SharePoint (Classic Sites) - Understanding the different types and roles of team sites in SharePoint Tutorial

In this video, you will learn about the different types and roles of team sites in SharePoint.
The video covers the concept of team SharePoint sites, including public and private sites, and the importance of being cautious about sharing documents with external partners.
It also explains the three groups of users in a SharePoint site:
site owners, members, and site visitors.
The responsibility of site owners to assign appropriate access rights to internal and external users is highlighted.
This understanding of team sites in SharePoint will help you effectively manage and collaborate on projects within your organization.

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Objectifs :

This document aims to provide a comprehensive overview of Teams SharePoint sites, their functionalities, user roles, and best practices for managing access to ensure data security and effective collaboration.

Chapitres :

Introduction to Teams SharePoint Sites
Teams SharePoint sites serve as common online storage spaces designed for sharing data, co-editing files, and broadcasting information both internally and with external partners. Unlike SharePoint communication sites, which are restricted to internal users, Teams SharePoint sites allow for broader access while maintaining a professional standard.
Accessibility and Vigilance
These sites can be accessed from any device—PC, mobile, or tablet—provided there is an internet connection. It is crucial to be vigilant about the individuals with whom documents are shared, ensuring that sensitive information remains secure.
Types of SharePoint Sites
There are two main types of Teams SharePoint sites: - **Public Sites**: Accessible to all employees within the organization. - **Private Sites**: Restricted to specific members, with access managed by the site owners. To determine the type of a site, refer to the label displayed under the site title on its homepage.
Best Practices for Document Management
It is advisable to create separate sites for internal and external documents to prevent accidental sharing of sensitive information. By default, it is recommended to maintain two distinct sites for clarity and security.
User Roles in SharePoint Sites
There are three primary user roles within a SharePoint site: - **Site Owners**: Responsible for managing access to data and ensuring that only authorized individuals can enter collaborative spaces. - **Members**: Typically users who contribute to the site’s content. They can view, add, update, and delete documents and lists. - **Site Visitors**: Users who only need to view and read information without the ability to edit or add content. Users can easily identify site owners through the site panel for any necessary contact regarding access or content.
Managing Access and Permissions
Access to data is the responsibility of the site owners, who must assign appropriate rights to both internal and external users. Additionally, SharePoint site administrators can create different user groups to manage access and permissions efficiently.
Further Learning
For more detailed information on managing SharePoint sites, it is recommended to watch the site owner videos available in this module.

FAQ :

What is SharePoint used for?

SharePoint is used for online storage, collaboration, and sharing of documents and information within organizations, as well as with external partners.

What are the different types of SharePoint sites?

There are two main types of SharePoint sites: public sites, which are accessible to all employees, and private sites, which are restricted to specific members.

Who are the site owners in SharePoint?

Site owners are users responsible for managing a SharePoint site, ensuring that only qualified individuals have access to the site's content.

Can I share a SharePoint site with external partners?

Yes, you can share your SharePoint site with external partners, but it is important to keep internal and external information separate by creating distinct sites.

What are the roles of members and visitors in a SharePoint site?

Members can view, add, update, and delete content, while visitors can only view and read information without editing capabilities.

How can I manage access rights in SharePoint?

Access rights can be managed by site owners who assign appropriate permissions to internal and external users, and by creating user groups for mass access management.

Quelques cas d'usages :

Collaborative Project Management

Teams can use SharePoint sites to manage projects collaboratively by sharing documents, tracking progress, and assigning tasks. This improves communication and ensures that all team members have access to the latest information.

Document Sharing with External Partners

Organizations can create separate SharePoint sites for sharing documents with external partners, ensuring that sensitive internal information remains secure while facilitating collaboration on joint projects.

Training and Onboarding

SharePoint can be used to create training sites where new employees can access onboarding materials, company policies, and training documents, streamlining the onboarding process.

Data Management and Reporting

SharePoint sites can be utilized for managing data and generating reports. Site owners can control access to sensitive data while allowing team members to contribute to data collection and analysis.

Event Planning

Teams can use SharePoint to plan and organize events by sharing schedules, documents, and resources. This ensures that all team members are informed and can collaborate effectively.

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 site

A specific area within SharePoint where users can collaborate, share documents, and manage information. Sites can be public or private.

Public site

A SharePoint site that is accessible to all employees within an organization.

Private site

A SharePoint site that is restricted to specific members, with access managed by the site owners.

Site owners

Users who manage a SharePoint site, ensuring appropriate access to data and maintaining the site's content.

Members

Users who have permissions to view, add, update, and delete content within a SharePoint site.

Site visitors

Users who can only view and read information on a SharePoint site but cannot edit or add content.

User groups

Collections of users within SharePoint that can be assigned specific permissions to manage access and rights efficiently.

Access rights

Permissions assigned to users that determine what actions they can perform on a SharePoint site, such as viewing, editing, or deleting content.

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online storage space is dedicated

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to share data Co edit files and

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broadcast information internally,

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but also with external partners.

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Unlike share point communication

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sites which are intended for people

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inside your organization only.

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This information and documents which

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must remain strictly professional,

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are accessible from any device, PC,

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mobile or tablet with an Internet connection.

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It is therefore necessary to be

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vigilant about the people with

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whom we share these documents.

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There are two types of team SharePoint sites.

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Public, that is all employees in your

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organization can view this side or private.

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For instance only for members whose axis

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is managed by the owners of the site.

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To find out the type a site belongs to.

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Refer to the mention that appears

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under the title of the site

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on the home page of the site.

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In both cases,

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you can share your share point site

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with partners outside your business.

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So be careful not to store information

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which is meant for internal

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employees with the one for your

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external partners on the same side.

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It is best to create two distinct sites.

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By default there are three groups

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of users in a SharePoint site.

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Site owners.

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Who guarantee access to data and

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ensure that only qualified people

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can access to collaborative spaces.

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Members who are usually users who

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work on the content of the site.

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They can view, add,

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update and delete documents,

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lists or other tools.

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Site visitors who are usually users who

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only need to view and read information

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they cannot edit or add content.

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From this panel you can easily find

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the site owner or owners if you need

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to contact them to add a member or

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access content present on the side.

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Access to data is there for the

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responsibility of owners who must

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assign the appropriate level of

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rights to internal or external users.

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It is also possible for the

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SharePoint site administrator to

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create different user groups to

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manage mass access and permissions.

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For more information,

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watched the site owner videos in this module.

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