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✅ How to set SharePoint Permissions - Tutorial

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This content provides a practical guide on how to set and manage permissions within Microsoft SharePoint, covering site-level, document library-level, and individual document-level controls to ensure data security and appropriate access.

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hey everyone kevin here today i want to

show you how you can set permissions in

microsoft sharepoint i'll show you how

you can do it to the site the document

library and even an individual document

so what are permissions and why should

you care

permissions define who's allowed to do

what who can go in and change the way

the sharepoint site looks who can read

that individual document they are

critically important

all right let's jump on the pc and let's

start setting some permissions here i am

on the sharepoint home page and before

we jump in and start talking about

permissions i wanted to call out that if

you're brand new to sharepoint and maybe

you haven't used it before and you want

to understand well what are the benefits

how could you start taking advantage of

it i've included a link to an

introductory video down below in the

description that will give a very good

overview of how you can start using

sharepoint with that now out of the way

let's dig into permissions

you can set your permissions upfront

when you create a new sharepoint site

you can also go back to an existing

sharepoint site and you can modify your permissions

permissions

now i am a little embarrassed to say at

the kevin cookie company we've recently

had an employee who stole our secret

cookie recipes

it's really been a big hit to the

company and part of the problem was we

just didn't have good permissions in

place so today i'm on point to set up a

new sharepoint site and i need to make

sure that i set the proper permissions

and for this i'm going to set up a new

sharepoint site

up in the top left hand corner i can

click on this link to create a new site

this opens up a pane over on the right

hand side where i can decide what type

of site i want to set up

the most common selection is a team site

let's say you're working on a project

you're working with a team you want to

share files maybe you want to share a

calendar you'll use a team site to do that

that

you can also set up a communication site

now this is more intended for one-way

communication you can think of maybe

your executive leadership team wants to

communicate out to the organization they

would use a communication site since

you'll most often use a team site we're

going to use that today and i'll show

you how to set permissions here let's

click on this next i can choose a site

name and for this i want to create a

site that's going to house all of our

cookie recipes so i'll type in cookie

recipes and it looks like this site is

available that's great right down below

i'll type in a site description and this

is where we're going to keep all of the

recipes behind our great tasting cookies

and down below this is our first

opportunity to start setting permissions

right here i can decide whether the site

is public and this means that anyone in

the organization can access this site

now previously i had it set to public

and this is where one of our employees

came in and they store our secret recipe

so i need to clamp down on things a

little bit more

i could also set up a private sharepoint

site and this is where i can define all

of the members who have access to this

site for this sharepoint site i'll

select private now one thing to keep in

mind is just because you choose public

or private here we can always come back

in later on and we can change this

option and i'll show you exactly how you

can do that

all these other settings look good so

i'll click on next

on the next screen i can add members to

this group and this also allows me to

set permissions for these different people

people

right up here i can add additional

owners so what can an owner do well as

an owner i basically have full control i

could add additional members i have

control of the site settings i could add

web parts i control the site security i

could even delete this entire site if i

wanted to so owners have full control so

think carefully before you add someone

down below you can also add members so

what is a member and how is that

different from an owner well as a member

well you can add other members but you

need approval from owners before you can

add them

you could also add edit delete content

you could create lists but you can't go

in and you can't delete the site so it's

a little bit more restricted in terms of

what you can do as a member compared to

an owner and for now i want to add one

member i'll add patty fernandez she's

the president here at the kevin cookie company

company

later on i'll show you how you can add

even more permissions beyond just owner

and members for now this looks good so

i'll click on finish

this now drops me in my new sharepoint

site and right here in the top right

hand corner i can see that this is

currently set to a private group and i

see that there are only two members here

if i jump over to paddy's view paddy's

also able to access this sharepoint site

she's a member of this site so she can

navigate to this site just like i can

here i am now in diego's view and diego

we didn't even mention him yet and he's

not a member of this site

when diego tries to access this site

he's greeted with this message that

tells him that he needs permission to

access this site so he's unable to see

it by default now he could come in and

he could request access but then me as

the owner i would have to grant diego

access to this site now i do feel kind

of bad that diego can't access this site

and he can't see our secret recipe i

mean he is part of the leadership team

so he should probably have access now

i'm back here in my account and i

created this sharepoint site so i'm the

owner of this site i can very easily add

diego here up in the top right hand

corner i can click on this text that

says two members and this opens up all

of the group membership and here i can

confirm that i'm the owner and patty is

one of the members now i can click on

this text that says add members and i

can add diego here i'll type in diego's

name here i see diego our hr manager and

then i'll click on save here this is

added diego and by default it makes him

a member now i could click on this drop

down and i could switch him to an owner

if i want but i want to keep the owner

group small that gives a lot of

permission so i'll leave diego as a

member i'm back now in paddy's view and

up in the top right hand corner we can

see that there are now three members if

patty clicks on this here too she can

see all of the different members but

remember that patty is just a member so

compared to me patty cannot come in here

and add any other members and same with

diego he can't add any other members

only me as the owner can add other

members also one difference you'll

notice patty also can't elevate someone

to become an owner she can't change any

of the permissions on these different

members only the owner can do that back

now in my view once again i could click

over here on members and i could add any

number of members and when i click on

add members i can add people in my

organization or i could even add people

outside of my organization so let's say

maybe we have a contractor who is going

to help us at the kevin cookie company i

can type in their email address here and

that would give them guest access to our

sharepoint site now once again this is a

highly prized asset of our cookie recipe

so i don't want to have external people

come in here so for now i'm just going

to click on cancel when i created this

new sharepoint site i set it to a

private group so i need to come in and

add every single member who has access

to this site now let's say that actually

i was just creating a sharepoint site

and i want to be super transparent and

let anyone in the organization come in

and access this site and any files

within this site i can change this to a

public group so just because i set it up

front doesn't mean i can't go back later

and change that

to change this you can go up to the

settings gear in the top right hand

corner and within this menu there's an

option called site information when we

click on this here i could view the site

logo the site name and all of that and i

can make changes to it but down here

there's also privacy settings now i can

click on this and i can switch it to a

public site so when i do this i'll click

on save i've now changed this site to a

public group and here you'll see that it

says public group i still see that there

are only three members but now anyone

can come in and access this site let's

jump over to nestor's view to see what

this experience is like i'm now in

nestor's view and he navigated to this

sharepoint site now once again up in the

top right hand corner we can see that

it's currently set to a public group so

even though nestor's not one of the

group members he's able to access all

the contents on this sharepoint site so

maybe you have some content that really

isn't confidential and you want to share

it with your entire organization you can

set it to a public group and anyone

inside your company will have access it

doesn't give access outside of the

company but it makes it easier internally

internally

back now in my view i want to share this

secret recipe here so i need to clamp

down on who has access so of course i

don't want to make this a public group

so once again to change this i could go

up to the settings gear i'll go down to

site information and once again i'll

change this back to a private site and

then click on save and just like that

i've now turned this sharepoint site

private again and only the three members

listed here will have access to any of

the contents now you might be wondering

are there any other differences between

say being an owner and just being a member

member

here in my view as an owner i could come

over and i could create new items i

could create a new list a new document

library i could upload files when i go

up to the settings gear here i have a

whole bunch of different options once

again i can edit the site information i

could set these site permissions i could

change the look change the site designs

let's jump over to patty to see what she

can do here in paddy's view she can do a

lot of what i can do as an owner here as

a member patty could come in she could

add a new list a document library she

can upload documents she can even edit

what this sharepoint site looks like

however when we go up to the settings

gear you'll notice this menu is a little

bit shorter she can't go into the site

information although she could view the

site permissions she can't set them so

once again permissions define what

features and capabilities you have

available to you and as a member you

have fewer features available to you

back now in my view how do you actually

set who gets access to what what should

a member have versus what should an

owner have well if we go up to the

settings gear in the top right hand

corner there's an option called site

permissions let's click on that within

site permissions here again i can invite

additional people and give them access

to this sharepoint site

right down here i can review who all of

the different site owners are

when i created this sharepoint site it

also created a new group that contains

all of the different members

here i can hover over this and i can see

who all of the members are so let me

click into this and i'll click over onto

members here i can review all the

members of this group and here i can

confirm that i'm currently an owner and

diego and patty are both members

here too i could also review who all the

site members are and here again it also

creates a group for all the site members

and down below there's a new category

called site visitors so what is a site

visitor well from top to bottom you

basically go from full access being the

owner a little bit more restricted as a

member to the least power or at least

control as a visitor you can read and

download content but you can't edit

anything you can't make changes to the

sharepoint site so this role is focused

on consumption of content we've talked

about how you can add new site owners

we've also looked at how you can add new

site members and in a moment i'll show

you how you can add site visitors but

before we do that there is a massive

risk for my new sharepoint site both

patty and diego although i trust them a

lot they can share this site they could

share the recipe with anyone and they'll

also get access i need to jump into the

sharing settings and let me modify these

this drops me in these site sharing

settings and here i could define what

all different members of the site can

share can they share files can they

share the folders can they share the all

up site

from the top this is the least

restrictive and going down it becomes

more restrictive with our cookie recipe

this is a highly valuable asset to the

company and i need to make sure that

there is not broad sharing of it so i'm

going to select this option so only the

site owner so only i can share this

recipe with others

and down below there's a toggle for

allow access requests so if you're not a

member of this site are you allowed to

request access to it now once again this

is a highly confidential cookie recipe

so i don't even want people requesting

access so i'll toggle this off and then

i'll click on save

now that we've set the sharing settings

let's go down and click on advanced

permission settings i want to see what

else i can do to make sure that our

cookie recipe stays safe this now drops

me in sharepoint permissions and i now

have full control over who can access what

what

let's first focus right here in the

center of the page here i can see my

three different groups that are by

default established for me when i

created this sharepoint site here i have

cookie recipes members and this is what

patty and diego are part of

over here on the right hand side i can

see that the permission level is set to edit

edit

right down below i can see there's

another group for owners and this is

what i'm part of and as an owner i have

full control

and underneath that there's another

default group that's set up called

visitors and no one's currently part of

this group and this group has read

access to the contents on the sharepoint

site although sharepoint sets up these

three groups for us and it's very nice

of sharepoint to do that i'm not just

limited to this set

up in the top left hand corner i can

create additional groups so maybe i want

to have another members group with maybe

a different set of permissions i can

configure that by clicking on this button

button

now nestor's been bugging me that he

wants to view the recipe i don't know if

i want nestor coming around and messing

with our sharepoint site but he should

have read access so i want to add nester

to the visitors group

to add nester to visitors i'll go up

into the top left hand corner and click

on grant permissions this now opens up a

prompt where i can give permission to

nester here i'll type in nester's name

i'll type in nester wilk and that looks

good i could type in a message down

below he knows what this is so no need

to enter in a message and down below i

can click on show options

and right here i can set the permission

level so i can assign nester to one of

these pre-existing groups i could add

them to members owners or visitors and

down below i see even more permission

levels you have full control design edit

contribute and read now so far

throughout this you'll see here that

owners is assigned full control so

that's the highest level of permission

right here you have edit which doesn't

have quite as much power as full control

and then you have read at the very

bottom so when you look at these

different permission levels you go from

the least restrictive or the most amount

of power and as you go down this list

you go down to the most restrictive or

the least amount of power

now i could assign nester to one of

these specific permission levels but i'd

rather assign him to a group by

assigning nester to a group maybe

someone else comes along in the future

and i also want them to have read-only

access then i'd also assign that person

to visitors now let's say i need to

modify permissions for the all up group

i can simply come in and i could modify

the whole group if instead i had

assigned each individual to a specific

permission level well then i'd have to

go through all of the different

individuals to update their permissions

so as a best practice it's always the

best to assign people to different

groups here i'll select visitors and

then click on share back now on the main

screen if i click into cookie recipe

visitors here i can see that nester is

part of this group so that's exactly

what i wanted i'll click on back as you

can see nester is currently part of the

visitors group and his permission level

is read but what does read really mean

and what can you do if you have read permission

permission

right up here on the top ribbon let's

click into permission levels this shows

me all of the different permission

levels that i can assign these are all

pre-created for me however i could also

go in and i could add my own permission

levels by clicking on add a permission

level however i think sharepoint did a

good job and they have good presets in

place so let me click into read just to

see what all that entails here within

read i can see the name of the

permission level and i can also see a

description of it and here i can see all

of the different features within

sharepoint and the check mark indicates

that nestor will have access to this so

he could view items he could open items

but he can't add new items he can't

delete items so this defines what

permissions he has here i could go

through i can make modifications if i

want to and down below maybe i copy the

permission level maybe i want to make a

new one based off of this

all of this looks good here i don't need

to make any changes so i'll click on

cancel back now on the permission level

screen you can click on any one of these

to dig into it to see what are the

actual controls and what are the actual

features you get with each one of these

permission levels and if you want to

change them you can click into any one

of them and you can make changes you

could create new ones you could delete

any one of these permission levels so

you truly do have full control over what

people can do on a sharepoint site as

you go through and you set up your

permissions and you assign different

individuals to these different groups

these permissions apply to everything on

the sharepoint site so if you have

document libraries if you have

individual documents the permissions

from here cascade down to those

different items basically your document

library and your individual documents

will inherit all of these permissions

but what if you want different

permissions on a document library or

maybe on an individual document let's

see how we can set it and let's start

with a document library here i'll click

over on documents i'm now in a document

library and to set permissions just for

this specific document library i can go

up to the top right hand corner click on

this settings gear and right here

there's an option for library settings

when i click on this this opens up a

number of settings and right in the

middle at the top there's an option for

permission for this document library

let's click on that this now drops me

into the document library and as you can

see this library inherits the

permissions from the parent from cookie

recipes i could come in here and i could

click on stop inheriting permissions and

i could customize what the permissions

look like just for this document library

as a word of caution if you start

modifying permissions on the document

library level and on the individual

document level the overhead of managing

all of that goes up ideally you want to

manage as many permissions on a higher

level as possible back within the

document library here i finally uploaded

my top secret recipe i've gone through

i've set all the permissions and i feel

confident now to place this document on

this site

now i can also set the permissions on

this specific document when i hover over

the document i'll see an ellipsis over

here and there's the option to manage access

access

over on the right hand side here i can

see who all has access to this document

and right down here i can see that the

owner has access the visitors have

access and the members have access now

with nester i know i added him as a

visitor and i do want him to read

contents on this site but i don't want

him to read this top secret recipe i can

click on this drop down and i'll go down

and let's click on stop sharing here

i'll click on remove and now although

nestor can view everything on this site

he won't be able to see this recipe i

feel a lot better now

down in the bottom right hand corner i

can also click on advanced and this will

look similar to what the permission

screen looks like for the site and for

the document library

and here i have similar controls over

the permissions for this specific document

document

and just like that i have now secured

our sharepoint site and i can sleep like

a baby tonight knowing that this recipe

is safe and that only me patty and diego

have access to it you know the last

thing i would want is for a recipe like

this to end up on youtube that would be

devastating for our business all right

well that's how you can set permissions

in sharepoint if you enjoyed this video

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YouTube Transcript:✅ How to set SharePoint Permissions - Tutorial