How to add members to a SharePoint Online site?

In this SharePoint Online tutorial, we are going to discuss how to add members to a SharePoint Online site.

Before adding members to the SharePoint site, we must know what permission we will assign to our members, so they can access that much of the content (like lists, libraries, or pages) from the site they required and our content remains confidential.

To do this we have the option to apply Permission levels while adding the members to the SharePoint site

Understanding SharePoint Permissions Level

SharePoint Permission allows members to, who can change the site (like add, delete, or edit) and who can individually read a document.

SharePoint site Permission has three levels:

• Owner: A person who has full control and grant permission to change(like add, delete, or edit) the site’s look and who individually can read a document.
• Member: A person has limited control, where they can add, delete, or edit the site or content and manage their libraries. But, they can’t add members or delete the site, if they need, they should have permission from Owner.
• Visitor: A person who can view the site or content but doesn’t have control to edit or add. They have read-only access to the site.

Read How to Make a SharePoint Online Site Public?

Different ways to add members to a SharePoint Site

In this section, we are going to see what are the different methods to add members to the SharePoint site:

• Add members to the SharePoint Team site
• Inviting members to collaborate via emails(with the Team site or Communication site)
• Add Multiple users to the SharePoint site(with the Team site or Communication site)

Now, we will go through the methods individually:

Add Members to a SharePoint Online team site

Here, We will see how we can add the members directly to the SharePoint Online site, without sending any invitations only through the Team site if it may be a private or Public group.

Method 1:

• Navigate to the SharePoint team site where you want to add members, that you have created, Navigate to https://<your-domain>.sharepoint.com/sites/<site name> Example: https://tsinfotechnologies.sharepoint.com/sites/RENAFinance
• On the Team site HomePage, in the right corner of the page, you can find the members option, select it, as shown below

• It proceeds to a Group membership Dialog box and then Click on Add members button.

• Now you can Add members to this group, add the name or select the list that appears when you start typing.

• Click the Save Button, Now you can find the added member. For example, I have added Ganesh Yadav

Method 2:

• On the Team site Home Page, in the right corner of the page we can find settings as shown below:

• Select Settings, and click on Site permissions from the list of options.

• Permission window will open, click on the Add members button as shown below:

• Click on Add members, we have to choose among:
  • Add members to group: Add members directly to the SharePoint site with their names.
  • Share site only: Share site, where we can add users here, they will be given access to the site, but not to group resources such as calendars and conversations.

• Choose Add members to the group, and then click on add members.
• Now you can add members to this group, add the name or select the list that appears when you start typing

• Click on the Save button, Now you can find the added member as an example, I have added Roselin

This is how we can add members directly to the SharePoint team site.

Check out, How to Change SharePoint Online Site Name?

Inviting members to collaborate via emails to a SharePoint site

Here we will see how we can invite members to the SharePoint site via email.

For example, Through the SharePoint site, we can send an email to the user and a message regarding they can access the site.

In the Team site or Communication site, we can invite them to collaborate via emails

• Navigate to the SharePoint team site where you want to add members, that you have created, Navigate to https://<your-domain>.sharepoint.com/sites/<site name> Example: https://tsinfotechnologies.sharepoint.com/sites/INTEL
• On the Team or communication site HomePage, in the right corner of the page, select setting + Site permissions

• It proceeds to the Permissions pop-up and select the Advanced permissions settings

• Select Grant Permissions, and choose options with:
  • Invite people
  • Shared with

• Select Invite people ->add the name of the user or select the list that appears when you start typing and Include a personal message with this invitation(optional).

• Extend Show options and select a permission level (for example, If you need to add a member from a different department but don’t need them in a team. In that situation, you can invite him with the Permission level)

• Click on the Share button, next it displays the email that has been sent to the user as shown below:

This is how to invite members to a SharePoint site via email.

Also, read, Restore deleted site in SharePoint Online

How to Add Multiple users to a SharePoint site

Here we will see how to add multiple users to a SharePoint online site.

In a SharePoint Team site or Communication site, we can add multiple users

• Navigate to the SharePoint team site where you want to add members, that you have created, Navigate to https://.sharepoint.com/sites/ Example: https://tsinfotechnologies.sharepoint.com/sites/INTEL
• On the Team or communication site HomePage, in the right corner of the page, select setting + Site permissions

• It proceeds to the Permissions pop-up and select Advanced permissions settings

• Select Create Group

• In the Create Group window, there are
  • Name: Provide the name, for which you need to create a group. Example: I have created an Intel Marketing Group
  • About Me: Provide the description of the group, for example, “This is a group for the Intel Marketing Group
  • Group owner: Provide a name, of who will be having full control access to the Intel Marketing Group.
  • Who can view the membership of the group: we need to choose among
    • Group Members: Only members of the group can see, who is present in the group
    • Everyone: Everyone in the organization can see, who is present in the group.
  • Who can edit the membership of the group: we need to choose among
    • Group Owner: Only the Owner can add, or delete the members or group
    • Group Members: Members can also add or delete the members or group

• Allow requests to join/leave this group: we need to choose among
  • yes: Allowing requests to join or leave the group.
  • No: Not allowing requests to join or leave the group.
• By default, Auto-accept requests are No.
• By default, Send membership requests to the following e-mail address will be the owner’s e-mail address. Example: hemashree@tsinfotechnologies.onmicrosoft.com
• We need to choose Permission levels, as shown below:
• Click on Create Button.

• On the Group that you have created, In the top left corner, Select New, and choose options with:
  • Invite People
  • Shared with

• Select Invite people -> Provide the name of the Multiple Users, or select the list that appears when you start typing and Include a personal message with this invitation(optional).

• Extend Show options and select Send an Email invitation.

• Click on the Share button, next it displays the email that has been sent to the user as shown below:

This is how we can add multiple users to the SharePoint site.

Read SharePoint Team site vs Communication site

Add a Group Owner to the SharePoint Online site (From the SharePoint Admin center)

Here we can add an additional owner to the SharePoint site using the admin center but an additional owner can be added only to the SharePoint Team site.

• Navigate to the SharePoint Admin center using Navigate to https://<tenantname>-admin.SharePoint.com. Example: https://tsinfotechnologies-admin.sharepoint.com
• In the SharePoint admin center window, on the navigation menu, click on the Sites option and you can see the below with two options:
  • Active sites: We can see here all the active sites available in our organization.
  • Deleted sites: In this, we can find all the deleted site and we can restore it.

• Then click on Active sites.
• Then it will display Active sites and Select a team site to that you want to add an additional owner for which you have created + select Permissions as shown below:

• When we select a Permissions option and you can see the below with two options:
  • Manage Group Owners: Here we can add additional site owners, an additional person who has full control.
  • Manage additional admins: Here we can add additional admins to become an admin of the SharePoint site and will not have access to anything else that is part of a group for Adding users, controlling access to document libraries, and setting permissions.
• Select Manage Group Owners as shown below:

• It proceeds to the Manage Group Owner pop-up
• Here, Now you can add an additional owner to this group, add the name or select the list that appears when you start typing

• Click on the Save button, Go to the Site Information, In Permissions, you can find the added additional owner as an example, I have added Roselin as shown below:

This is how we can add additional owners to the SharePoint site in the admin center.

Note:

The additional owner can be added only to the SharePoint Team site but not for the communication site . The additional admin can be added to the both SharePoint Team site and for the SharePoint Communication site too.

Add an Additional admin to the SharePoint Online site (From the SharePoint Admin center)

Here we can add an additional admin to the SharePoint site using the admin center, an additional admin can be added to the both SharePoint Team site and the SharePoint Communication site.

• Navigate to the SharePoint Admin center using Navigate to https://<tenantname>-admin.SharePoint.com. Example: https://tsinfotechnologies-admin.sharepoint.com
• In the SharePoint admin center window, on the navigation menu, click on the Sites option and you can see the below with two options:
  • Active sites: We can see here all the active sites available in our organization.
  • Deleted sites: In this, we can find all the deleted site and we can restore it.

• Then click on Active sites.
• Then it will display Active sites and Select a team site to that you want to add an additional owner for which you have created + select Permissions as shown below:

• When we select a Permissions option and you can see the below with two options:
  • Manage Group Owners: Here we can add additional site owners, an additional person who has full control.
  • Manage additional admins: Here we can add additional admins to become an admin of the SharePoint site and will not have access to anything else that is part of a group for Adding users, controlling access to document libraries, and setting permissions.
• Select Manage additional admins as shown below:

• It proceeds to the Manage additional admins pop-up
• Here, Now you can add an additional admin to this group, add the name or select the list that appears when you start typing

• Click on the Save button, Go to the Site Information, In Permissions, you can find the additional admin as an example, I have added Roselin as shown below:

This is how we can add additional admins to the SharePoint site in the admin center.

Conclusion

In this SharePoint tutorial, we learned how to add members to a SharePoint site and we discussed various methods of adding members to the SharePoint Team site and Inviting members to collaborate via emails. And also, I have explained how to add multiple users to a SharePoint Online site.

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