Join Gini von Courter for an in-depth discussion in this video Share a file, library, or site, part of SharePoint Online Essential Training: The Basics.
- There are different ways that I can share content with my colleagues and others in SharePoint. The first and the broadest is to share an entire site. And there are two different ways to do that, depending on whether you're working in a classic site or a modern site. In a classic site, like this, we have a share link, which we saw earlier in this course. This link is used to give people access to the site. I click share, a dialogue box opens. I can see who the site is already shared with. It's shared with lots of people.
If I click a link, it will actually just fire up this other tab of the dialogue. It shows me that this site is shared with the company administrator, everyone except external users, Reggie Tupp, and myself. If I want to add other people, I simply click Invite People. It says they'll get access to the KinetEco team site and the sites that share permission with it. And the reason is that this particular site inherits its permissions from the KinetEco team site. That's not unusual in SharePoint classic sites.
So you want to pay attention to this. I'm not just inviting someone to Solar Installs. I'm inviting them here to the KinetEco team site because of this permission inheritance. But I would like to invite Lisa Marlee to this site. It's appropriate that she have access to both of these. And here she is, that's fine. It says I can optionally include a personal message with this invitation. What it doesn't tell me until I click Show Options is it's going to send Lisa an email. So I might want to say, hey Lisa, this is the Solar Installs site we spoke about.
You will also have permission to the KinetEco team site, which you should already be using. And then I get to choose a permission level. And lots of choices, again, focus really only on three of them, probably. The first is that we can make her a team site member, a team site owner, or a team site visitor. We're going to have Lisa join as a member.
I'm going to fix this typo right here. And we're going to send her an email invitation. Click Share. If I'm working in one of our modern SharePoint Online sites that looks like this, management is a different process, because now what we have is we have no Share link at all, because if we're going to share this site with someone, it's really true that we're not just sharing it.
We're inviting them to join the site. That's how this happens. So two different places we can do this. One is to go over here to Members and to say that we want to add members. And so I'm going to add Robert Molina. And there's a nice explanation here. You add colleagues to this group. To add guests, go to Outlook. And I'll show you how to do that in a moment. But what this is saying is the people who we add here are going to join our team. They will be full members of our team.
So they should only be colleagues. And I'm going to click Save. And now Rob is a member of this group. Remember also, I can use these drop-downs to change the status, or the role of someone. I can make a member an owner, I can make an owner a member, and I can remove people from the group. But I don't have the ability to make someone a visitor. That we do in Outlook, because Office 365 groups, like Service to Sales, are managed in Outlook, even if I created them, as I did in this case, here in SharePoint.
I'm going to hover over the name of the group, Service to Sales, and I have my members listed here, can show more members. But if I click, there's a nice drop-down that says I can add members or invite others. I'm going to click Add Members. And it's not simply asking me who to add, in this case. It's taking me to Outlook, and specifically into people, to show me this group. This is the Service to Sales group. And this is where I'm going to manage not just members, but visitors, also known as guests.
So here's everybody who has been invited and who is a member. Here are the owners, myself, Lisa Marlee, Rob Molina. And this is where I can invite guests. So if I wish to invite guests, I can do it on the All tab or the Guests tab. Click the icon, and it says Add Members. Add colleagues, Office 365 groups, distribution lists, or guests.
And I'm going to add someone. This is also where I can remove someone. So if I'm adding someone from kineteco.info, no problem. They're going to be added as a member. I'm going to discard that change. Let's go again. What if I add someone from outside? So here's one of our colleagues who is working with us.
And they will be added as a guest. Someone who I haven't added previously added as a guest. And what makes them a guest is they are not members of kineteco.info or a trusted domain of kineteco.info. So when I add someone from outside, they are automatically added not as a member, but as a guest.
And I can then choose to send them an email. I can view their profile and LinkedIn. I can see if they have shared any files with me, and so on. So I'm going to save this change to my group, where I have added someone who will have limited access to group resources, which is what's appropriate. When I'm working in the modern SharePoint experience with new SharePoint Online sites that have their own user groups, I'll manage those groups in Outlook.
When I'm working with existing classic SharePoint Online sites, adding users is a little more work, and the choices are more specific.
- Understanding SharePoint permissions
- Searching SharePoint sites
- Editing, saving, and sharing documents
- Using OneDrive for file storage
- Working with libraries and list apps
- Creating custom and dynamic views
- Integrating Office apps: Outlook, Word, and more
- Going mobile with SharePoint Online