[Music] 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 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 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 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 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 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 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 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 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 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 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 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 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 please give it a thumbs up to see more videos like this please consider subscribing also if you want to see me cover any other topics on this channel leave a note down below alright well that’s all i have for you today i hope you enjoyed and as always i hope to see you next time bye [Music] [Music]