SharePoint - Managing Permissions

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Managing Permissions

4. Click the arrow next to the New button and select Add Users.

Information in this guide is relevant to Site Custodians and Site Editors only.

Summary As part of your role as a Site Custodian or Site Editor, you are responsible for managing the permissions to the sites you look after.

5. Begin typing in the person’s name. This is content sensitive, based on our Global Address Book. Select the required name once it appears in the drop-down box.

Permission Groups The creation of groups will assist you in simplifying the task of assigning and managing site access. All SharePoint sites have a set of default groups already created and complete with default permission levels.

Add Owners 1. Click the Settings icon in the top right corner and select Site permissions.

6. Click 7. The user is added as a Site Owner and receives an email.

2. Select Advanced permissions settings.

3. Tick the checkbox next to Test Site Owners.

Managing Permissions – Developed by the Office 365 Team April 2018 v1.0

Add Members To give staff access to your site, you can either Add Members to the Office 365 group associated with the site (preferred method) or you can Share the Site with others without adding them to the Office 365 group.

1. Click the Settings icon in the top right corner and select Site permissions.

Add Site Visitors 1. Click the Settings icon in the top right corner and select Site permissions.

2. Click Invite people.

2. Click Invite people.

3. Click Share Site Only.

3. Click Add Members to Group 4. Begin typing in the person’s name. This is content sensitive, based on our Global Address Book. Select the required name once it appears in the drop-down box.

4. Click Add Members to Group adds them to the SharePoint Site member’s permission group by default, and they can edit the site. They also have full access to the Office 365 group resources such as group conversations, calendar, etc.

5. Begin typing in the person’s name. This is context sensitive, based on our Global Address Book. Select the required name once it appears in the drop-down box.

6.

5. Click 7. If you have given Member or Visitor rights to a user and you wish to change the access to Owner click the drop-down box next their name and select Full Control.

Click

Managing Permissions – Developed by the Office 365 Team May 2018 v1.0

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8.

The user is moved to the Site Owners section.

Access Request Settings As part of your role as a Site Custodian you will receive requests to join your site. By default, the Site Custodian is listed as the person who receives access requests.

If you leave QH, it is important that you update this email address for the new Site Custodian.

1.

Click the Settings icon in the top right corner and select Site permissions.

2.

From the Site permissions windows click Advanced permission settings.

3.

From the Permissions Ribbon click Access Request Settings.

Remove Owner, Member or Visitor 9.

Click the Settings icon in the top right corner and select Site permissions.

10. Click the drop-down box next to the name of the person you wish to remove and select Remove.

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Please see the Quick Reference Guide Grant Access to an External non QH agency to allow an external user access to the site.

4.

Click the second option button under Allow access requests and type the new Site Custodian’s email then click OK.

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Managing Permissions – Developed by the Office 365 Team May 2018 v1.0

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