How to Add Members to a SharePoint Group

Welcome to our next class on managing your SharePoint environment! Today, we're going to dive into a fundamental yet incredibly important skill: how to add members in SharePoint groups. Understanding SharePoint group membership is crucial for maintaining proper security and ensuring the right people have access to the right information within your sites. We will walk through the entire process, covering everything from understanding permissions to the exact steps you need to take. By the end of this session, you'll feel confident in your ability to manage your SharePoint groups effectively, whether you're dealing with SharePoint Online add users or an on-premises setup.

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Watch Our Out2Sol Short and Quick YouTube Video

We always start this class by asking our students to watch a short tutorial video. Here is the same video we used in our training session:

This video covers all the essential steps with live demonstrations to help you follow along easily. It's a great visual aid to help you understand how to add members in SharePoint groups.

Step By Step Guide to Add Members in SharePoint Groups

Alright class let's get to the practical part! Follow these steps carefully to add members in SharePoint groups. These instructions are generally applicable for both SharePoint Online and SharePoint on-premises environments, though minor UI differences might exist.

Step 1: Navigate to Your SharePoint Site and Access Site Permissions

• First, open your web browser and go to the SharePoint site where you want to add users.

• Once on the site, click on the "Settings" gear icon (usually in the top right corner).

• From the dropdown menu, select "Site permissions" (or "Site settings" and then "Site permissions" under "Users and Permissions"). This is where you manage who can access what on your site.

Step 2: Locate the Desired SharePoint Group

• On the "Site permissions" page, you'll see a list of existing SharePoint groups. These typically include groups like "Visitors" (Read access), "Members" (Edit access), and "Owners" (Full Control).

• Identify the specific group to which you want to **add users to SharePoint group**. For example, if you want to grant edit permissions, you would select the "Members" group.

• Click on the name of the group you wish to modify to open its settings. This will take you to the "People and Groups" page for that specific group.

Step 3: Add New Users to the Group

• Once on the group's "People and Groups" page, you'll see a button that says "New" or "New Item" (sometimes represented by a plus sign). Click on this button.

• A dialog box will appear, asking you to "Invite people" or "Add Users." In the text field, begin typing the names or email addresses of the users you wish to add. SharePoint will often suggest names as you type, pulling from your organization's directory.

• You can add multiple users at once by typing each name or email address separated by a semicolon.

Step 4: Configure Permissions and Send Invitation (Optional)

• After adding the user(s), you might see an option to "Send an email invitation." It's good practice to check this box if you want the new members to receive a notification about their access to the site.

• Review the default permission level assigned to the group. Since you're adding them to an existing group, they will inherit that group's permissions automatically. Ensure this is the correct level of access you intend to grant.

• Click "Share" or "OK" to finalize the process. You have successfully learned how to **add members in SharePoint** groups!

Step 5: Verify Group Membership

• After adding the users, it's always a good idea to quickly verify that they have been added correctly.

• Go back to the group's "People and Groups" page and check the list of members. The newly added users should now appear there.

• You can also ask one of the new members to try accessing the SharePoint site to confirm they have the expected level of access. This ensures your SharePoint permission settings are working as intended.

Helpful Tips and Tricks

• Tip 1: Always use groups for permissions rather than individual users; it makes management much simpler.

• Tip 2: Clearly name your SharePoint groups to indicate their purpose and permission level.

• Tip 3: Regularly review SharePoint group membership to ensure only authorized users have access.

• Tip 4: Understand the difference between SharePoint default groups (Visitors, Members, Owners) and custom groups you create.

• Tip 5: For external users, ensure external sharing is enabled at the tenant level before attempting to **add members in SharePoint**.

Common Issues and How to Solve Them

Issue: User cannot find the "Site permissions" option or the "Settings" gear icon.

Fix: This usually means the user doesn't have the necessary permissions (e.g., Site Owner or Full Control) to manage site permissions. They will need to contact a site owner or administrator to gain the appropriate access or to have the members added for them.

Issue: User added to a group but still can't access specific documents or lists.

Fix: This often indicates that unique permissions have been set on that specific document library, list, folder, or item, overriding the site-level group permissions. You'll need to check the permissions directly on the problematic item to **grant permissions** correctly or to inherit from the parent.

Issue: User's name doesn't appear when typing it into the "Add Users" field.

Fix: Ensure the user's account exists in your organization's Azure Active Directory (for SharePoint Online) or Active Directory (for SharePoint on-premises). If it's an external user, make sure they have been invited to the tenant or shared the site with them previously. Sometimes, a full email address is needed for the system to recognize them.

Closing Course and Next Steps

Welcome to the end of class! We have learned the essential steps to add members in SharePoint groups, a critical skill for any SharePoint site owner or administrator. By following these guidelines, you can ensure your SharePoint sites are secure, well-organized, and accessible to the right people. Managing SharePoint group settings effectively helps in streamlining collaboration and protecting your valuable data.

Key Takeaways:

• Utilize SharePoint groups for efficient permission management rather than individual assignments.

• Always verify new members' access to ensure your SharePoint permission settings are accurate.

• Regularly audit your SharePoint group membership to maintain security and compliance.

Keep practicing these steps, and you'll become a SharePoint permissions expert in no time! Good job, everyone!

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