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Adding a user to a site

From: SharePoint 2010 Essential Training

Video: Adding a user to a site

So, here's how to add a user to a SharePoint site. You're going to go to your Site Actions menu and come down to Site Permissions. In this first screen, what we're actually looking at are those three groups that I mentioned: the Owners group, the Members group, and the Visitors group. If you look over here, it's being explicit that the Visitors group gets Read permission level. The Owners group gets Full Control permission level. The Members group gets Contribute permission level. There are a couple of other entries in here, which I would say right now you can safely ignore. They are kind of being used for little one-off reasons inside SharePoint, and internal reasons.

Adding a user to a site

So, here's how to add a user to a SharePoint site. You're going to go to your Site Actions menu and come down to Site Permissions. In this first screen, what we're actually looking at are those three groups that I mentioned: the Owners group, the Members group, and the Visitors group. If you look over here, it's being explicit that the Visitors group gets Read permission level. The Owners group gets Full Control permission level. The Members group gets Contribute permission level. There are a couple of other entries in here, which I would say right now you can safely ignore. They are kind of being used for little one-off reasons inside SharePoint, and internal reasons.

Visitors, Members, and Owners are the classic three SharePoint groups to work with. If I look at the Owners group, what I actually find in here, I've got two people in there. There's me and Hedda Conway. They are both owners. They can create sites in this site collection. They can manipulate sites. They can create and delete lists and libraries or even delete entire sites. If I go to my Visitors group, I don't have anybody there. If I go to my Members group, I don't have anybody there. Let's say I want to give one person just visiting access or read access.

I'm going to click on the Visitors group, which said there is nobody there. Under the New option say Add Users. You can either use an individual name. In this case, I'm going to use gini. I can hit Ctrl+K just to make sure this gets looked up in SharePoint. Yes, it knows who gini is, and click OK. Gini is now in the Visitors group, which means she has Read access and only Read access to this site. A couple of minutes ago, if she had tried to come to this site, she would have gotten Access Denied. Now, when she comes to this site, she'd be able to see things but not change anything.

Most people, however, in your collaboration sites will be expected to be in the Members group. Most people will be expected to change and edit this site. So, what if I have a lot of people that I want to add? Well, here's what you should do. You should think about any existing Active Directory groups, any distribution lists, any groups that already exist in your organization, because SharePoint will probably understand those groups. So, in Members, I'm going to add users here, but instead of using individual names, I know that I've got a group called Operations which IT take care of.

They take care of people when they join the company, being put into that group or when they move out being taken out it. So, by just adding Operations here, what that means is anybody inside that group is now considered a member on this site. They are a contributor on this site. They can change and edit list items and library items, but they can't create new sites and they can't change the look and feel of the site that they're in. I just made my life easier, because by adding an Active Directory group or a distribution list that's being taken care of by somebody else, well, they can continue taking care of that, adding and removing people from it, and I just use the fruits of their labor.

I'm going back to my Site Permissions. Well, you can create different groups, and I'll show exactly how. There's a couple of things that you might want to look at, such as permission levels, which tells you what are the permission levels that SharePoint knows about. In this case, it knows about a couple more than we've seen so far. Not only does it know about Full Control, but it knows about Design and Limited Access. Now, a lot of these you won't have to use. Again, the big three are Full Control, Contribute, and Read, but Design is an interesting one.

Design is little bit between Contribute and Full Control. Sometimes, Contribute is not enough. If you are only a contributor, you could not, for example, make a change to a page and rearrange Web Parts on the homepage. But if you have Full Control, then you could even delete entire sites. So, Design gives you a little bit in between there. You can do everything that a contributer can, you can also customize the look of a SharePoint site, but you can't make new sites. You can even create your own permission levels that are combinations of little tiny pieces within SharePoint. I don't suggest it if you don't know for sure that's something that you want to do.

Now, remember that, I'm going back to my Permissions screen, when I create a site, permission levels that I set on the top level site will automatically filter down. That's the thing that I'd like to keep as much as possible. So, right now, on my top level site, I'm in a team site here and I have a blank site beneath it as a sub-site. The permissions to this sub-site will be exactly the same as the parent. In fact, I am in this sub-site right now. It may not look all that obvious, but if I look at my Navigate Up button, I can see that I am inside team site, inside a site called Blank and on the homepage of that one.

If I go to its site permissions, what you're going to see is a message here saying this website inherits permissions from its parent. I do have an option to stop inheriting permissions, and then copy all those entries across and start changing them. But as much as possible, you want to avoid that. it's much easier to allow permission levels to filter down to a new site. If they are significantly different, you should really be thinking about making a new site collection.

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This video is part of

Image for SharePoint 2010 Essential Training
SharePoint 2010 Essential Training

70 video lessons · 47777 viewers

Simon Allardice
Author

 
Expand all | Collapse all
  1. 1m 16s
    1. Welcome
      1m 16s
  2. 16m 34s
    1. What is SharePoint?
      8m 9s
    2. SharePoint roles
      2m 5s
    3. Accessing SharePoint
      4m 48s
    4. The SharePoint product line
      1m 32s
  3. 44m 55s
    1. What is a team site?
      2m 43s
    2. Navigating a team site
      9m 41s
    3. Using team site lists and libraries
      11m 38s
    4. Editing the home page
      9m 31s
    5. Adding a Web Part
      6m 19s
    6. Deleting a Web Part
      5m 3s
  4. 10m 53s
    1. What is a Document Workspace?
      4m 2s
    2. Creating a Document Workspace
      4m 3s
    3. Deleting a Document Workspace
      2m 48s
  5. 6m 3s
    1. What is a Meeting Workspace?
      2m 7s
    2. Creating a Meeting Workspace
      2m 40s
    3. Deleting a Meeting Workspace
      1m 16s
  6. 36m 3s
    1. Exploring the available lists
      5m 30s
    2. Creating a custom list
      8m 44s
    3. Creating a custom view
      6m 43s
    4. Working with libraries
      6m 18s
    5. Using versioning and Check In/Check Out
      8m 48s
  7. 45m 55s
    1. SharePoint and Word
      6m 6s
    2. SharePoint and Outlook
      7m 38s
    3. SharePoint and Excel
      3m 54s
    4. SharePoint and Access
      2m 58s
    5. SharePoint and InfoPath
      11m 42s
    6. SharePoint and PowerPoint
      3m 46s
    7. SharePoint and Visio
      6m 20s
    8. Using SharePoint Workspace
      3m 31s
  8. 32m 8s
    1. What is a site collection?
      3m 56s
    2. Creating a site collection
      6m 35s
    3. Creating a new site
      6m 29s
    4. Customizing a site
      7m 47s
    5. Creating a site template
      7m 21s
  9. 13m 53s
    1. Understanding permissions
      3m 33s
    2. Adding a user to a site
      5m 14s
    3. Deleting a user from a site
      1m 39s
    4. Creating a new security group
      3m 27s
  10. 31m 54s
    1. Using out-of-the-box workflows
      11m 1s
    2. Creating your own workflows with SharePoint Designer
      15m 20s
    3. Creating your own workflows with Visio
      5m 33s
  11. 40m 36s
    1. Using site templates
      5m 49s
    2. Using the web content management features
      10m 40s
    3. Using master pages
      3m 37s
    4. Creating an Enterprise Wiki
      7m 14s
    5. Sharing an Access database with Access Services
      7m 19s
    6. Working with rich media
      5m 57s
  12. 53m 9s
    1. Managing documents and records
      3m 0s
    2. What are content types?
      4m 22s
    3. Creating a content type
      11m 30s
    4. What are document sets?
      2m 12s
    5. Creating document sets
      7m 49s
    6. Creating a Document Center
      4m 37s
    7. Creating a Record Center
      8m 25s
    8. Defining information management policy
      11m 14s
  13. 15m 42s
    1. Using personal and social features
      7m 28s
    2. Creating a SharePoint blog
      2m 48s
    3. Personalizing SharePoint with tags and notes
      5m 26s
  14. 21m 22s
    1. Searching in SharePoint
      4m 26s
    2. Creating a Search Center
      8m 4s
    3. Customizing Search with keywords
      3m 30s
    4. Customizing Search with scopes
      5m 22s
  15. 47m 18s
    1. Using Excel Services
      10m 12s
    2. Creating a Business Intelligence Center
      3m 5s
    3. Using PerformancePoint Services
      12m 3s
    4. Using status indicators
      8m 10s
    5. Using the Chart Web Parts
      6m 33s
    6. Using Business Connectivity Services (BCS)
      7m 15s
  16. 1m 3s
    1. Goodbye
      1m 3s

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