How to Add Users to SharePoint Site?

Adding users to a SharePoint site is a frequent activity for SharePoint site owners. A fundamental aspect of managing a SharePoint site is controlling who can access it. This involves adding users to the site, assigning them appropriate permissions, and possibly grouping them for easier management. In this quick guide, we will walk you through the steps to add users to SharePoint, the different user roles, and best practices for managing user access.

Understanding SharePoint User Management

Before we dive into the specifics of adding users to your SharePoint site, it’s important to understand the basics of SharePoint user management.

SharePoint Groups

SharePoint groups are collections of users who share the same permissions and access rights to a site or its content. By organizing users into groups, you can streamline the process of managing permissions and ensure that everyone has the appropriate level of access.

Permission Levels

SharePoint offers a range of permission levels, from “Read” access, which allows users to view content, to “Full Control,” which grants users complete control over a site and its content. When adding users to your SharePoint site, you must determine the appropriate permission level for each user based on their role and responsibilities.

Different User Roles in SharePoint

Before we dive into the process of adding users to SharePoint, it’s essential to understand the different user roles and their associated permissions. SharePoint offers several user roles, including:

  1. Site Owners: Site owners have full control over a SharePoint site. They can add and remove users, customize the site’s settings, and manage permissions.
  2. Site Members: Site members are individuals who actively contribute to the SharePoint site by creating, editing, and sharing content. They have read and write access to the site’s resources.
  3. Site Visitors: Site visitors have read-only access to the SharePoint site. They can view the content but cannot make any changes or additions.

By assigning the appropriate roles to users, you can ensure that they have the necessary access levels to perform their tasks effectively while maintaining security and privacy.

How to Add Users to SharePoint?

Adding individual users to SharePoint is a straightforward process that site owners or administrators can do. Here’s a step-by-step guide:

  1. Navigate to the SharePoint site: Open your web browser and enter the URL of the SharePoint site you want to add users to.
  2. Access the site permissions: In the top-right corner of the site, click on the gear icon to access the site settings menu. From the dropdown, select “Site Permissions”.
    how to grant access to a sharepoint
  3. Share the site: In the permissions menu, click on the “Share site” button. This will take you to the page where you can enter the new users to add to the site.
    sharepoint add users
  4. Add a user: A dialog box will appear, allowing you to enter the email addresses or usernames of the users you want to add.
  5. Set user permissions: After entering the user details, you can specify the permissions you want to assign to each user. Choose from the available options, such as full control, Edit, or read-only access.
    add users to sharepoint site
  6. Notify users: If desired, you can select the option to send an email notification to the added users, informing them about their new access to the SharePoint site.
  7. Save and finish: Once you have added the users and set their permissions, click on the “Add” button to complete the process.

By following these steps, you can add individual users to your SharePoint site and grant them the necessary access to collaborate effectively.

How to add users to Microsoft 365 Group-Connected Sites?

To add users to Microsoft 365 Group-Connected Sites, you can follow these steps:

  1. Login to your SharePoint Online site with your organization or Microsoft account.
  2. Click on the Settings icon and then the “Site permissions” link from the dropdown menu.
  3. Click on the “Add members” button and then “Add members to group” in the Group membership panel.
    granting access in sharepoint
  4. Enter the user’s name and click “Save.”
  5. Set the permission level for the user as a Member or Owner and click on “Save”.
    add new user to sharepoint site

Please note that when you add someone to the group, they can access other group resources such as Microsoft Teams, Calendars, etc. You can also add group members with the SharePoint Admin Center or Microsoft 365 Admin Center with your admin permissions. More here: How to Add User to Office 365 Group-connected SharePoint Online Sites?

How to Add Users to Classic SharePoint Sites?

Let’s walk through the process of adding users to a classic SharePoint site.

  1. Login to your SharePoint site as site owner or site collection administrator
  2. Click on the Settings gear icon >> Choose “Site Settings”.
    how to add users to sharepoint
  3. On the site settings page, Under Users and Permissions, click on “Site Permissions”.
  4. Click on the “Grant Permissions” button on the ribbon. This will open a new popup page where you can add users to your site.
  5. Enter the user account or email address(es) of those you want to share with and, optionally, a message.
  6. Click on “Show Options” to choose “Send an Email Invitation” to send out a link to all users. Select the existing group you would like to add people to (e.g., [SharePoint site name] Members). You can also select direct permissions to the site such as “Contribute”, “Read”, etc.
    add user to sharepoint site
  7. Click Share to add users to this group.

Bulk Adding Users to SharePoint Site

In some cases, you may need to add a large number of users to a SharePoint site at once. Say you need to add 50 new sales representatives to the Sales site. Rather than adding each user individually, you can bulk import a list of their email addresses. You can add multiple users simultaneously by separating their email addresses with semicolons when inviting them to the site.

add multiple users to sharepoint

Alternatively, you can add users to your SharePoint site in bulk with PowerShell. Create a CSV file with the email addresses of the users you want to add, and use any of the below PowerShell scripts.

Bulk-adding users to a SharePoint site can save you significant time and effort, especially when dealing with a large user base. Ensure that your user list is accurate and up-to-date to avoid any errors during the import process.

Adding Users to SharePoint Groups

In addition to adding users directly to a site, you can also add users to existing SharePoint groups and simplify user management. By adding users to a group, you can assign permissions and access levels to multiple individuals at once. Here’s how to add users to a SharePoint group:

Real-world Example: You create a new “Sales Managers” group with “Full Control” permissions. Then, you add all sales managers to this group, which grants them access to all content on the sites where the “Sales Managers” group has been given permissions.

To add a user to a SharePoint group:

  1. Navigate to the Settings >> Site Permissions >> Advanced permissions settings.
  2. Click on the group name you want to add users to.
  3. Click the “New” button and select “Add Users.”
  4. Enter the email addresses of the users you would like to add and click “Share.”
    add user to group in sharepoint

If you prefer automation, You can use PowerShell! Here is how: SharePoint Online: How to Add User to SharePoint Group using PowerShell?

Best Practices for Managing User Access in SharePoint

Effective user access management is vital for maintaining security and ensuring smooth collaboration in SharePoint. Here are some best practices to help you manage user access efficiently:

  1. Create clear access policies: Establish clear guidelines for granting access and permissions in SharePoint. Define the criteria for each user role and communicate them to the relevant stakeholders.
  2. Regularly review user access: Periodically review the user access and permissions in your SharePoint environment. Remove any unnecessary or outdated access to maintain security and minimize clutter.
  3. Use SharePoint groups: Whenever possible, assign permissions to SharePoint groups instead of individual users. This simplifies user management and allows for easier modification of access levels.
  4. Educate users on permissions: Provide training and resources to help users understand the permissions and access levels in SharePoint. This will encourage responsible use and minimize accidental data breaches.
  5. Leverage auditing and reporting: Utilize SharePoint’s auditing and reporting features to monitor user activity and identify any suspicious behavior or potential security risks.

By following these best practices, you can ensure that user access in SharePoint is managed effectively, promoting secure and streamlined collaboration.

Conclusion

Adding users to your SharePoint site is a critical part of managing your team’s collaboration and productivity. By understanding SharePoint user management, adding users directly, bulk importing users, and leveraging SharePoint groups, you can ensure that the right people can access the appropriate information. With this comprehensive guide, you’re well-equipped to start managing users on your SharePoint sites like a pro.

What are the different permission levels in SharePoint?

Default Permission Levels in SharePoint are Full Control, Design, Edit, Contribute, Read, and Limited Access. More on Permissions levels in SharePoint

How to Add Guest Users to SharePoint?

Assuming you have external sharing enabled for your SharePoint Online tenant, Here are the steps to invite an external user to the SharePoint site: Go to Settings >> Site Permissions >> Advanced Permissions Settings. Under Users and Permissions, select the group you want to add users to. Click New, enter the email addresses of users you would like to invite, and then Click on Share.

How to add users to SharePoint Group?

To add users to a SharePoint group, follow these steps: Log in to your SharePoint site as an administrator >> On the site’s home page, click on “Settings” >> Site Permissions >> Advanced Permissions Settings. Select the desired group by clicking the Name of the group >> click “New” to select the users to be added to the group.

How to add users to Microsoft 365 Group?

To add users to a Microsoft 365 Group, you can use the Microsoft 365 Admin Center or the Microsoft Entra Admin Center. Here are the steps: Log in to the Microsoft 365 Admin Center >> Navigate to “Teams & Groups” >> “Active Teams & Groups”. Select the Office 365 group you want to add members to >> Click on the “Members” tab, then select Members and click on “Add members” >> Search and select the members you would like to add, then click “Add” to finish the process. More here: How to Add Users to Microsoft 365 Group?

What are the default user groups in SharePoint sites?

SharePoint sites come with default user groups such as Owners with Full Control Permissions, Members with Edit Permissions, and Visitors with Read Only access.

What is the difference between adding a user to a SharePoint site vs. a SharePoint group?

Adding a user directly to a SharePoint site assigns permissions only to that individual based on the selected permission level. Adding a user to a SharePoint group grants them the permissions associated with that group, making it easier to manage permissions for multiple users with similar access needs.

How do I change a user’s permission level in SharePoint?

Navigate to “Site Permissions,” locate the user whose permissions you wish to change, select the check box next to their name, click on the “Edit user permissions” button from the ribbon, and then select a new permission level from the list of available options. More info here: How to change user permissions in SharePoint Online Site?

Are there any limits on the number of users I can add to SharePoint?

SharePoint Online has a user limitation of 2 million per site collection, allowing for a significant number of users to be added to a SharePoint site concurrently

Can I remove a user from SharePoint?

Yes, to remove a user, go to “Site Permissions,” find the user or group you wish to remove, select their name, and then click “Remove User Permissions.”

Salaudeen Rajack

Salaudeen Rajack - Information Technology Expert with Two-decades of hands-on experience, specializing in SharePoint, PowerShell, Microsoft 365, and related products. He has held various positions including SharePoint Architect, Administrator, Developer and consultant, has helped many organizations to implement and optimize SharePoint solutions. Known for his deep technical expertise, He's passionate about sharing the knowledge and insights to help others, through the real-world articles!

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