that share common features and settings, managed as a single entity.

Owner

A user with full control over a SharePoint site collection, responsible for managing the top-level site and any subsites.

Member

A user who has permissions to modify documents and content within a SharePoint site.

Guest

A user with limited access to a SharePoint site, typically only able to view content without making changes.

Storage Quota

The maximum amount of storage space allocated to a SharePoint site collection, managed by the administrator.

External Sharing

The ability to share SharePoint content with users outside of the organization, which can be configured by the administrator.

Audience

A group of users defined by the administrator to receive targeted content or site visibility based on specific criteria.

00:00:00

Welcome in this tutorial.

00:00:01

We will see and explain the role

00:00:05

of the administrator or admin for

00:00:09

SharePoint and SharePoint online.

00:00:11

It is essential to really understand the

00:00:14

role an admin has while using SharePoint.

00:00:18

To begin with.

00:00:19

The admin of SharePoint or SharePoint

00:00:22

online is defined by the global

00:00:25

admin of the Office 365 Portal.

00:00:27

Their first task will be to

00:00:30

create the first site collection.

00:00:32

So other sites could be created.

00:00:34

We will see later on on how to do so.

00:00:37

In this site collection you can

00:00:40

have one or multiple owners.

00:00:43

Owners are in charge of managing the top

00:00:45

level site and the future subsites, if any.

00:00:48

After the owner,

00:00:50

the next profile will be the

00:00:52

one of the member and or guest.

00:00:54

If I am a Member,

00:00:56

I will be able to modify documents,

00:00:58

among other options.

00:00:59

As a guest, however,

00:01:01

I can only view the site.

00:01:06

Besides creating site

00:01:07

collections and assign owners.

00:01:10

The admin also has a

00:01:11

watcher role. As they are the ones

00:01:14

to check what is the storage quota,

00:01:17

allocate its storage to sites?

00:01:20

And which is the SharePoint site by default?

00:01:24

They will manage the profile of the users.

00:01:27

The default language. And could also.

00:01:31

For example, create an audience

00:01:33

so you see automatically the sites

00:01:35

on your home page.

00:01:37

Last but not least,

00:01:39

he will also set in place the

00:01:41

settings for external sharing.

00:01:43

If it can be done or not.

00:01:46

And how to connect to SharePoint?

00:01:48

For instance, an anonymous connection

00:01:50

or by using an email and a password.

00:01:54

Everything that will be set is

00:01:56

for both the sites and subsites.

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