Add other users and assign roles

- [Instructor] As a user, there are different ways that I can share content with colleagues and others in SharePoint. I can share specific documents or specific lists, but the broadest way that I can share content is to share an entire site. And there are two different places that we can do this. So if I open the sales to service site, and I want to share this site with someone else. Because this site has a group underneath it, a public group, on the right hand side, there's an icon that tells me how many members there are, and I can click. And this allows me to add members to the site. So I want to add another member to this site. I'm going to click add members, and I'm going to add Charles Woodwick. And I'm not a great typist, but I get saved because I only have to type a few letters, and I'm going to click. Now notice that if I wanted to add someone from outside, I would go to Outlook to invite others, but to add someone inside my organization, I simply add Charles, and I'm going to click save. And Charles will get an invitation to the site that comes from me. Notice also that Charles was assigned as a member. In fact, Lisa is one of our members, but is on a sabbatical. So I need someone else to help me own this site. So I'm going to change Lisa from an owner to a member, that easily, and change Charles from a member to an owner. Notice there's also a link to remove someone from a group if I needed to remove someone. For example, if the choice had been to remove Lisa, rather than simply demote Lisa to a member right now. If I wanted to make someone a visitor, I also can't do that here in SharePoint, but I can do it in Outlook. That's because groups like the Service-to-Sales public group are managed in Outlook, even if I created them by creating a SharePoint team site. And now Charles is part of the team, and my count has been up to six members. Now, what if I did want to add someone from outside my organization? I can go to add members, and then I can click the go to Outlook link to invite others, and Outlook on the web will open. I'm already logged in, it knows right where I am, it's taking me to my Service-to-Sales group. It had a little bobble, but it caught us, and we're okay. And I'm going to go look for my groups. There's Service-to-Sales. It seemed to have a little trouble getting right to it, but it worked, we're here. And here's the group setup, here's my six members, and there's my Service-to-Sales. And I can choose add members. So if I want to view all members, I can. These are the folks who are already around, but I would like to add someone else outside of my organization because we're allowed to do that. I want to add Gabriele, and I actually have gabriele@fourthcoffee.com. Notice that immediately Gabriele is being added as a guest. So guests will get all the email messages sent to the group. They can collaborate on files from the group. So Gabriele's working on this project with us. So we're just going to add Gabriele. They have limited access to group resources, and I click add. If you can't do this with a group, it's either because you don't have permission or because your group or your organization as a whole does not want to add external users. But if I go now, and I look at my list of members, Gabriele hasn't accepted the invitation yet, here's my list of members, and we will add other members as we go along. If we go back to residential sales now. So when I come back, I'm going to refresh my Service-to-Sales. SharePoint still shows me as having only six members, but we'll give it some time to refresh. Charles is in here and Gabriele is going to end up here as well because they are a legitimate guest. When we're adding someone from inside then, we add our members here using SharePoint. If I want to add someone from outside to a site that is based on a group, then I'll need to go to Outlook to do that. I can also add members and owners in Outlook if I wish, but the reason we do it in Outlook is that what makes them a guest is that we need to invite them by email. They're not on our network. They're not in a trusted domain of our network. I wasn't asked to make them a guest, it's the only choice. Outlook and SharePoint automatically make external users guests so that they will have more limited access to the resources of the site that I'm putting them into. Use this link to be able to add members and owners from inside your organization. Use the go to Outlook link to invite external users as guests.