0:07 hey everyone kevin here today i want to
0:10 show you how you can set permissions in
0:13 microsoft sharepoint i'll show you how
0:15 you can do it to the site the document
0:19 library and even an individual document
0:21 so what are permissions and why should
0:22 you care
0:25 permissions define who's allowed to do
0:27 what who can go in and change the way
0:30 the sharepoint site looks who can read
0:32 that individual document they are
0:34 critically important
0:36 all right let's jump on the pc and let's
0:39 start setting some permissions here i am
0:42 on the sharepoint home page and before
0:44 we jump in and start talking about
0:46 permissions i wanted to call out that if
0:49 you're brand new to sharepoint and maybe
0:51 you haven't used it before and you want
0:53 to understand well what are the benefits
0:55 how could you start taking advantage of
0:57 it i've included a link to an
0:59 introductory video down below in the
1:01 description that will give a very good
1:03 overview of how you can start using
1:06 sharepoint with that now out of the way
1:08 let's dig into permissions
1:10 you can set your permissions upfront
1:12 when you create a new sharepoint site
1:14 you can also go back to an existing
1:16 sharepoint site and you can modify your permissions
1:18 permissions
1:20 now i am a little embarrassed to say at
1:22 the kevin cookie company we've recently
1:25 had an employee who stole our secret
1:27 cookie recipes
1:28 it's really been a big hit to the
1:31 company and part of the problem was we
1:33 just didn't have good permissions in
1:36 place so today i'm on point to set up a
1:38 new sharepoint site and i need to make
1:40 sure that i set the proper permissions
1:42 and for this i'm going to set up a new
1:44 sharepoint site
1:46 up in the top left hand corner i can
1:48 click on this link to create a new site
1:50 this opens up a pane over on the right
1:53 hand side where i can decide what type
1:55 of site i want to set up
1:58 the most common selection is a team site
2:00 let's say you're working on a project
2:01 you're working with a team you want to
2:03 share files maybe you want to share a
2:06 calendar you'll use a team site to do that
2:07 that
2:09 you can also set up a communication site
2:11 now this is more intended for one-way
2:14 communication you can think of maybe
2:16 your executive leadership team wants to
2:18 communicate out to the organization they
2:20 would use a communication site since
2:22 you'll most often use a team site we're
2:24 going to use that today and i'll show
2:26 you how to set permissions here let's
2:28 click on this next i can choose a site
2:30 name and for this i want to create a
2:32 site that's going to house all of our
2:34 cookie recipes so i'll type in cookie
2:37 recipes and it looks like this site is
2:39 available that's great right down below
2:41 i'll type in a site description and this
2:43 is where we're going to keep all of the
2:46 recipes behind our great tasting cookies
2:49 and down below this is our first
2:51 opportunity to start setting permissions
2:54 right here i can decide whether the site
2:56 is public and this means that anyone in
2:58 the organization can access this site
3:00 now previously i had it set to public
3:02 and this is where one of our employees
3:04 came in and they store our secret recipe
3:06 so i need to clamp down on things a
3:08 little bit more
3:10 i could also set up a private sharepoint
3:12 site and this is where i can define all
3:14 of the members who have access to this
3:16 site for this sharepoint site i'll
3:19 select private now one thing to keep in
3:21 mind is just because you choose public
3:23 or private here we can always come back
3:25 in later on and we can change this
3:27 option and i'll show you exactly how you
3:28 can do that
3:30 all these other settings look good so
3:32 i'll click on next
3:35 on the next screen i can add members to
3:37 this group and this also allows me to
3:39 set permissions for these different people
3:40 people
3:42 right up here i can add additional
3:45 owners so what can an owner do well as
3:48 an owner i basically have full control i
3:50 could add additional members i have
3:52 control of the site settings i could add
3:55 web parts i control the site security i
3:57 could even delete this entire site if i
4:00 wanted to so owners have full control so
4:02 think carefully before you add someone
4:05 down below you can also add members so
4:07 what is a member and how is that
4:10 different from an owner well as a member
4:12 well you can add other members but you
4:14 need approval from owners before you can
4:15 add them
4:17 you could also add edit delete content
4:19 you could create lists but you can't go
4:22 in and you can't delete the site so it's
4:24 a little bit more restricted in terms of
4:26 what you can do as a member compared to
4:28 an owner and for now i want to add one
4:31 member i'll add patty fernandez she's
4:33 the president here at the kevin cookie company
4:34 company
4:36 later on i'll show you how you can add
4:38 even more permissions beyond just owner
4:41 and members for now this looks good so
4:42 i'll click on finish
4:45 this now drops me in my new sharepoint
4:47 site and right here in the top right
4:49 hand corner i can see that this is
4:52 currently set to a private group and i
4:54 see that there are only two members here
4:56 if i jump over to paddy's view paddy's
4:59 also able to access this sharepoint site
5:01 she's a member of this site so she can
5:03 navigate to this site just like i can
5:06 here i am now in diego's view and diego
5:09 we didn't even mention him yet and he's
5:11 not a member of this site
5:13 when diego tries to access this site
5:15 he's greeted with this message that
5:17 tells him that he needs permission to
5:19 access this site so he's unable to see
5:21 it by default now he could come in and
5:24 he could request access but then me as
5:26 the owner i would have to grant diego
5:29 access to this site now i do feel kind
5:31 of bad that diego can't access this site
5:33 and he can't see our secret recipe i
5:35 mean he is part of the leadership team
5:38 so he should probably have access now
5:40 i'm back here in my account and i
5:42 created this sharepoint site so i'm the
5:45 owner of this site i can very easily add
5:48 diego here up in the top right hand
5:49 corner i can click on this text that
5:52 says two members and this opens up all
5:54 of the group membership and here i can
5:56 confirm that i'm the owner and patty is
5:58 one of the members now i can click on
6:00 this text that says add members and i
6:03 can add diego here i'll type in diego's
6:06 name here i see diego our hr manager and
6:08 then i'll click on save here this is
6:11 added diego and by default it makes him
6:13 a member now i could click on this drop
6:14 down and i could switch him to an owner
6:16 if i want but i want to keep the owner
6:18 group small that gives a lot of
6:20 permission so i'll leave diego as a
6:23 member i'm back now in paddy's view and
6:25 up in the top right hand corner we can
6:28 see that there are now three members if
6:30 patty clicks on this here too she can
6:32 see all of the different members but
6:35 remember that patty is just a member so
6:37 compared to me patty cannot come in here
6:40 and add any other members and same with
6:42 diego he can't add any other members
6:45 only me as the owner can add other
6:47 members also one difference you'll
6:49 notice patty also can't elevate someone
6:52 to become an owner she can't change any
6:53 of the permissions on these different
6:56 members only the owner can do that back
6:58 now in my view once again i could click
7:01 over here on members and i could add any
7:03 number of members and when i click on
7:05 add members i can add people in my
7:08 organization or i could even add people
7:10 outside of my organization so let's say
7:12 maybe we have a contractor who is going
7:14 to help us at the kevin cookie company i
7:16 can type in their email address here and
7:18 that would give them guest access to our
7:21 sharepoint site now once again this is a
7:23 highly prized asset of our cookie recipe
7:25 so i don't want to have external people
7:27 come in here so for now i'm just going
7:29 to click on cancel when i created this
7:31 new sharepoint site i set it to a
7:33 private group so i need to come in and
7:36 add every single member who has access
7:38 to this site now let's say that actually
7:40 i was just creating a sharepoint site
7:42 and i want to be super transparent and
7:45 let anyone in the organization come in
7:47 and access this site and any files
7:50 within this site i can change this to a
7:52 public group so just because i set it up
7:54 front doesn't mean i can't go back later
7:55 and change that
7:57 to change this you can go up to the
7:59 settings gear in the top right hand
8:01 corner and within this menu there's an
8:04 option called site information when we
8:06 click on this here i could view the site
8:08 logo the site name and all of that and i
8:10 can make changes to it but down here
8:13 there's also privacy settings now i can
8:15 click on this and i can switch it to a
8:17 public site so when i do this i'll click
8:20 on save i've now changed this site to a
8:22 public group and here you'll see that it
8:24 says public group i still see that there
8:26 are only three members but now anyone
8:28 can come in and access this site let's
8:30 jump over to nestor's view to see what
8:32 this experience is like i'm now in
8:35 nestor's view and he navigated to this
8:37 sharepoint site now once again up in the
8:39 top right hand corner we can see that
8:41 it's currently set to a public group so
8:43 even though nestor's not one of the
8:45 group members he's able to access all
8:48 the contents on this sharepoint site so
8:50 maybe you have some content that really
8:51 isn't confidential and you want to share
8:54 it with your entire organization you can
8:56 set it to a public group and anyone
8:58 inside your company will have access it
8:59 doesn't give access outside of the
9:01 company but it makes it easier internally
9:02 internally
9:05 back now in my view i want to share this
9:07 secret recipe here so i need to clamp
9:09 down on who has access so of course i
9:11 don't want to make this a public group
9:13 so once again to change this i could go
9:16 up to the settings gear i'll go down to
9:18 site information and once again i'll
9:20 change this back to a private site and
9:22 then click on save and just like that
9:24 i've now turned this sharepoint site
9:27 private again and only the three members
9:29 listed here will have access to any of
9:31 the contents now you might be wondering
9:33 are there any other differences between
9:35 say being an owner and just being a member
9:36 member
9:38 here in my view as an owner i could come
9:40 over and i could create new items i
9:41 could create a new list a new document
9:44 library i could upload files when i go
9:46 up to the settings gear here i have a
9:48 whole bunch of different options once
9:50 again i can edit the site information i
9:52 could set these site permissions i could
9:55 change the look change the site designs
9:57 let's jump over to patty to see what she
10:00 can do here in paddy's view she can do a
10:02 lot of what i can do as an owner here as
10:04 a member patty could come in she could
10:06 add a new list a document library she
10:09 can upload documents she can even edit
10:11 what this sharepoint site looks like
10:13 however when we go up to the settings
10:16 gear you'll notice this menu is a little
10:18 bit shorter she can't go into the site
10:20 information although she could view the
10:23 site permissions she can't set them so
10:26 once again permissions define what
10:28 features and capabilities you have
10:31 available to you and as a member you
10:34 have fewer features available to you
10:36 back now in my view how do you actually
10:38 set who gets access to what what should
10:40 a member have versus what should an
10:42 owner have well if we go up to the
10:43 settings gear in the top right hand
10:45 corner there's an option called site
10:47 permissions let's click on that within
10:51 site permissions here again i can invite
10:53 additional people and give them access
10:54 to this sharepoint site
10:57 right down here i can review who all of
10:59 the different site owners are
11:01 when i created this sharepoint site it
11:04 also created a new group that contains
11:05 all of the different members
11:08 here i can hover over this and i can see
11:10 who all of the members are so let me
11:12 click into this and i'll click over onto
11:14 members here i can review all the
11:16 members of this group and here i can
11:18 confirm that i'm currently an owner and
11:20 diego and patty are both members
11:22 here too i could also review who all the
11:24 site members are and here again it also
11:27 creates a group for all the site members
11:29 and down below there's a new category
11:32 called site visitors so what is a site
11:35 visitor well from top to bottom you
11:37 basically go from full access being the
11:39 owner a little bit more restricted as a
11:42 member to the least power or at least
11:44 control as a visitor you can read and
11:46 download content but you can't edit
11:48 anything you can't make changes to the
11:50 sharepoint site so this role is focused
11:53 on consumption of content we've talked
11:55 about how you can add new site owners
11:57 we've also looked at how you can add new
12:00 site members and in a moment i'll show
12:02 you how you can add site visitors but
12:05 before we do that there is a massive
12:07 risk for my new sharepoint site both
12:10 patty and diego although i trust them a
12:12 lot they can share this site they could
12:15 share the recipe with anyone and they'll
12:17 also get access i need to jump into the
12:20 sharing settings and let me modify these
12:22 this drops me in these site sharing
12:25 settings and here i could define what
12:26 all different members of the site can
12:28 share can they share files can they
12:30 share the folders can they share the all
12:32 up site
12:34 from the top this is the least
12:36 restrictive and going down it becomes
12:39 more restrictive with our cookie recipe
12:42 this is a highly valuable asset to the
12:44 company and i need to make sure that
12:46 there is not broad sharing of it so i'm
12:48 going to select this option so only the
12:50 site owner so only i can share this
12:52 recipe with others
12:55 and down below there's a toggle for
12:58 allow access requests so if you're not a
13:00 member of this site are you allowed to
13:03 request access to it now once again this
13:05 is a highly confidential cookie recipe
13:07 so i don't even want people requesting
13:10 access so i'll toggle this off and then
13:11 i'll click on save
13:13 now that we've set the sharing settings
13:15 let's go down and click on advanced
13:17 permission settings i want to see what
13:19 else i can do to make sure that our
13:22 cookie recipe stays safe this now drops
13:25 me in sharepoint permissions and i now
13:28 have full control over who can access what
13:29 what
13:31 let's first focus right here in the
13:33 center of the page here i can see my
13:35 three different groups that are by
13:37 default established for me when i
13:39 created this sharepoint site here i have
13:42 cookie recipes members and this is what
13:45 patty and diego are part of
13:46 over here on the right hand side i can
13:48 see that the permission level is set to edit
13:49 edit
13:51 right down below i can see there's
13:53 another group for owners and this is
13:56 what i'm part of and as an owner i have
13:57 full control
13:59 and underneath that there's another
14:01 default group that's set up called
14:03 visitors and no one's currently part of
14:06 this group and this group has read
14:08 access to the contents on the sharepoint
14:10 site although sharepoint sets up these
14:12 three groups for us and it's very nice
14:15 of sharepoint to do that i'm not just
14:16 limited to this set
14:18 up in the top left hand corner i can
14:21 create additional groups so maybe i want
14:23 to have another members group with maybe
14:25 a different set of permissions i can
14:26 configure that by clicking on this button
14:27 button
14:29 now nestor's been bugging me that he
14:31 wants to view the recipe i don't know if
14:33 i want nestor coming around and messing
14:35 with our sharepoint site but he should
14:38 have read access so i want to add nester
14:40 to the visitors group
14:43 to add nester to visitors i'll go up
14:45 into the top left hand corner and click
14:48 on grant permissions this now opens up a
14:50 prompt where i can give permission to
14:52 nester here i'll type in nester's name
14:54 i'll type in nester wilk and that looks
14:56 good i could type in a message down
14:58 below he knows what this is so no need
15:01 to enter in a message and down below i
15:03 can click on show options
15:05 and right here i can set the permission
15:08 level so i can assign nester to one of
15:10 these pre-existing groups i could add
15:13 them to members owners or visitors and
15:15 down below i see even more permission
15:18 levels you have full control design edit
15:21 contribute and read now so far
15:22 throughout this you'll see here that
15:24 owners is assigned full control so
15:27 that's the highest level of permission
15:29 right here you have edit which doesn't
15:31 have quite as much power as full control
15:32 and then you have read at the very
15:34 bottom so when you look at these
15:36 different permission levels you go from
15:38 the least restrictive or the most amount
15:40 of power and as you go down this list
15:43 you go down to the most restrictive or
15:45 the least amount of power
15:48 now i could assign nester to one of
15:50 these specific permission levels but i'd
15:52 rather assign him to a group by
15:55 assigning nester to a group maybe
15:56 someone else comes along in the future
15:59 and i also want them to have read-only
16:01 access then i'd also assign that person
16:03 to visitors now let's say i need to
16:06 modify permissions for the all up group
16:08 i can simply come in and i could modify
16:10 the whole group if instead i had
16:13 assigned each individual to a specific
16:14 permission level well then i'd have to
16:16 go through all of the different
16:18 individuals to update their permissions
16:21 so as a best practice it's always the
16:23 best to assign people to different
16:26 groups here i'll select visitors and
16:28 then click on share back now on the main
16:30 screen if i click into cookie recipe
16:32 visitors here i can see that nester is
16:34 part of this group so that's exactly
16:36 what i wanted i'll click on back as you
16:39 can see nester is currently part of the
16:41 visitors group and his permission level
16:44 is read but what does read really mean
16:46 and what can you do if you have read permission
16:47 permission
16:48 right up here on the top ribbon let's
16:51 click into permission levels this shows
16:53 me all of the different permission
16:55 levels that i can assign these are all
16:57 pre-created for me however i could also
16:59 go in and i could add my own permission
17:01 levels by clicking on add a permission
17:03 level however i think sharepoint did a
17:05 good job and they have good presets in
17:08 place so let me click into read just to
17:11 see what all that entails here within
17:12 read i can see the name of the
17:14 permission level and i can also see a
17:17 description of it and here i can see all
17:19 of the different features within
17:21 sharepoint and the check mark indicates
17:23 that nestor will have access to this so
17:26 he could view items he could open items
17:28 but he can't add new items he can't
17:30 delete items so this defines what
17:33 permissions he has here i could go
17:35 through i can make modifications if i
17:38 want to and down below maybe i copy the
17:39 permission level maybe i want to make a
17:41 new one based off of this
17:43 all of this looks good here i don't need
17:45 to make any changes so i'll click on
17:48 cancel back now on the permission level
17:50 screen you can click on any one of these
17:52 to dig into it to see what are the
17:55 actual controls and what are the actual
17:57 features you get with each one of these
17:59 permission levels and if you want to
18:00 change them you can click into any one
18:02 of them and you can make changes you
18:04 could create new ones you could delete
18:06 any one of these permission levels so
18:09 you truly do have full control over what
18:12 people can do on a sharepoint site as
18:13 you go through and you set up your
18:15 permissions and you assign different
18:18 individuals to these different groups
18:20 these permissions apply to everything on
18:22 the sharepoint site so if you have
18:24 document libraries if you have
18:26 individual documents the permissions
18:29 from here cascade down to those
18:31 different items basically your document
18:33 library and your individual documents
18:36 will inherit all of these permissions
18:37 but what if you want different
18:39 permissions on a document library or
18:41 maybe on an individual document let's
18:43 see how we can set it and let's start
18:45 with a document library here i'll click
18:48 over on documents i'm now in a document
18:51 library and to set permissions just for
18:54 this specific document library i can go
18:56 up to the top right hand corner click on
18:58 this settings gear and right here
19:00 there's an option for library settings
19:02 when i click on this this opens up a
19:04 number of settings and right in the
19:06 middle at the top there's an option for
19:08 permission for this document library
19:10 let's click on that this now drops me
19:13 into the document library and as you can
19:15 see this library inherits the
19:18 permissions from the parent from cookie
19:20 recipes i could come in here and i could
19:22 click on stop inheriting permissions and
19:24 i could customize what the permissions
19:27 look like just for this document library
19:29 as a word of caution if you start
19:31 modifying permissions on the document
19:33 library level and on the individual
19:36 document level the overhead of managing
19:39 all of that goes up ideally you want to
19:41 manage as many permissions on a higher
19:44 level as possible back within the
19:47 document library here i finally uploaded
19:50 my top secret recipe i've gone through
19:52 i've set all the permissions and i feel
19:54 confident now to place this document on
19:55 this site
19:58 now i can also set the permissions on
20:00 this specific document when i hover over
20:02 the document i'll see an ellipsis over
20:04 here and there's the option to manage access
20:05 access
20:08 over on the right hand side here i can
20:11 see who all has access to this document
20:13 and right down here i can see that the
20:15 owner has access the visitors have
20:17 access and the members have access now
20:19 with nester i know i added him as a
20:21 visitor and i do want him to read
20:23 contents on this site but i don't want
20:26 him to read this top secret recipe i can
20:28 click on this drop down and i'll go down
20:30 and let's click on stop sharing here
20:33 i'll click on remove and now although
20:35 nestor can view everything on this site
20:37 he won't be able to see this recipe i
20:39 feel a lot better now
20:40 down in the bottom right hand corner i
20:43 can also click on advanced and this will
20:45 look similar to what the permission
20:47 screen looks like for the site and for
20:48 the document library
20:50 and here i have similar controls over
20:53 the permissions for this specific document
20:54 document
20:56 and just like that i have now secured
21:00 our sharepoint site and i can sleep like
21:02 a baby tonight knowing that this recipe
21:05 is safe and that only me patty and diego
21:07 have access to it you know the last
21:09 thing i would want is for a recipe like
21:11 this to end up on youtube that would be
21:14 devastating for our business all right
21:16 well that's how you can set permissions
21:19 in sharepoint if you enjoyed this video
21:21 please give it a thumbs up
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21:32 alright well that's all i have for you
21:35 today i hope you enjoyed and as always i
21:39 hope to see you next time bye [Music]
