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Permissions

• Overview

• Grant People Access to a Team Site

• Create a New Group

• Modify a Permission Level

• Grant People Read-Only Access to a Folder

Overview

When you grant other people permission to your team site, the you typically add people to one of three default SharePoint groups: Owners, Members, or Visitors. (If the default groups do not suit your team's needs, then you may create other groups. For more information, see Create a New Group.)

Each group has its own permission level. (A permission level is a collection of permissions that may be granted to individual users or to SharePoint groups.) The default SharePoint groups and their permission levels are described below.

Note: In addition to the Full Control, Contribute, and Read permission levels, SharePoint also has a Design and a Limited Access permission level. The Design permission level allows users to create public views and also customize (i.e., change the layout and look) of site pages. The Limited Access permission level is designed to be combined with fine-grained permissions to give users access to a specific list, document library, item, or document, without giving them access to the entire site.

Note: Depending on the size of your team, assigning permission levels to individual users may make managing site permissions difficult. If you have several users who all need the same permission level (e.g., Design), then it would be better to create a new group called “Designers” and assign the Design permission level to that group.

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Grant People Access to a Team Site

Note: Only site owners may grant other people access to a team site.

To grant people access to a team site:

1. On the Quick Launch bar, click on People and Groups. The People and Groups page appears.
    

2. At the top of the Quick Launch bar, select the group to which you want to add people.

3. Click on the New button. The Add Users: [Name of Team Site] page appears.
    
4. Enter the Monmouth College user names of the people that you want to add separated by semi-colons, as shown below.

Note: If you do not know a person’s user name, then click on the Browse icon to look it up.

5. Click on the Check Names icon.
    
6. Click on the OK button. The people are added to the group.

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Create a New Group

Note: Only site owners may create new groups.

To create a new group:

1. On the Quick Launch bar, click on People and Groups. The People and Groups page appears.
    
2. Click on the New down arrow and select New Group, as shown circled below. The New Group page appears.

3. Enter a name and description for the group and select the desired permission level.
    
4. Click on the Create button. The new group is created.

Note: To assign a user to the new group, see Grant People Access to a Team Site.

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Modify a Permission Level

Note: Only site owners may customize existing permission levels.

To modify a permission level:

1. Click on the Site Actions down arrow and select Site Settings, as shown circled below. The Site Settings page appears.

2. Click on Advanced permissions, shown circled below. The Permissions: [Name of Team Site] page appears.

3. Click on the Settings down arrow and select Permission Levels, as shown circled below. The Permission Levels page appears.

4. Click on the name of the permission level that you want to change. The Edit Permission Level page appears.
    
5. Make the desired changes.
    
6. Click on the Submit button. The permission level changes.

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Grant People Read-Only Access to a Folder

Note: Only site owners may grant people read-only access to a folder within the Shared Documents library.

To grant people read-only access to a folder within the Shared Documents library:

1. Click on the down arrow across from the folder name and select Manage Permissions, as shown circled below. The Permissions [Name of Folder] page appears.

2. Click on the Actions down arrow and select Edit Permissions, as shown circled below. A message appears that says, "You are about to create unique permissions for this folder...."

3. Click on the OK button.
    
4. Click on the New button. The Add Users: [Name of Folder] page appears.
    
5. Enter the user names of the people that you want to add separated by semi-colons, as shown below.

Note: If you do not know a person’s user name, then click on the Browse icon to look it up.

6. Click on the Check Names icon.
    
7. Click on the Give users permission directly button.
    
8. Click on the Read checkbox.
    
9. Click on the OK button.

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