SharePoint Training | SharePoint Online Complete Course

Summary

Highlights

• SharePoint Online is your tool for creating sites and collaborating internally and externally. 📈
• You can access SharePoint from any device and anywhere—perfect for remote work! 🌍
• Co-authoring allows multiple users to work on the same document simultaneously. ✌️
• Unique permissions can be set to keep sensitive data secure while collaborating. 🔒
• Integration with Microsoft 365 apps brings additional functionalities to SharePoint. 📲
• Hub sites help manage linked sites with common branding and navigation. 🔗
• Power Automate and Power Apps enhance SharePoint's capabilities by automating workflows and creating custom apps. 🛠️

Key Takeaways

• Learn SharePoint basics and create and manage sites with ease 🌐
• Understand document and content management to streamline your workflows 📁
• Explore advanced integrations with Power Automate and Power Apps for enhanced efficiency ⚙️
• Discover how you can personalize and customize SharePoint sites to fit your needs 🎨
• Securely share and manage permissions for internal and external users 🔐
• Automate business processes using Power Automate to increase productivity 🚀

Overview

Chapters

• 00:00 - 01:30: Introduction to SharePoint Online SharePoint Online is a web-based platform developed by Microsoft that can be accessed via a web browser. It allows users to create various sites and content for collaboration with internal or external users. As a web-based tool, it offers the convenience of access from anywhere.
• 01:30 - 14:00: SharePoint Online Features SharePoint Online allows organizations to create both internet and intranet sites that can be accessed from any device and any location. Internet sites, like microsoft.com, are available to the general public, while intranet sites are restricted to a company's internal users. These sites provide a platform for employees to collaborate on projects and share company information securely within the organization.
• 14:00 - 18:00: Understanding SharePoint Versions and Products SharePoint is a tool that can extend the accessibility of internet sites beyond internal users to external vendors or organizations, facilitating collaboration between internal and external users. It allows users to upload and share documents internally as well as externally.
• 18:00 - 23:00: Team Site vs Communication Site The chapter discusses the concept of co-authoring in SharePoint Online, which allows users to collaborate in real-time on the same document. It highlights that SharePoint Online is versatile and can be used in various ways depending on the user's needs, with document storage being one of its primary uses.
• 23:00 - 30:30: Creating SharePoint Sites SharePoint is a sophisticated library designed for organizational document management, providing a centralized location for all documents. Unlike OneDrive or Google Drive, which are personal storage spaces with a typical folder structure, SharePoint offers more advanced document management features for organizations.
• 30:30 - 46:30: Document Libraries This chapter discusses the concept of Document Libraries in SharePoint. It explains how metadata can be associated with documents to facilitate grouping and easy retrieval within a library or site. The chapter assures readers that further explanation will be provided in upcoming videos, encouraging them to stay engaged and continue learning. Additionally, SharePoint's role as a Content Management System is briefly mentioned, highlighting its content creation and scheduling capabilities.
• 46:30 - 53:00: Document Versioning SharePoint is versatile, providing functionality for content sorting and filtering by metadata, knowledge management via article sharing, and project management with document libraries and task tracking.
• 53:00 - 68:00: File Checkout and Check-in The chapter discusses the functionalities of a management tool and SharePoint. Users can create and assign tasks, and track their progress within a team using this tool. Additionally, online forms can be created using SharePoint lists or Microsoft Forms, which can be integrated with SharePoint online. It mentions the capability of creating automated workflows within SharePoint to streamline business processes, providing the example of automating a travel form.
• 68:00 - 76:00: Recycle Bin in SharePoint Online The chapter titled 'Recycle Bin in SharePoint Online' delves into how organizations can utilize SharePoint to automate workflows. One example provided is creating a workflow that manages travel approval requests; when a new request is submitted, it automatically seeks approval from the manager and subsequently from the finance department. This highlights SharePoint's capability to enhance collaboration within organizations by allowing them to create internal sites to share and publish news articles.
• 76:00 - 89:00: Sharing Documents and Folders The chapter titled 'Sharing Documents and Folders' discusses how SharePoint Online can be utilized for sharing news, updates, and project information with a team. It highlights that SharePoint Online can function as a database where various types of information, including videos, images, files, and tasks, can be stored. Additionally, SharePoint Online serves as an inventory to manage different assets, facilitating the sharing and storage of documents and concepts among team members.
• 89:00 - 105:00: Using Metadata for Organizing Documents The chapter discusses the evolution of information sharing, moving from traditional methods like network drives and folders to more collaborative approaches. It highlights the historical use of emails and network drives for document sharing. However, these methods proved inefficient for collaborative work involving multiple users who needed to modify or add information to documents.
• 105:00 - 119:00: Working with SharePoint Lists This chapter discusses the challenges of managing documents without SharePoint, such as creating multiple copies of a single document and lacking auditing capabilities, leading to complexity in document management. It introduces SharePoint as a solution where all documents and content can be stored in one place, allowing for easier sharing from a single location.
• 119:00 - 130:00: Task Management with Microsoft Planner This chapter discusses the collaborative features available when using Microsoft Planner in conjunction with SharePoint Online. It highlights the ability for multiple users to edit and manage documents simultaneously in a single location. Additionally, the chapter explains how SharePoint Online empowers users by giving them control over site management and permissions.
• 130:00 - 151:00: Automating Processes with Workflows The chapter titled 'Automating Processes with Workflows' focuses on the customization and management of SharePoint sites. It explains how site permissions can be modified and how site members can be assigned different roles. The chapter also covers the customization of web parts such as news content and document libraries, and explains that these components can be managed directly from the browser if creating an internet or project site.
• 151:00 - 185:00: Creating Custom Workflows with Power Automate In this chapter, the focus is on creating custom workflows using Power Automate, a tool that allows users to automate tasks without the need for third-party plugins or coding. The chapter also highlights the integration of SharePoint Online with other Microsoft 365 applications. As part of the Microsoft 365 ecosystem, SharePoint Online can be seamlessly integrated with applications like Power Apps, Power Automate, Microsoft Exchange Online, and Microsoft Teams, enabling a cohesive and efficient workflow environment.
• 185:00 - 220:30: Building Applications with Power Apps The chapter discusses the integration of SharePoint Online within Power Apps, emphasizing secure document sharing. Site owners and administrators can manage document security to ensure only intended users, internal or external, have access. The feature of co-authoring in SharePoint Online is also highlighted.
• 220:30 - 244:30: Creating and Managing Subsites This chapter discusses the concepts of document versioning and co-authoring in the context of SharePoint subsites. Document versioning allows users to track changes and updates made to a document over time. Co-authoring enables multiple users to simultaneously work on the same document, allowing them to see each other's changes in real time. These features facilitate better collaboration and document management within SharePoint subsites.
• 244:30 - 290:30: Creating and Managing Hub Sites This chapter discusses creating and managing Hub Sites. It highlights the importance of version history within documents, allowing users to revert to previous versions if errors occur. SharePoint Online's integration with Exchange Online is underscored, offering users seamless file and document sharing capabilities.
• 290:30 - 304:30: SharePoint Online Permissions Overview This chapter covers the features of SharePoint Online, focusing on reporting and automation capabilities. SharePoint Online allows users to create detailed reports using PowerBI, applicable to sites and document list libraries. Users can also filter and create views for document libraries to enhance reporting capabilities, and the information can be exported. Additionally, SharePoint Online can be integrated with Power Automate to set up automation for various processes.
• 304:30 - 321:30: Managing Site Permissions in SharePoint Online This chapter covers the management of site permissions in SharePoint Online. It mentions the use of Power Automate flows as a tool to automate tasks instead of performing them manually. Additionally, it provides a brief overview of SharePoint versions and products, specifically focusing on SharePoint Server with details about SharePoint Server 2016 and 2019, both of which come in Standard and Enterprise flavors. The typical deployment of SharePoint Server is discussed.
• 321:30 - 330:30: Advanced Permission Settings in SharePoint Online This chapter discusses the concept of 'on-premises' versus 'cloud-based' setups, explaining that on-premises setups require the enterprise to manage their infrastructure, including servers and data. It highlights the differences between the SharePoint Server Standard and Enterprise versions, specifically noting that the Enterprise version offers advanced features like enhanced search capabilities, advanced social networking, and advanced permission settings.

SharePoint Training | SharePoint Online Complete Course Transcription

• 00:00 - 00:30 SharePoint online is basically a web-based platform which is developed by Microsoft all you need is a web browser to access SharePoint online and to do everything within SharePoint in nutshell SharePoint online is basically a tool that you can use to create a number of sites and content to collaborate with internal or external users since this is a we based tool you can access it from
• 00:30 - 01:00 any device and from anywhere by using SharePoint organizations create internet sites or Project based sites internet sites are basically for your internal employees interet sites are different to the internet sites for example microsoft.com is an Internet site which is accessible by anyone but the interet sites are created by an organization for their users only those can be accessed
• 01:00 - 01:30 by the internal users only but using SharePoint you can further extend the accessibility of these internet sites to the external vendors or external organizations SharePoint is also used as a collaborative tool using SharePoint organizations can collaborate with internal or external users you can upload documents within SharePoint and you can share these documents with internal or external users using using
• 01:30 - 02:00 email or you can directly share the link users can work on the same document in real time and at one place this is called co-authoring so it is like a one single place to collaborate let's understand what are the uses of SharePoint online SharePoint online is actually used in a number of different ways it is all about your requirement and how far you want to fully utilize the SharePoint offerings the first use of SharePoint online is document storage
• 02:00 - 02:30 SharePoint is a sophisticated library to keep your organization's documents SharePoint provides a single place to store all the documents of your organization now if we talk about one drive or Google Drive they also provide document management feature but one drive and Google Drive are the personal storage spaces also they provide a typical folder structure to arrange your documents but in SharePoint you can
• 02:30 - 03:00 associate metadata as well so you can group the documents based on your requirement this way you can easily find the documents within a library or a site if you are new to SharePoint or the terms that we are discussing are new for you do not worry we will be discussing everything in the upcoming videos so stay connected and keep learning SharePoint is also used as a Content management system where you can create content in SharePoint you can schedule
• 03:00 - 03:30 the content and basically you can sort and filter the content based on their metadata SharePoint is also used for Knowledge Management you can create knowledge based articles in SharePoint and you can share them with the users it can also be used as a project management tool where you can create a number of different document libraries and list and you can track the progress of a project you can also use it as a task
• 03:30 - 04:00 management tool you can create tasks and assign those tasks to different users within your team and track the progress on those tasks you can also create online forms using the list in SharePoint or you can create online forms using Microsoft forms that you can integrate with SharePoint online you can also create automated workflows within SharePoint and you can automate your business process for example you might want to create travel form which is a
• 04:00 - 04:30 travel approval form now you can create a workflow so that whenever there is a new request it can actually go to your manager for approval and once your manager approves it then it goes to a finance department for approval so like this you can create a completely automated workflow within SharePoint organizations can use SharePoint to create internet sites where they can collaborate with their internal employees they publish the news articles
• 04:30 - 05:00 it is used to publish news and updates to your team and to share the information about the projects SharePoint online can be used as a database basically you can store any type of information within SharePoint online you can store videos images files tasks and other type of information you can basically use SharePoint as an inventory to store all of your different assets SharePoint online is also used
• 05:00 - 05:30 for information sharing now if you go back in time and if you look at the Historical ways of sharing information we used to have information stored in a network drive we used to create folders and store the documents within the folders and then share the drives with other users or we use emails to share files with each other but let's say if we have to share a document with 10 users and we want them to modify the document or add something within the
• 05:30 - 06:00 document this will create 10 copies of a single document so then you need to create a Consolidated copy from these 10 documents now the problem with this is there is no auditing using these methods and this is very complicated to manage the documents but in SharePoint you can have everything in one place you can store all of your documents and content in SharePoint you can share the documents from a single location with
• 06:00 - 06:30 different users you can also assign required permissions to the users while sharing the documents and all the users with whom the document is shared they can work on that document in a single place you can real time monitor the changes being done within the document now let's talk about the features and benefits provided by SharePoint online SharePoint online gives your users the control of how to manage SharePoint sites for example you can easily assign
• 06:30 - 07:00 permissions on the site you can assign site members or the site honor permissions you can modify these sites and so on now SharePoint site has a number of different web Parts like news content and document libraries all these components or the web Parts can be easily customized if you have to create an Internet site or a project site you can do this from the browser itself
• 07:00 - 07:30 you do not need any third party plug-in for this or you do not need to know any sort of coding to achieve this the next feature of SharePoint online is integration with Microsoft 365 applications SharePoint online is basically a part of Microsoft 365 ecosystem the other M365 applications such as power apps power automate Microsoft Exchange online teams all of these app applications can be integrated
• 07:30 - 08:00 with SharePoint online if you want to share particular document or file with any of your users be it internal user or external users you can share the documents along with the required permissions so that the shared document is not accessed by anyone else the whole security of your SharePoint site can be easily managed by your site owners site members or the site admins SharePoint online provides co-authoring and
• 08:00 - 08:30 document versioning co-authoring is when multiple users are working on the same document at the same time each user can see others activities on the same document in real time document versioning is if you create a document today and next day you make some changes within that document or if this document is shared with someone else and that user makes any changes within that document SharePoint store the versioning
• 08:30 - 09:00 of each activity done within the document so at any point of time you can go back to the document you can check what was the last modification done on the document or let's say someone made a mistake within the document so you can go back to the earlier date when you last modify the document and you can get the previous version of that document SharePoint online is integrated with exchange online so that the users can easily share the files and documents
• 09:00 - 09:30 over the emails the next feature of SharePoint online is reporting with powerbi you can create a number of reports for the SharePoint sites or if you have documents list libraries you can create views and filter your document libraries which basically gives you a proper reporting and you can export the information as well the other feature of SharePoint online is automation we can integrate SharePoint online with power automate to configure
• 09:30 - 10:00 number of flows by creating power automate flows we can automate the task instead of doing them manually now let's go through the versions and products of SharePoint because it is good to have basic understanding of this so the first SharePoint product is called SharePoint server we have SharePoint server 2016 and 2019 that comes in two flavors standard and Enterprise now the SharePoint server is usually deployed in
• 10:00 - 10:30 on premises on premises means your on infrastructure where you are responsible to manage these servers all the files documents the entire data of the SharePoint server is stored in on premises but if we talk about the difference between SharePoint server standard and Enterprise the Enterprise version has more advanced features for example advanced search you get Advanced social networking capabilities and you get Advanced formation settings then we
• 10:30 - 11:00 have SharePoint online which is the latest and most advanced version of SharePoint SharePoint online is a part of Microsoft 365 SharePoint online has all the features and capabilities those are offered by SharePoint Enterprise version on top of this SharePoint online is the online version and the data is stored in Microsoft data centers so you do not have to manage the SharePoint servers like you do in on premises if we
• 11:00 - 11:30 talk about the difference between SharePoint server and SharePoint online SharePoint server is hosted in on premises whereas SharePoint online is hosted in Microsoft data centers in cloud in case of SharePoint server your it team is responsible to deploy updates and patches whereas in case of SharePoint online updates and patching is managed by Microsoft in SharePoint server the data is stored in on premises
• 11:30 - 12:00 server but the SharePoint online data is stored in the cloud when you deploy SharePoint server in on premises you need to purchase Hardware on which you will deploy SharePoint server and then you need to pay the software cost to Microsoft so that you can get license from Microsoft and you deploy SharePoint on the server so there is a cost involved but in case of SharePoint online you do not have to worry about the hardware and softw after cost
• 12:00 - 12:30 Microsoft 365 is a subscription based model that means if you need to use something in Microsoft 365 you need to purchase the subscription and use the services when you create a site in SharePoint you get two options and you will have to decide if you want to create a team site or a communication site and before we create either one of these sites we should know the
• 12:30 - 13:00 difference and the use of each site so the team site is basically a private space for a specific department or a project for example you are working on a project along with your team and you need a workspace where you can collaborate with your team members where you can store all the information or the documents related to the project your team members can access that information they can upload documents and they can collaborate with each other so in this
• 13:00 - 13:30 example only the users who are working on the project will have access to that particular site you can also create a team site on the basis of departments let's say you have it department and you want to give a workspace to them where they can upload their documents and they can collaborate with their team members whereas a communication site is an Internet site which is used for the communication purpose communication sites are used to broadcast the
• 13:30 - 14:00 information to the users the communication sites are not open for the collaboration if we talk about a team site the users to whom we have given permissions only they can access a team site they can upload the documents on the site or they can make the changes within the site but in case of communication site a communication site is a readonly site for the users the users can view the information they can read the articles they can read the news
• 14:00 - 14:30 but they cannot make any changes within the communication site only the users who have author permission for example only they can make changes within the communication site there are other differences as well between a team site and a communication site that I want to show you practically so let's close this page now here I have couple of sites test two is a team site and we have a communication site as well so let's open
• 14:30 - 15:00 both of these sites now if you look at both of these sites we can see a lot of difference within the layout in the communication site we have the menu bar at the top but in case of Team site we have the menu bar on the left in communication site we can see a large area where we can post the information but in a team site we do not have this web part if you go to communication site and and scroll it down you can see
• 15:00 - 15:30 sections like news events these sections are created by default when you create the communication site but in team site we do not have this information if you scroll it down we can mostly see the documents on which we have recently worked within this particular site now the other major difference between a team site and a communication site is when we create a team site it creates Microsoft 365 group with the same name
• 15:30 - 16:00 if you go to exchange admin Center and go to groups under Microsoft 365 we can see test to Microsoft 365 Group which was created when we created the SharePoint site and the membership of the team site is controlled through the Microsoft 365 group but when we create a communication site in SharePoint it doesn't create a Microsoft 365 group let's go back to SharePoint
• 16:00 - 16:30 online now in team site we can see the type of group here we can see the public group and we can see the number of members as well for this group this group is basically the Microsoft 365 group that is associated with this site and the number of members that we can see here are the members and honors added within the group but if you go to communication site we do not see this particular information here it doesn't show the group type or the number of
• 16:30 - 17:00 members now if you go to site permissions we can see three type of permissions site Hors site members and site visitors and if we go to Team site site permissions we can see same level of permissions here as well site honors site members and site visitors but if we expand them under honor permission we can see the honor of this
• 17:00 - 17:30 site is the honor of test to group and under site members it says members are the test Tu members so that means the membership is being derived from the Microsoft 365 group but if we go to communication site under site honors we can see the honor is global administrator who actually created this particular site and under site members we do not see any members added within
• 17:30 - 18:00 this particular site so these are the basic differences between a team site and a communication site to create a SharePoint site you will go to SharePoint online first you will log to portal. office.com you will Click app launcher and from here you will click SharePoint there are multiple ways to create a SharePoint site you can either click create site or on the left you can click plus icon
• 18:00 - 18:30 which is for create and then click site when you create a site you will be asked if you want to create a team site or a communication site if you want to know the difference between team site and communication site you can refer to the video that you can see on your screen you can also find the link within the description of this video in this example I'm going to create a site for my it Department so this is going to be a dedicated space for it department
• 18:30 - 19:00 where they can upload files they can upload documents and they can collaborate with each other so that means we need a team site so let's click team site under select a template we have pre-built site templates that can be used to create a SharePoint site these are the templates those are provided by Microsoft and if your organization has uploaded these site templates you can find them under from
• 19:00 - 19:30 your organization so let's select a template and click use template under site name we will give a name for this site for example we are going to create this site for the IT department so I will give this a name it now here you can see it says this site name is available that means every SharePoint site name should be unique you cannot create multiple sites with the same name
• 19:30 - 20:00 and as soon as you will type a name for the SharePoint site it will assign an email address to Microsoft 365 group that will be associated with this particular site all the members and Honors that you add within the site are added within that Microsoft 365 group this group gives you a mailbox and a shared calendar all the users who are members and hors of this site will have access to Microsoft 365 group of this
• 20:00 - 20:30 site we will discuss this in detail in upcoming videos if you want to change the email address for this group you can type another email address prefix here for example it department now you might be thinking we can only see the email address prefix here but we do not see the domain for this email address so the answer is the domain that is selected as default in your tenant will be used as
• 20:30 - 21:00 email address suffix for example let's go to Microsoft 365 admin Center go to settings domains now here you can see this domain is selected as default in my tenant so if I create a SharePoint site the Microsoft 365 group for that site will use this domain for the email address even if you create a user or a group by default this domain domain will be used for their email addresses let's
• 21:00 - 21:30 go back to SharePoint online under site description we can add a description for this particular site for example this site is for IT department under site address you can see the complete URL for this particular site Office 365 Concepts is the name of my Office 365 tenant or the M365 organization name
• 21:30 - 22:00 sharepoint.net URL will remain same the only site name will change so once you have made the changes as per your requirement click next under privacy settings you can select if you want to create a public
• 22:00 - 22:30 site or a private site a public site is open for everyone that means any user within your organization can access this site but if you want that only the members of this site should access it then you can select private I will select private because I'm going to create this site for a particular Department under language you can select the language in which you want to create this site but remember remember one thing once you select a language and you
• 22:30 - 23:00 create this site you cannot change the language later so let's select English and click create site under add members we will add the members or honors for this particular site let me add a couple of honors and members so I have added few members but let's say I want to add this particular user as honor so I will click this drop down arrow and I'll select honor and now
• 23:00 - 23:30 this particular user will become the owner of this particular site the difference between owner and member of site is the owners will have full control on the site they can upload documents they can modify the site content they can manage permissions and so on but the members of this site can edit and view the site content they can upload files and they can modify the pages and the site list because this site will also create an
• 23:30 - 24:00 Associated Microsoft 365 group these permissions will also be visible in that group so once you add honors and permissions click finish so the team site is ready if you look at the URL of this site Office 365 Concepts is the name of my tenant sharepoint.net and it is the name of this particular
• 24:00 - 24:30 site at the right we can see this is a private group that means this team site is a private site and the M365 group that is associated with this particular site is a private group next to this you can see I am following this site if you follow a site this site is added under following tab for example I'm following this site and if I go to homepage of of SharePoint online under following I can
• 24:30 - 25:00 see this particular site so I can easily locate a site and if I want I can simply open it from here next to this we can see the members of this particular site if you click members and under teams and Microsoft 365 groups we can see the it group that was created along with the team site let's open this group under site info we can see the address of the site that is associated with this particular group if I click on this site
• 25:00 - 25:30 I will be redirected to the team site under email address we can see the email address which is assigned to this particular group and let's go to membership we can see the same membership like we can see within the SharePoint site Concepts user is the owner Concepts user is under honors and rest of the US users are members of this
• 25:30 - 26:00 particular site and the group now as a user you can only add Hors and members in a site if you want to add the site visitors that is a readonly permission only an administrator can do it if you want to add site visitors click site visitors and then go to add site visitors and here you can search for the name of the user and you can add the site visitor now this account with which
• 26:00 - 26:30 I'm logged in this is a global admin account that is the reason I'm able to add it under settings tab we can see the privacy of this particular group when we created this site we selected private but if you want to make it a public site you can select public and then click save in the last video we created a team site with name it this site is a workspace for the IT department of my
• 26:30 - 27:00 organization the users of IT department can upload documents in this site and they can collaborate with each other so this site is a dedicated workspace for the users of IT department when you create a SharePoint site be it a team site or a communication site you get a default structure default applications and a default layout so at the top of this site we have this SharePoint site
• 27:00 - 27:30 bar on the left we have app launcher from where you can open Microsoft 365 applications and here we have this search box which is used to search the entire site when you have documents within a site you can search those documents or the information within this site so you don't have to navigate to the document library to open the documents you can simply search the document here and you can open it from
• 27:30 - 28:00 here as well on the right side of the search box we have this notification pain this basically tells you when you create a site in SharePoint online what are the next steps that you can take to customize this site for example you can customize your site you can invite team members you can upload files so this basically tells you what next you can do within this site when you create a site and then we have a gear icon for the
• 28:00 - 28:30 settings for this particular site for example if you want to add a new page within this site you want to add an application you want to manage site permissions you want to modify the site all these settings can be accessed from here we will talk about all these options and permissions in the upcoming videos and next to settings we have help section help section is very useful you can type any query here and ask for the
• 28:30 - 29:00 help for example let's assume you want to know how to create SharePoint site so we can type a query like create SharePoint site and press enter and this help section will give you the step-by-step instructions on how to create a SharePoint site or let's say I want to know how to manage SharePoint permissions so I will type
• 29:00 - 29:30 SharePoint permissions and press enter now this is giving me few results let's say I want to know how to manage permissions for list and Library so I will click this particular link and this will give me complete instructions on how to manage the permissions so this help section is very useful on the left of the site you can see the name of the
• 29:30 - 30:00 SharePoint site if you hover your mouse over this site name it will give you more information for example you can see the site name you can see the privacy of the site or the Microsoft 365 Group which is associated with this particular site you can see the number of members now here we can see an option that says send email if I click this option this will compose an email and in two field we can see the email
• 30:00 - 30:30 address of the Microsoft 365 group that is associated with this particular site so if I send this email this email will be sent to this particular group Next if we click three dots we have couple of more options like we can add members within this particular site or if we want we can invite the users by sharing a link with them for example let's click invite others you can copy this link and
• 30:30 - 31:00 you can share this link with a particular user and when a user will open this link an approval will be sent to the site owner once the site owner will approve this request the user will be added as a member within the site group Next we can see the email address of the Microsoft 365 group that is associated with this site we can see the members and next we have application if you want to access the mailbox of
• 31:00 - 31:30 this site group click Outlook and this will open the Microsoft 365 group mailbox let's go back to the site on the right we can see this particular site is a private site I am following this site and here we can see the number of members down below we can see this particular site is published that means the users can see this site they can access this site and and if you want you can share this site with the
• 31:30 - 32:00 users Click Share page here you can add the users with whom you want to share this particular site you can also manage the permissions if you want to share this site as readon or you want to give them edit access apart from assigning these permissions you can again go to share and click copy link to page and you can also copy the link of this site and you can share it with the users and then we have edit if you want to make
• 32:00 - 32:30 changes within this site click edit make the changes as for your requirement and click republish republish and whatever changes you do within this site will be visible to the users on the very left you have the menu bar for your SharePoint online page if you click home you will see all these sites if you're following them or you have recently opened next is my site here you
• 32:30 - 33:00 will see the sites that you are following or you have recently opened then we have news where you will get the updates and news those are published within the sites you are following and then we have my files here you will see the files that you have recently opened or modified next is my list where you will find the list that you have created or added as favorite list and then you
• 33:00 - 33:30 have this plus icon or create option if you want to create a News Post you want to create a page within this particular site you want to create a site a document or a file or a PP you can create these items from here and next to this menu bar we have a quick launch menu for this particular site this menu is only available in team site if you open communication site you will not see
• 33:30 - 34:00 this quick launch menu in communication site if you want to access the mailbox and calendar of this site group click conversations and you will be redirected to ow from where you can access the mailbox and calendar of the group associated with this particular site so here you can see the emails within this group mailbox and if you want to access the calendar click calendar icon click show all select the group and this is
• 34:00 - 34:30 the group for the Microsoft 365 group that is associated with this particular site next we have documents which is a document Library if you have documents uploaded within this site you will find all the documents here next we have notebook for this site and under Pages you will find the site pages and then we have site content site content contain the information about the
• 34:30 - 35:00 complete site here you can see how many document libraries you have you can see how many documents you have within each document Library you can see the number of site templates site pages so all the information related to this site you can find here and then we have recycle bin we will talk about recycle bin in one of the next videos since this is a big topic so I will put post a video dedicated for the recycle bin and next
• 35:00 - 35:30 to quick launch menu we have new from where we can create a list within this site you can create a document Library you can create Pages spaces News Post news link and so on next is Page details if you want to see the version history of this site like what changes are made within this particular site scroll it down and and click version history and
• 35:30 - 36:00 here you can see the changes those were made so far within this site since it was published and the last one we have is analytics under this we can see the traffic on this particular site we can see how many users have visited to this site we can filter the results on the basis of 7 days 30 days 90 days we can see the page views we can can also see for how much duration the users were on
• 36:00 - 36:30 this site and you can also filter the traffic basis on the time to create a communication site in SharePoint online either you can click create site option on the SharePoint page or you can go to the left menu bar and click create and then click site when you click create site the wizard will ask you whether you want to create
• 36:30 - 37:00 a team site or a communication site in one of the previous videos we learned how to create a team site and we have also discussed the difference between a team site and a communication site you can find the link for these videos within the description box so this time we are going to create a communication site so let's click communication site under select a template you will find the pre-built site templates those are
• 37:00 - 37:30 provided by Microsoft you can choose one of these templates to create a communication site I will go through the standard template so I'll select standard communication and click use template under site name you need to mention the name for your communication site for example news updates under site description you can add a description for this site for example this site is to
• 37:30 - 38:00 broadcast information and under site address you can see the complete URL for this particular site Office 365 Concepts is the name of my Microsoft 365 tenant and sharepoint.net and news updates is the name of this
• 38:00 - 38:30 communication site that we are just going to create so let's click next and we are good with the language if you want you can change the language from here and click create site so our communication site is ready now if you have noticed when we created a team site in one of the previous videos we were asked to choose if you want to create a private site or a public site we were asked to add members and honors for the
• 38:30 - 39:00 team site also we got an email address for the Microsoft 365 group that was associated with the team site but when we created the communication site we didn't get these options and the reason is a team site is used for the collaboration a team site has a group that lets people to collaborate on emails and calendars we can check the conversations of a team site group but a communication site is used for
• 39:00 - 39:30 information broadcasting this is basically used to distribute information news or updates to a wide range of audience that is the reason a communication site doesn't has a group Associated and there is no privacy settings for a communication site but a communication site has permissions with the help of these permissions you can make few users as site editors or authors those can modify the site
• 39:30 - 40:00 content and rest of the users will be site visitors who will have a readonly permission on the site so that they can consume the information available on that particular site before we start working with document libraries it is important to understand that what exactly a document library is and what is the use of document libraries if we talk about the
• 40:00 - 40:30 traditional ways to store information we use to store it in our computer hard drives or we store information in a network drive or on a server now if you have to share these documents with someone you will attach the document with email and send it and if you want to share the same document with five different users this will create five different copies of one document or let's say you want five users to work on
• 40:30 - 41:00 the same document so if we go by the traditional way we will end up with five copies of one document and we will have to collate everything from the five documents to create the final report so the problem with this traditional way is this way the documents are very difficult to manage but if we talk about the document libraries this is a secure space where we can store our documents
• 41:00 - 41:30 we can work on these documents with other team members we can share these documents with other users and we can access these documents from anywhere and from any device so in nutshell a document library is a secure storage place where we can upload our documents we can collaborate on a document multiple users who have access to the document can work on the same doc doent we can share the document with others
• 41:30 - 42:00 and we can track the changes done on the documents when you create a SharePoint site be it a team site or a communication site you get a document library with name documents this document library is created by default but you can create multiple document libraries in a site for example let's assume you want to create different document Library where you want to store only image or you want to create a dedicated
• 42:00 - 42:30 library for reports within a document Library you can upload any type of documents be It Word document Excel images videos PDF files almost any type of documents you can store here but there are some exceptions as well for example if your administrator has blogged certain type of files for example ex files so you will not be able to upload EX files within the document library to create a document Library you
• 42:30 - 43:00 will go to the homepage of the SharePoint site and on the homepage you will click new and then click document library now there are multiple ways to create a document Library you can create a document library from scratch which is blank Library you can clone a document library for example you have another document library on a site and and you want to copy the formatting or The Columns of that document Library so you
• 43:00 - 43:30 will select from existing library on the left you will see all the SharePoint sites in your tenant select this site and here you will see all the document libraries of that particular site for example I want to clone this particular document library to my site so you will select the document library and click next but remember this will not copy the documents from anal another document Library this will only copy The Columns
• 43:30 - 44:00 views and formatting of the document Library so let's go back and the third way to create a document library is to use templates for example we can see couple of pre-built templates here that we can use to create a document library but for this particular demo let's create a blank document library and let's click blank library now under name you will give a name for the document library for
• 44:00 - 44:30 example reports Library under description you can add a description for this library but this is optional you can type like this document Library will store reports and we will leave this option checked that says show in site navigation the site navigation is the quick launch on the left of your SharePoint site where you see all these
• 44:30 - 45:00 menus to navigate to this site so if you uncheck this option then this Library will not reflect under this manual list but if you want you can uncheck this option and later you can change this setting to show the library within the menu bar so I'll leave it checked and click create so the document library is ready with name reports library and one more thing when you give a space in document Library name this will also create a
• 45:00 - 45:30 space within the URL of this document library for example if we look at the URL of this document Library it says reports person 20 Library so the space is replaced with person 20 let's create another library and I'll show you this practically let's go to homepage and click new document libr Library blank library and this time
• 45:30 - 46:00 let's create with name doc library but we are not going to give space and I'll leave this option checked and let's create so the document library is ready with name doc library and if you look at the URL it says doc Library there is no person 20 because there is no space within this document Library name there is nothing wrong if you give us space or
• 46:00 - 46:30 not the only difference will be in the URL of the document Library the space will be replaced with person 20 so good to know so now we have three document libraries first is the default one and then we have two libraries those are custom that we just created and if you want to rename the name of the document Library select select it and click settings on the right and click Library
• 46:30 - 47:00 settings and from here you can rename the name of the document library and click save now when you will rename the name of the document Library this will not change the url of the document Library you can see we have a space here but the URL doesn't have person 20 to replace this space so this is just a good practice to maintain a clean URL for your SharePoint site and the
• 47:00 - 47:30 document library in the last video we created two document libraries reports library and Doc Library as we know when we create a SharePoint site we get a default document library but we can create multiple document libraries as per our requirement so let's go to one of the document libraries that we created let's go to reports Library if you want to upload a folder or a file
• 47:30 - 48:00 within a document Library there are two ways either you can click upload and you can select the file or you can go to the location where the files are stored and you can simply drag and drop the files within the document Library so let's upload few files I have few files in my system and so first let me drag and drop few files so let's select the files go to the SharePoint site and you can simply drop these files within the
• 48:00 - 48:30 library and here you can see it says uploading for files and all the files are successfully uploaded and the other way to upload file is Click upload click files go to the location where the files are and select the files that you want to upload and click open and you can see the five items are being uploaded and all the files are uploaded successfully in the same way
• 48:30 - 49:00 you can upload the folders within document Library click upload click folder and go to the location where the folders are like I have this folder that contains couple of files so select the folder click upload upload and you can see one item is being uploaded and three files those were inside this folder has been uploaded you can click on the folder and you can see
• 49:00 - 49:30 three files are uploaded along with the folder now let's see how we can create new documents in document Library if you want to create a new document in document Library you don't have to create it on your machine and then upload it to the document Library you can create the documents directly within the document library to create a new document within document Library click new and from here you can create a Word
• 49:30 - 50:00 document Excel PowerPoint OneNote forms you can create all type of documents from here so let's create a Word document click word this will open word online from where you can create a Word document now when you make any changes within this document you do not have to save this document manually word online will save the changes automatically also by default the name of this document is document if you want to
• 50:00 - 50:30 rename this document you can click here where it says document and you can type a name for this document here for example it DOC and if you click this Arrow this will give you more options to save this document in a different location for example on the left you can see the list of SharePoint sites in your tenant you can save this file in a different sites document library or if
• 50:30 - 51:00 you have multiple document libraries within a particular site you can save this file in a different Library as well like an IT site we have reports library and we have doc Library if I want to save this particular document in Doc Library I'll select this library and I'll select move here and this document will be saved within this particular document like Library so let's close this and let's create an Excel file so
• 51:00 - 51:30 we will click Excel workbook and this will open Excel online you can create columns and rows within this file like you do in Excel application on your desktop and if you want to rename this file either you can click here or you can go back to document library right click on the file and click rename from here also you can rename this particular file if you want to create a new folder
• 51:30 - 52:00 within document Library click new select folder from here you can select the color code for a particular folder and give it a name for example it docs folder click create now the folder is ready now you can create files or you can move other files within this particular folder next we will learn how to sync a document library to your
• 52:00 - 52:30 computer sometimes it might not be feasible for you to work on the documents directly within SharePoint online or you want to work on these documents on your desktop applications instead of online applications so that is really easy in SharePoint online you can SN the document library to your computer in a single click all you need to do is you need to install one drive for business on your computer and within document Library you need to
• 52:30 - 53:00 click sync click open Microsoft One drive and it says we are syncing your files click close And let's go to One Drive location on our computer so here we can see Office 365 Concepts is my tenant name we have it reports Library synced where it is the name of the SharePoint site and reports library is the name of the document Library if you go back to SharePoint
• 53:00 - 53:30 site you can see it is the name of our team site and reports library is the document library that we just synced with one drive so here you can see all the files that you can see within the document Library you can work on these documents from your computer itself and the changes that you will do within these documents from here will automatically sync to the document library in SharePoint
• 53:30 - 54:00 online in nutshell document versioning is whenever you or someone makes a modification within a document SharePoint online creates a new copy of that particular document so that you can go back in time and you can review the previous versions document versioning creates a historical record of the changes done within the document it shows the date and time when a change was done within the document and along
• 54:00 - 54:30 with the name of the user who made the changes within the document let's assume you have a large document that includes lots of the information and if multiple users are working on that document this will become very difficult to track all the changes in SharePoint online whenever a user makes any modification within a document SharePoint saves a version of that document when co-authoring is enabled in SharePoint
• 54:30 - 55:00 multiple users can work on the same document simultaneously each user's changes are tracked and saved as a new version when a user saves changes to a document that is being co-authored SharePoint will save a new version of the document that includes all the changes made by all the users so this way you can easily track who made what changes within a document I have few documents in this document Library if you want to see the document
• 55:00 - 55:30 version for a particular document right click on the document and click version history or you can click more actions next to the document and then click version history here I can see only two versions of this document version one and version two along with the version numbers we can see the date and time when this version was created or when the changes were made within this document we can see the name of the user
• 55:30 - 56:00 who made the changes within the document and we can see the size of each version let's close this for now and let's open this particular file now in this document we can see two columns item a and Item B let's add some more columns item C and item d this is online version of excel so we don't have to save the file
• 56:00 - 56:30 manually this file will be saved automatically so let's close this file and now let's check the version history of this particular file and now we can see three versions of this particular document if we open version two it shows only two columns in this document that means the this is the previous version of the document this version doesn't include the changes that
• 56:30 - 57:00 we just did but if I open the latest version version three open Excel and in this version we can see the latest changes let's add one more column within this document item e and let's close this let's check the version history again and now we can see the another version of this document so this version is the
• 57:00 - 57:30 latest version of this document that means after this version no other changes were made within this document if I add one more column in the document or if I delete a column SharePoint will create a new version of this document so let's say you opened this document and you found that the recent change done within this document are not good so you can go back to the version
• 57:30 - 58:00 history and you can check the previous version of this document If the previous version of this document is good you can restore the previous version for example in this document there are five columns now let's say I want to restore this document to the previous version when there were four columns in this document but if I restore this document to the previous version and if someone will
• 58:00 - 58:30 open this document from document Library he will see for columns because we have restored this document to the previous version so to restore a document you will go to the version history on the previous version you will click drop down arrow and then you will click restore click okay now SharePoint will create another version of this document which is the latest ver version so if I open this document we can see only four columns
• 58:30 - 59:00 and if I go back to document library and if I open this document we can see four columns because now this document is restored to the previous version now as you have restored the document to the previous version you might want to delete the previous versions of this document to delete the previous versions right click the document again go to version history and click drop- down arrow click
• 59:00 - 59:30 delete and like this you can delete all the previous versions if you want to delete all the versions you can delete it from here but let me delete the previous versions so now we have only the latest version of this document now again if someone will make changes to this
• 59:30 - 60:00 document SharePoint will generate another version of this document so what is check out and check in functionality in SharePoint online let's take an example and things will be more clear let's say I have a document which is shared with multiple users and all of these users users are working on this document and they are making some changes within this document now let's
• 60:00 - 60:30 assume you want to make some changes within this file or let's say you want to change the structure of this file so till the time you are working on this file you do not want other users to make any changes within this particular file though this file is shared with multiple users and all the users can work on this file at the same time but your require ment is even if this file is shared with multiple users till the time you are
• 60:30 - 61:00 working on this file no one else should be able to make any changes within this file and even the owners and members of this site should not be able to work on this particular file till the time you are working so this is where check out and check in come in the picture now let me show you this practically in this document Library I have few files let's share one of these files with a
• 61:00 - 61:30 user go to share and let me share this file with Bob Ross and I'll give edit permission let me copy the link and click Send and let's go to the browser where Bob Ross is logged in and let's open this link so Bob Ross can access this file and let's go back let me open this file here as well so here we have the file open this
• 61:30 - 62:00 is Concepts user so in this file we can see Bob Ross is working on this particular document and if you go back to Bob Ross we can see Concepts user is also working on this particular file so Bob Ross can make changes in this file because he has edit permission so let me add one column he can make changes and if we go back to Concepts user he can also make changes
• 62:00 - 62:30 because he is the owner of this particular site and the document Library so we can make changes here as well so as of now Concepts user and Bob Ross both can make changes within this file but let's say I want to make some changes within this file I want to change something and I do not want Bob Ross to make any changes within this file till the time I'm working on it now
• 62:30 - 63:00 there is another way to achieve this we can remove the sharing permission for Bob Ross and once Concepts user has made changes within the file he can again assign the same permission to him but this is a long process let's say this file is shared with multiple users so in that case removing and reassigning permissions will be a timec consuming task so it is better to use check out and checkin feature now before you check
• 63:00 - 63:30 out a file make sure the file is closed let's close this file on both of the users end if the file is open somewhere you will not be able to check out so let's go back to document library now to check out a file you will click three dots or you can right click on the document and click more and click check out when you check out a file next to the
• 63:30 - 64:00 file you will see a red icon with an arrow and if you over your mouse over this icon it says you checked out this item so others cannot add it check in or discard checkout we will talk about these two options later so the file is checked out let's open this file and let me make some changes I can make make the changes within this file let's go back to Bob Ross and let's open the same
• 64:00 - 64:30 link so at the top right you can see Bob Ross has view only permission on this particular file now that means till the time I'm working on the file and I do not remove check out from the file Bob Ross will have a readon permission on this file he can view the file but he will not be able to make any changes within this file also whatever changes I'm doing in this file Bob Ross will not
• 64:30 - 65:00 be able to see those changes so at this time the file is logged for Bob Ross if Bob Ross will try to make any changes within this file let's make some changes he will get a message that you have readon permission on this file and if he clicks edit workbook it says someone else has checked out this workbook you won't be able to edit this workbook until it is checked back in by the current editor so let's close this file
• 65:00 - 65:30 let's go back and let me make some changes here now let's say I have made all the changes in this file and now the other users can work on this file so to do this I need to check in the file let me close this file and let's go back to the same file right click or click three dots next to the file click more and
• 65:30 - 66:00 click check in this comment section is optional but this is a good practice to add the commands so that the others can know that you have made some changes within this file so let's add few comments like I have made changes within this document now you can work on it and and click check in so now the check out icon is removed from
• 66:00 - 66:30 this file let me copy the link and let's go back to Bob Ross paste the link so now Bob Ros can see the recent changes done within this file by Concepts user and now he can make changes as well because the checked out feature is disabled on this file now let let me show you the purpose of adding the comments that we added while checking in
• 66:30 - 67:00 the document let's go to the property of uh this document and click version history when you check in a file SharePoint creates a version history of that activity now here you can see the version and here you can see the comments as well that you added when you checked in the file so the users who are working on this document can easily understand that you have made some changes within this document so now we know that if you want to work on a file
• 67:00 - 67:30 and no one else should be able to work on that file till the time you are working you will check out the file and once done you will check in the file but let's say I checked out a file and you can see this file is logged out but I didn't make any changes within this file so instead of checking in I can simply go back to the properties more and click
• 67:30 - 68:00 discard checkout so it says if you discard your checkout you will lose all changes made to the document are you sure you want to discard your checkout so I will click yes and the file will be open now and now anyone who has the access to this file can work on it recycle bin is a storage space that stores the deleted items it allows the users to restore the documents if
• 68:00 - 68:30 required SharePoint online recycle bin stores the deleted files documents folders list and even complete site every SharePoint site has a recycle bin be it a team site or a communication site SharePoint online recycle bin has two stages first stage recycle bin which is also called as site recycle bin and second stage recycle bin which is also called as site collection recycle bin
• 68:30 - 69:00 when you delete a document from a SharePoint site that document goes to First Stage recycle bin and it stays there for 93 days now if you delete that document from first stage recycle bin the document will move to the second stage recycle bin and the document will stay here for the remaining days for example let's assume we deleted a document from document library that document will go
• 69:00 - 69:30 to the first stage recycle bin and here that document will be retained for 93 days now let's say after 20 days we deleted this document from first stage recycle bin now this document will move to the second stage recycle bin and here this document will be retained for 73 days and after 73 days the document will be permanently deleted so in SharePoint online when you delete anything from the
• 69:30 - 70:00 site that item is retained for 93 days if a document is retained in first stage recycle bin for 93 days and you do not recover it this will be purged the document will not move to the second stage recycle bin the total duration for both first stage and the second stage recycle bin is 93 days moreover SharePoint online retains the backup of all the content for 14 additional days
• 70:00 - 70:30 beyond the actual deletion date that means after 93 days if the content can't be restored from the recycle bin and you do not have a retention policy applied to the SharePoint sites or you do not have a third party backup or M365 backup solution and administrator can contact Microsoft support to request a restore inside the 14 days window but if we talk about the on premises SharePoint server the items are retained for 30 days this
• 70:30 - 71:00 is the default value but the administrators can increase it now what type of data is stored in recycle bin it stores the document that you delete from the document Library it stores the folders that you delete from the document Library if you delete the SharePoint calendar events those are also retained in recycle bin if you delete site Pages or if you delete the complete document Library this will also
• 71:00 - 71:30 be retained in recycle bin if you delete list from SharePoint site and the files and folders that you delete from the synchronized One Drive account these items are also retained in SharePoint online recycle bin the synchronized One Drive is in SharePoint online you can sync a SharePoint site document library with your one drive client so if you delete a document Library file that is syncing with your one Drive account
• 71:30 - 72:00 these files and folders are also retained in recycle bin now let's understand what level of permissions are required to restore the content from recycle bin the site members who have edit permission level they can restore the documents from the first stage recycle bin the site members can restore the content those are deleted by the users as well as as those are deleted by the other site members but site members
• 72:00 - 72:30 can't recover the items from the second stage recycle bin the site owners who have full access permission level or the site collection administrators can restore the content from first stage recycle bin as well as from the second stage recycle bin and if we talk about the site visitors they have readon permission they can see the recycle bin but they can't access it or they can't access the content of recycle bin but
• 72:30 - 73:00 there is an exception to the document libraries and the document list document libraries and the document list can be restored either by the site owners or by the users who actually deleted the list or the library now there is no specific setting to modify the permission levels for the recycle bin recycle bin do not have any sort of permission level the permissions for the recycle bin are linked to the permissions of the
• 73:00 - 73:30 documents site or the items that means if you want to modify the permission level on the recycle bin you need to modify the permissions on the site or the document so let's move to the SharePoint online and let's see how to manage the Recycled bin in SharePoint sites in a team site the recycle bin is located on the left menu this is is the first stage recycle bin and if you want to access the second stage recycle bin
• 73:30 - 74:00 scroll it down and here you will see second stage recycle bin but if we go to a communication site we do not see recycle bin on the quick launch menu to find the recycle bin for a communication site you will click settings and click site content and at the top right you will see recycle bin this is first stage recycle bin and if you want to locate
• 74:00 - 74:30 the second stage recycle bin scroll it down and at the bottom you will see second stage recycle bin let's go to documents in communication site and let's delete a file let's go back to recycle bin site contents and here we can see we have one file within the recycle bin let's open it so the file that we deleted from the
• 74:30 - 75:00 documents library is now moved to recycle bin which is the first stage recycle bin now this file will be retained here for 93 days but if I delete this file now this will go to the second stage recycle bin let's delete it and let's go to Second Stage recycle bin and we can see the file here now this file will be retained here for 93 days and if I do not recover this
• 75:00 - 75:30 file after 93 days this file will be deleted permanently but let's say you have a retention policy applied on the tenant where you have defined that do not delete SharePoint sites and its data for one year then this file will be retained for one year if you want to delete a file permanently you will right click the file and click delete this file will be deleted permanently and you will not be able to recover it and if
• 75:30 - 76:00 you want to delete all the files from the recycle bin you can click empty recycle bin this will delete all the files from the second stage recycle pin now let's see how to create a rule in SharePoint online to get notified when a document is deleted from document Library you you can create this rule in both team site and a communication site the process is same for both in
• 76:00 - 76:30 communication site go to document library and click three dots click automate rules and create a rule and here we'll select a file is deleted and so it says when a file is deleted when this rule will trigger it will send an email to and here we will add a user to whom we want to send in notification if you want you can add multiple email addresses here and click
• 76:30 - 77:00 create and this rule is enabled so let's delete a file right click delete click delete and now let's go to the mailbox for this user Concepts user and here we can see we have received a notification Concepts user deleted an
• 77:00 - 77:30 item the documents that we store on a SharePoint site are available to the users those are permissions on this site but sometimes we want to share these documents with the users those are not part of this site so in these scenarios we can share the documents with the other users if you want to share a document with a user you can right click on the document then click share or you can click three dots next to the
• 77:30 - 78:00 document you want to share and Click Share or you can over your mouse over the document and then click share the process will remain same so let's Click Share at the top we can see the name of the document that we are going to share and here we need to add the name or the email address of the user with whom we want to share this document you can add internal user here or even an external
• 78:00 - 78:30 user so let me add few users next to this we can assign a particular access to these users by default it is set to can add it but if you click this drop down arrow you will see more options depending on the type of document that we are going to share these options will differ for example the option can review is only available
• 78:30 - 79:00 for the word documents if you share any other document apart from Word file you will not see this option so let's talk about these options one by one can edit means the users to whom you are going to share this document they can edit the document they can make changes within the document and they can share this document with other users if you share a document with can view permission the users can only view the document they
• 79:00 - 79:30 will not be able to make any changes within the document then we have can't download this is also a readonly permission users can view the document but they can't download the document to their devices and they can't make any changes within the document and the last one is can review if we share a document with this permission the users can view the document they can add commments but they cannot modify the
• 79:30 - 80:00 document so let's say I want to share this document with these two users with view only permission so I will select can view and here I can type a message for these users for example please review this file and share your findings and once done either you can copy the link from here and you can
• 80:00 - 80:30 share it with the users or you can click Send so this document is shared with two users and same way if you want to share a folder you will select the folder click three dots or you can click share here as well or you can right click the folder and Click Share the process will remain same here you can see the name of the folder that you're going to share and then you can add the users from here
• 80:30 - 81:00 you can select the permission that you want to give now here you can see we can see only can edit can view and can't download we do not see can review permission so let's say I want to give view only permission and click Send so this complete folder is now shared with Bob Ross and all the files which are inside the the folder he has view only permission to these files so now we know how to share the documents or folders
• 81:00 - 81:30 with someone let's explore the sharing settings let's go to sharing again on this page next to copy link click settings and this will open link settings these settings decide with whom you can share a particular document if you see a setting disabled or it is grade out that means the set is controlled by the administrator from SharePoint online admin Center so let's talk about these settings one by one if
• 81:30 - 82:00 you select anyone and share a document with someone that user can open the document and if he forwards this document to someone else that user can also access the document and this is applicable for both internal and external users so this is the most restrictive setting within an organization most of the organizations keep this option disabled then we have people in Office 365 Concepts Office 365
• 82:00 - 82:30 Concepts is the name of my tenant if my organization allows only this option I can share the documents only with the internal users that means the users of this organization then we have people with existing access if you want to share a link of the document again with a user who already have access to the same document you will select this option this setting doesn't change any
• 82:30 - 83:00 permission it only reshares the link of the document with whom that document is already shared and the last one is people you choose this setting allows you to choose particular people with whom you want to share the document by using this setting you can share the documents with internal and external users and if a user will forward the link to another user that user will not be able to access the document only the
• 83:00 - 83:30 users with whom you have shared the document can access it next we can see the permission level if you want to share the document with edit permission can review permission view only permission or with can't download permission and then we have expiration date we can set a date for this link for example I'll select let's say 1st of August so after this date this link will be expired and after
• 83:30 - 84:00 this date the user will not be able to access the document now these settings these edit permissions or the expiration date these settings will depend on the permission level that we have selected above if I select people in Office 365 Concepts I can see these two settings but if I select people with existing access I will not see these two settings also if I click people you choose I can
• 84:00 - 84:30 see if I can give edit or view permission and I can set expiration date as well so let me share this document again and let's click apply let me reshare this document with Bob Ross and same user you can copy the link from here for example I copied the link now I can share this link with Bob Ross or
• 84:30 - 85:00 this user and they can directly open this link with added permission or I can send an invitation to these two users They will receive the notification email that will contain the link to open this file and both the users can open the link they can access the file and they will be able to edit the document we will see this later in few minutes now so far we have learned how to share a
• 85:00 - 85:30 document how to manage sharing permissions and sharing access now let's see how to manage the shared access how to manage the access which is already given to the users when we share a document with any user basically a link is shared with the users to access the documents this doesn't share the actual document with the user the user will receive a notification that this user has shared a file with you the other user will click the link and he will get
• 85:30 - 86:00 access to the document for example let's go to another browser where Bob Ross is logged in and we can see he has received a notification that Concepts user invited you to edit a file so Bob Ross will copy the link and he will paste the link or he can directly click on this file or he can click open and this file will open now Bob Ross has added permission
• 86:00 - 86:30 so he can modify this document also if you share a document with someone this doesn't give access to the user to the SharePoint site or the document library in which the document is stored the user will get access only to the document that is shared with him so if you want to validate the sharing permissions or you want to see with whom a particular document is shared right
• 86:30 - 87:00 click the document and go to manage access or you can click three dots next to the document and click manage access so here you can see this document is shared with these two users with addit permission if you want to remove permission for a particular user click on the user expand the the permission click on this here you will see two users let's say we want to remove permission for team one click this cross
• 87:00 - 87:30 remove and that's it and if you want to remove access to this document for all the users you can click stop sharing under groups we can see the honors and members of this group because this is a team site so it has an Associated Microsoft 365 group so this basically says these users also have access to this document so if I go to the people
• 87:30 - 88:00 Tab and if I remove Bob Ross from here as well this will not remove the permission on the site level or on the document Library level the users who are added within the group membership will still have access to this document because they are members and owners of this site under links we can see the link that is shared with the users like I said earlier when we share a document with a user it doesn't actually shares
• 88:00 - 88:30 the document it shares the link with the users user will receive a link and basis on the permission given on that link user can take action on the document if I want to share this link with other users click settings next to copy and look for the user and click apply so now we can see this link is shared with these two users so this is how you manage sharing permissions and
• 88:30 - 89:00 settings in SharePoint online in SharePoint online metadata is basically the additional information or the attributes of the documents for example in this document Library we have few documents and for each document we have three columns these are by default columns we have name that indicates the name of the document we have the
• 89:00 - 89:30 modified date on what date the particular document was modified and we have Modified by that shows us who modified a particular document so these columns represent the additional information about these documents and with the help of this information we can further categorize or organize these documents we can filter these documents using this information we can Group by
• 89:30 - 90:00 the documents for example if I want to group by these documents on the basis of their modified date I'll click on the drop- down arrow and click Group by modified and all these documents will be grouped as for their modified date now the columns that you see here name modified and Modified by these columns are the default columns when you create a document library in SharePoint site by
• 90:00 - 90:30 default you get these three columns and you can use these columns to organize your documents but let's say you need some more details about these documents to organize them properly for example if you look at this document Library we have lots of information about each document for example we have have name we have report type that shows us if a particular document or a report is a
• 90:30 - 91:00 sales report it's a customer feedback or it's a web Trends then we have honor that shows the particular honor of a particular document we can see the year when the report was published we have the modified datee Modified by and we have one more column for commments so all this information is a metadata for each each document and we can organize these documents on the basis of this information for example if I want to
• 91:00 - 91:30 sort these documents on the basis of the ear when these were created I will click on the drop- down arrow next to report ear and from here we can sort these documents in ascending order or descending order let's click smaller to larger which is ascending order and we can see all the documents are sorted in ascending order same way if I want to filter these documents on the basis of Honor I will click on honor
• 91:30 - 92:00 column and I'll click filter bu on the right I can see all the honors of these documents for example I want to see the documents oned by Bob Ross I'll check Bob Ross and click apply so now I can see the documents those are oned by Bob Ross so this is the purpose of creating metadata in SharePoint online so by end of this video our new document Library
• 92:00 - 92:30 will look like this so let's go back to the other site and in this site we are going to use doc Library which is a document Library we will use this document library to create our metadata so we will create columns in this document Library which will be our metadata to create a column in document Library you will click add column and here you will see a list of data types that can be used to create metadata we
• 92:30 - 93:00 can use text Choice date and time multiple lines of text person number and so on you can use all these data types to create columns in a document Library so first we will create a choice column so select choice and go next here we will give it a name report type type will remain choice now here we have three choices by default but if you want to add another
• 93:00 - 93:30 choice we can click add choice and we can add few more as well so for this demo I just need three and we can rename these choices as well so basis on the document I'll make the changes here so we have sales document then we have customer feedback and we have web Trends if you want you can
• 93:30 - 94:00 change the color of these choices as well Bas is on your requirement you can change them and like this you can change the color we will leave these two options unchecked and click more options under display choices using we can select if we want a drop- down menu to select the report type or we need a radio button the choices that we are going to create here we will use these choices within the column to select the report type so here either you can set
• 94:00 - 94:30 it as a drop-down menu that when you will click on the menu or the column you will get a drop down menu or you need radio buttons and you can select one of the report types I want this as drop- down menu so I'll leave it as it is and I want my users to select only one choice so I leave this option disabled and then we have required that this column contains information this
• 94:30 - 95:00 setting means the users can't leave this column blank the users will have to select one of these choices for each document so I will turn this option to on and click save so the column is ready with name report type and this is our metadata that will be used to organize our documents now it's time to add the report type from the choices that we just created there are two ways to add
• 95:00 - 95:30 choices for these documents if you have less number of documents in document Library you can right click on a document go to details on the right you will see report type column which is our report type column within the document Library click select an option and basis on the report type select the opt from here so our report is customer feedback so let's select customer feedback and this is automatically saved
• 95:30 - 96:00 and we can see the value is updated here as well the other way is click addit in Grid view at the top and from here we can modify all the documents so let's update these documents one by one so this is customer feedback let's select the report type this is sales this is also sales so like this you can update the
• 96:00 - 96:30 choices column and once done click exit grid wave so this is how this document Library will look like now let's add another column with data type honor click add column and click person and click next and let's give it a name honor type will be person or group and if you want to show the profile picture
• 96:30 - 97:00 within the column you can turn this option to on and click more options I do not want to allow multiple selections and this is the required column so I'll click to yes and click save so the column is ready we will again go to edit in Grid View and let's add honor for each document so as soon as you will type the name of a user this wizard will automatically detect the account for
• 97:00 - 97:30 that user so let's click Bob Ross account we can see the user is added and like this we can add honors for each document and once done click exit grid view now if you hover your mouse over any user this will display the complete information about that particular
• 97:30 - 98:00 account now let's add another column on the basis of number data type and this will be another metadata for these documents so let's click add column and select number and click next let's give it a name report here and type will be number we will leave it as it is and click more options now if you're creating this column for
• 98:00 - 98:30 the decimal numbers for example 1.23 or 20.45 so under number of decimal places you can select how many numbers you want to show after the decimal but we are creating this column for the year so we will select zero I do not want to separate the numbers so I will disable this option and we need this option that says require that this column contains
• 98:30 - 99:00 information and click save so the column is ready let's go to edit in Grid View and let's add report ear for each document and once done click exit grid view so now we have additional metadata for these documents now let's see how we
• 99:00 - 99:30 can filter the documents bases on this metadata so let's say we want to see the reports bases on their report type so we will click report type and here let's click filter bu I want to see only the sales reports so I'll check sales and click apply so now I can see only the sales reports within this document Library if you want to clear the filter
• 99:30 - 100:00 you can click on this clear filters on the right and this will clear the filter if you want to filter the report on the basis of let's say customer feedback check this option click apply I can see only the documents or the reports for the customer feedback report type or let's say we want to filter these documents on the basis of Honor I want to see the documents whose honor is Bob Ross so I'll click honor and filter by
• 100:00 - 100:30 on the right we can see all the honors select Bob Ross click apply now I can see the documents whose honor is Bob Ross similarly I can filter these documents for team one and I can see the documents the those are owned by team one so like this you can filter the documents bases on a particular metadata
• 100:30 - 101:00 let's assume we want to sort these documents on the basis of the year they were created so I will click report ear and let's sort these documents in ascending order this is on the report ear so click smaller to larger and you can see all these documents are sorted in ascending order if you want to reverse it or you want to sort these documents in descending order click report here and then click larger to
• 101:00 - 101:30 smaller so now these documents are sorted as per the report ear in descending order we can also use this metadata to group the documents to group a document on the basis of report type column for example click report type click Group by report report type and now you can see all these documents are grouped as for their report type we have
• 101:30 - 102:00 all the documents under customer feedback we can see number of the documents sales documents are under Sales Group the number of documents we can see here and similarly web Trends are grouped under this particular report type you can also move the columns for example example I need honor column next to the name so I will click honor drag
• 102:00 - 102:30 it and drop it here honor column is now next to name similarly if I want report type here I can move it here as well so by creating the metadata we can easily organize the documents as per our requirement when we create a document Library we get only three columns like discussed earlier which is a default metadata for the library but by creating additional metadata we can sort the
• 102:30 - 103:00 documents we can filter them we can easily locate them it becomes very easy to understand that what exactly a document is about we can group the documents as per their categories and so on and like we discussed when we create a column we have n number of data types that can be used to create metadata you can use all these data types to create columns within your library and you can organize the
• 103:00 - 103:30 documents but all these options that you perform here like filter the documents sorting the documents or grouping the documents these activities are basically for you only the other users will not be able to see if you do any filtering or grouping here because this is your personal view but if you want to do it for all the users you can create views or modify the existing views so that if a user comes into this document Library
• 103:30 - 104:00 they all get the standard representation of your documents within this document Library moreover the metadata that we just created this is applicable to this document Library only if I create another document library in the same site I will not get these columns to display all these metadata data in all the document libraries of your site you need to create this metadata on the site
• 104:00 - 104:30 level in nutshell a list is a collection of data for example if we look at this Excel file we can see a few columns like product name category in stock order date and then we have the items for each column this is also a list that contains data but if we compare this Excel file with a list you can do lot more things
• 104:30 - 105:00 with a list in SharePoint in SharePoint list you can create items you can share the list and the items with your users you can create a task within a list you can check the version history of a list in SharePoint and if we talk about a document Library a document Library contains the information about the documents for example the name of the document we can see the modified date and we can see the name of the user who last modified a
• 105:00 - 105:30 particular document but this doesn't tell us what information is inside a particular document and if we talk about a list we can see all the items within the list this is a contact list that contains the name contact number company name email address and other information of the users so a list in SharePoint is an inventory of the items it can be a list of task that you can use to monitor
• 105:30 - 106:00 the progress of a project or a list can be a collection of contexts so let's see how to create a list in SharePoint site in one of the previous videos we created this team site with name it and we are going to create a list within this site to create a list in sh site you will go to the homepage of that particular site click new and click
• 106:00 - 106:30 list you can create a list in multiple ways you can create a list from the scratch you can clone a list for example if you click from existing list you will see all the SharePoint sides of your tenant on the left if you already have list created in another SharePoint sites you can select that particular site for example example you can select this if you have a list inside this particular site you can select the list and this wizard will create a new list using the
• 106:30 - 107:00 views and Columns of that existing list let's go back you can also create a list using an Excel file or using CSV file if you have an Excel file click from Excel upload the Excel file and follow the instructions and this will create a link list using the Excel file and all the items of the Excel file will be updated in the list let's go back you can also
• 107:00 - 107:30 use the pre-built templates to create a list but for this particular demo I'm going to create a blank list so let's select blank list under name we will give a name for this list I'm going to create a task list for one of my projects so that I can track the progress of the project so I will give it a name IT project task and under description we can add a description as well for
• 107:30 - 108:00 example we will monitor the progress of the project using this task and then we have Show Site navigation if you want to show this particular list in this left navigation menu bar you can and check this option if you do not want to reflect it within this menu bar you can uncheck this option but later you can change this
• 108:00 - 108:30 setting as well I'll show you how to do it so let's uncheck this for now and click create so the list is ready but we do not see this list in the left menu bar so to reflect this particular list link within this menu bar we will click settings and then we will go to list settings and here we will click list
• 108:30 - 109:00 name description and navigation and here under display this list on the quick launch we will select yes and click save and let's go back and we can see this list name is now visible in quick launch menu so now let's add few items within this list when you create a list in SharePoint online you get a default column with
• 109:00 - 109:30 name title but the list that you're going to create doesn't require a title column we need columns like task name start date honor and Status so let's rename this column to rename the column you will click on the column and go to column settings and click rename and let's give it a name task name click save we need few more columns as well so let's click add column and here you will see a list of
• 109:30 - 110:00 all the data types that you can use to create a column like text Choice date and time and so on we talked about these data types in the last video when we talked about metadata so the second column that we need for this list is start date so we will use date and time data type so let's select and click next let's give it a name start date and type
• 110:00 - 110:30 will remain date and time and let's click more options we will check this option because this is mandatory field and click save so the column is ready next we will add another column for Honor in this column we will add the name of the user who will be working on a particular task so again we will go to add column and this time we will select
• 110:30 - 111:00 person data time and go next and let's give it a name honor type will remain person or group if you want to show the profile photos of the users you can turn this option to on then go to more options we will turn this option to on because we need multiple users Within this column and we will turn this option to on as well because we want the users to update this field they can't leave this field blank
• 111:00 - 111:30 so after this let's click save and our third column is ready now we need another column for status from where we will monitor the progress of the task so let's click add column and this time we will select text go next next and the name of the column will be status type will remain single line of text click more options and let's turn
• 111:30 - 112:00 this option to on and click save so the columns are ready now it's time to add the information under these columns there are multiple ways to add information Within These columns if you want to add couple of items you can select add new item at the top this will open a form where you can see all the columns that we just added within the list so let's fill in the details task let's give it a name like
• 112:00 - 112:30 create business case and let's select the start date 2nd of August and let's add the honor so I'm assigning this task to Bob Ross and startat will be not started and click save so like this you can add the items under
• 112:30 - 113:00 each column we can also click addit in Grid View and we can add the items from here also let's add few items and once you have added all the items click exit grid view so the list is
• 113:00 - 113:30 ready and we can track the progress of each task from here if you want to modify a particular item select the item and click edit this will again open the same form let's modify some values and let let's make it started and click save now in one of the previous videos we talked about version history for
• 113:30 - 114:00 documents a list also has a version history but the version history for the list is quite different if you go to a document library and right click a document go to version history we can see here the date and time when this document was modified ified and we can see who modified this document but if we go to a list and right click version
• 114:00 - 114:30 history we can see here date and time when this particular list was modified we can see who modified it but here we can also see what changes were made within this particular item which is not available within the version history of the documents in document Library we can also see the versions for this list and if you want to restore the list to a previous version click on this drop-down
• 114:30 - 115:00 click restore and click okay now this will create another version for this particular item now let's see how to share a list or the items of a list with the users to share the complete list with someone you will Click Share this will open the sharing settings type the name with whom you want to share this particular list you can also give the permissions to this user over this list
• 115:00 - 115:30 when you share a list with someone you will get three permissions can edit list means the user will be able to add or remove columns within the list he can add or remove items from a list and add or remove the views in a list then we have can addit items if this permission is assigned user can only modify the items within the list he will not be able to modify the list and then we have
• 115:30 - 116:00 can view with this permission the user can only view the list he will not be able to make any changes within the list or the items so let's say I want to give can edit list permission to this user and let's click Send and if you want to share a particular item with someone select the item right click click share or select
• 116:00 - 116:30 the item click three dots Click Share this will again open the sharing settings and let's share it again with Bob Ross let's give him edit permission and click Send now this user will receive two notifications so let's go to his mailbox and hit here we can see two emails this is for the complete list it project task let's open this
• 116:30 - 117:00 link and the other notification is for individual item create business case so let's open this as well so this is how it will look like the user has edit permission so he will click edit all and here he can make changes and let's say this task is completed and click
• 117:00 - 117:30 save and similarly he has access or edit permission on the complete list so he can click add it in Grid view he can add new items or he can modify the existing items and Let me refresh this list and we can see the change that Bob Ros made create support ticket and he has completed this task now if you want to delete an item from the list select the
• 117:30 - 118:00 item click Three Dots and click delete and click delete again now this item will move to the first stage recycle bin if you want to restore this item go to recycle bin and we can see this particular item is here if you want to restore select the item click restore and this particular item will be placed back to its original location now let's see how
• 118:00 - 118:30 to create a list using an Excel file I have one Excel file that contains the context of few users and I want to create a list using this Excel file so we will go to the homepage of this site click new click list list and click from Excel and let's upload the file contact list now the file that we have this
• 118:30 - 119:00 contains the data in rows and columns but we need to format this particular data in table so we will click open this will open the Excel file that we just uploaded so you will select all the data select format as table and let's click on one of the tables and click okay and now you need to remove
• 119:00 - 119:30 this filter as well so for that you will click sort and filter and click filter so the filter is removed let's go back and let's click refresh so now we can see all the data that we have within our Excel file however the contact number is not in the correct format so we will do this later go next and let's give it a name contact list name is fine we want
• 119:30 - 120:00 to show this list in navigation menu and click create so the list is ready but we need to correct this so let's go to column column settings and click edit and here let's go to to more options and you need to disable this option use thousands separator and click save and now we have
• 120:00 - 120:30 the mobile number in correct format Microsoft planner is a service in Microsoft 365 that is used to create project plans you can create task and you can assign this task to someone and you can track the progress of each task to create a task using planner in SharePoint online site you will go to the homepage of the site and click new and click plan under
• 120:30 - 121:00 plan name let's give it a name for example project plan I will leave this option checked because I want to show this plan in the site navigation and click create so in the navigation menu we can see the project plan is created and when you create a plan or a task you basically create a bucket or a
• 121:00 - 121:30 column a bucket is a collection of plans or task for example if we are working on a project there can be multiple task like Planning Development testing implementation monitoring and so on so we can create buckets for each task or each plan and we can assign these tasks to each user so let's create few plans here if you want to rename a bucket or a
• 121:30 - 122:00 column click on this and rename it let's give it a name planning and let's create few more click add new bucket our next bucket will be deployment let's add few more test in and next will be implementation and let's add one more
• 122:00 - 122:30 which will be monitoring so now we have five buckets or the columns so this is basically a plan for our project the different stages of a project now let's add the task so the task is basically the assignments that we are going to assign to the users to add a task click add task under a particular bucket where
• 122:30 - 123:00 you want to create the task and give it a name so we are going to create this task for our project so let's give it a name like collect details from client and click add task now the task is created and if you you click on this task you can assign this task to someone I can click assign and let's say I want to assign this to Bob
• 123:00 - 123:30 Ross click assign and add so this task is assigned to Bob Ross and under bucket you can change the bucket as well but I'll leave it as planning under progress you can select if the task is not yet started or this task is in progress or this particular task is completed so this task is not started yet so I'll leave it as it is under priority you can
• 123:30 - 124:00 select if this task is urgent important medium or it has low severity and then we have start date you can select the start date when Bob Ross will have to start working on this task so let's select 7th of August and due date will be the date by when Bob Ross will have to complete this task so this date will
• 124:00 - 124:30 be the deadline for Bob Ross so let's say I want him to complete this task by 15th of August under notes you can add the notes as well for example collect details from client related to the project and then we have checklist let's say the task that we have created collect details from client this task has
• 124:30 - 125:00 subtask as well like collect design of site collect content for the site and so on so we can create this subtask under this to create a subtask what you need to do where it says add an item type here this subtask name for example collect site design and hit enter let's add one more collect site content so now we have
• 125:00 - 125:30 two subtask under this particular task so like this you can create subtask you can also add attachments you can add commands here for the user to whom you are going to assign this particular task for example hi Bob please work on this task and mark the status and click Send
• 125:30 - 126:00 so now this task is assigned to Bob Ross so let's go to the mailbox of Bob Ross and here we have email notification and it says Concepts assigned a task to you here you can see this is a planner task and so now Bob Ross will click on this link he will be redirected to Microsoft planner and he can see the task here he
• 126:00 - 126:30 can see the name of the bucket or the column he can see the progress priority of the task the start date end date these are the commments that we added you can see this particular task has subtask as well and here he can see the comments those are added for Bob Ross now when we assign a task to someone that task is stored in the exchange
• 126:30 - 127:00 online mailbox of that user if we go back to the mailbox of Bob Ross and if we click on to do and go to assigned to me here we can see this task which is assigned to Bob Ross and once Bob Ross will complete this task this task will be removed from his mailbox and if you delete a task from your mailbox you can
• 127:00 - 127:30 go to the deleted items of your mailbox and you can restore it from there so the task is stored within the exchange online mailbox of the user to whom that particular task is assigned let's go back to SharePoint online site and let's add few more task click add task and here let's give it a name deploy the SharePoint online site click add task
• 127:30 - 128:00 under testing let's add test this site once ready add task and under implementation or the other stages of your project you can add similar task if you want to add another task under a particular column or the bucket click add task and here you can create one more for example create
• 128:00 - 128:30 subsite add and you can click on the task again you have all the options you can assign the task and under priority let's select urgent select start date let's say 15th of August and due date will be 30th you can add checklist as well create Hub site for example and you
• 128:30 - 129:00 can add comments as well and once turn click Send and like this you can create different type of task under each bucket now let's say Bob Rous has completed the task that was assigned to him so Bob Ros will go back to his mailbox or the planner and and here let's say he has completed this particular subtask so he can click on this and this will be marked as completed or it will be stried
• 129:00 - 129:30 through and let's say he has completed this subtask as well he will click on this this is also completed it shows the progress two out of two are completed now let's say he has completed the complete task that was assigned to him so he will click on this and this will be marked as completed and if you go back to the SharePoint site Let me
• 129:30 - 130:00 refresh and we can see that particular task is moved under completed task now apart from this we can also monitor the progress of the task using charts at the top within the planner you see charts click on this here you can see the status of each task how many tasks are not started yet in progress or delayed or completed you can see all the buckets
• 130:00 - 130:30 and these are the number of tasks created under each bucket then you have the priority urgent important medium low from here you can find out what particular task has what level of priority and here you can see to whom a particular task is assigned we can see one is assigned to Bob Ross it shows green that means that particular task is
• 130:30 - 131:00 completed you can see here it says completed one and it says not started on the right you can see the buckets that we have created we can see the priority of the task and we can also see the user to whom a particular task is assigned now there are multiple ways to access these plans or the task that we have created one of the ways is you can open
• 131:00 - 131:30 SharePoint site you can go to the plan and here you can see all the task those are created or within browser type task. office.com and click sign in and and here we see our SharePoint site it and where we have created project plan planner so click on this and here we can see all the task apart
• 131:30 - 132:00 from this you can click quick launch and more apps if you do not see planner here click all apps and look for planner open it we can see our Shon site here and we can see all the task that we have created and let's go to Bob Ros mailbox so we can see the task is removed from his Todo list because he
• 132:00 - 132:30 has completed the task so this is how you can use Microsoft planner in SharePoint online to create and manage task a workflow is basically a series of activities those are necessary to complete a particular task for example you can create a workflow like when you create an item within a list the owner
• 132:30 - 133:00 of the site should receive an email notification or whenever someone adds an item within a list or makes any changes within the items an approval should be sent to the owner of the site and when owner of the site will approve the modification only then the changes will ref reflect within the list you can also create a workflow to automatically assign a task to someone there are multiple types of workflows available
• 133:00 - 133:30 within SharePoint online that you can use to create automated or manual workflows using power automate and just for your information power automate is not a part of SharePoint online power automate is a cloudbased service within Microsoft 360 5 we can use power automate to create workflows within SharePoint online and not only SharePoint we can integrate power
• 133:30 - 134:00 automate with one drive teams planner or other type of applications within Microsoft 365 So within this it site which is a team site we have a list with name contact list and this particular list has few items and we want to create a workflow that if someone makes any changes within this list or if someone adds a new item within this list an
• 134:00 - 134:30 email notification will be sent to the owner of this SharePoint site to create a workflow for a list make sure you are within the list you can click on the name of your list and within the list click integrate power automate and click create a flow on the right you will see a list of workflow templates that you can use to create a workflow within SharePoint online for example you can create a flow
• 134:30 - 135:00 like whenever a new item is added within the SharePoint site list a notification will be sent you can create approval workflows you can create a workflow like whenever a new item is added within the SharePoint a request approval is sent within the Microsoft teams and if you click show more you can see few more templates that you can use within SharePoint online and if you click see
• 135:00 - 135:30 more templates you will be redirected to power automate here we have all the templates that can be used to create different type of flows we can integrate these flows within SharePoint online teams planner and so on so let's go back to sharepoint's site so we are going to create this flow that says send a customized email when a new SharePoint
• 135:30 - 136:00 list item is added so when someone who has permission on this particular site will create a new item within this contact list the owner of this site will receive the notification so let's click on the flow and you will be redirected to power automate so at the top we can see the name of the flow that we are going to create and this picture basically tells us that
• 136:00 - 136:30 this flow will connect with SharePoint then it will find the user in Microsoft 365 and then it will send a notification to the user in Outlook and if you scroll it down it says this particular workflow will first connect with SharePoint online because we have the list created within the SharePoint site then it will connect to Microsoft 365 to find the user to whom the notification will be
• 136:30 - 137:00 sent and then it will connect to Outlook to send the email notification to a user now next to each service you can see a green take that means the connection with each service is created but in case you see a sign in option instead of green tick click sign in type your username and password and once you are authenticated it will turn to a green take so let's click create flow and our
• 137:00 - 137:30 flow is ready under details you can see the name of the flow description of the flow the owner of the flow who has created this particular flow and you can see the statuses on we can see the date of creation time of creation the last modified date and time and the type is automated in power automate we can create three type of flows automated
• 137:30 - 138:00 that runs automatically when an event is occurred for example when we create an item the flow will run automatically and it will send a notification the other type of flow is instant that is triggered manually and then we have scheduled flow that can be sched Ed for a particular date and time so our flow is created but let's understand what exactly happens in the background when
• 138:00 - 138:30 we create a flow or what happens in the background when a flow runs if you click edit you will see the complete flow here so the first step in this workflow is when a new item is created in SharePoint if you click on this this will give you more details under site address you can see the complete URL of the SharePoint
• 138:30 - 139:00 site on which we are running this particular flow if you click this drop- down arrow you will see the list of all the SharePoint sites in your tenant if you want to run this flow on a different site you can select the site from this list and under list name we can see the list name on which we are running this flow so our site name is it and the list in which we are running this flow is
• 139:00 - 139:30 contact list and same we can see here it and the name of the list is contact list if you want to run this particular flow for a different list you can click on the drop-down and you can select the other list within this particular site and if you want to run this flow for a different site you can click on this drop down select this site and accordingly you can select the list from here now same way click on the Second
• 139:30 - 140:00 Step this step is to collect the user details from Microsoft 365 you can see it has few attributes of the mailbox like given name and mail and similarly the third step is to send email it shows the email sample that will be sent to the honors mailbox to the site honors mailbox so it says hi given name which is the Honor's name
• 140:00 - 140:30 then this is the body of the email or the email notification it says a new item was added at this time this date by and this will say the user who will make the changes and then we see first name so what this first name means if we go back to our SharePoint site we can see this title field which is actually the first name of these users this is the
• 140:30 - 141:00 first name last name contact number and so on so we have all these columns within this particular list so within the notification email the flow will show the value under this particular column and we will see this practically as well and things will be more clear so let's go back to our flow and if you want to add another column along with first name you can click on this icon
• 141:00 - 141:30 and here type last name and select last name so now it will show like hi the honor of the mailbox or the site a new item was added at this date This Time by this user and then it will show the first name and the last name of the item that will add within this particular list so
• 141:30 - 142:00 let's save this flow click save let's go back to our flow and let's go back to the SharePoint site and let's create a new item within this list click add new item and let's add a new item here let's say Chris last name is Smith contact
• 142:00 - 142:30 number and then we have email address and click save so the item is created now let's go to my mailbox because I'm the honor of this particular site and let's go to outlook.
• 142:30 - 143:00 office.com and we can see we have received one email notification it says High Concepts which is the name of the owner of this particular site a new item was added at this date this time by this user because the owner of the site made the change so we can see the same name here and then it says details Chris
• 143:00 - 143:30 Smith so Chris is the first name and Smith is the last name same was configured within our flow so we have received the email notification but let's assume we want to know that whether the flow was successfully initiated or not to verify this we will go back to our flow in power automate and at the bottom you
• 143:30 - 144:00 will see 28 day run history next to this click all runs and here you will see if the flow was initiated successfully or there was any error in our case the flow was succeeded and if you click on this flow you will see each level is tged and you can even see the time taken at each level so this was an automated workflow
• 144:00 - 144:30 that was initiated automatically as soon as we made changes within the list apart from Power automate flows you can also use automate feature to create rules in SharePoint online automate rules and power automate are two different things power automate is used to create complex workflows and automate rules within SharePoint online are used to send
• 144:30 - 145:00 notifications when someone makes any changes within the list for example you can create a rule that someone changes anything within a list someone will receive a notification or if someone deletes an item from the list a notification will be sent to the owner of this site so let's see how we can use automate feature in SharePoint online to create rules in this example we will use
• 145:00 - 145:30 conditions within the rule to create the rule or to create an automate rule you will click automate rules and click create a rule from here you can create a rule that when someone changes any data within the list someone should receive a notification or when a new item is added a notification will be sent or when a new item is deleted from the list a
• 145:30 - 146:00 notification will be triggered let's click the first rule data in a column changes and here you will choose a column that if someone makes any changes under this column this rule will trigger you will see a list of all the columns that you have within the list so let's say I want to create this rule for contact number and next to changes you have a
• 146:00 - 146:30 condition let's say if someone changes the contact number column to anything or the contact number value to anything this rule will trigger or you can select other values as well for example two and here you will enter a value for example 1 2 3 4 5 so if someone will change contact number within the list to 1 2 345 only then this particular rule will
• 146:30 - 147:00 trigger so like this you can use conditions within this rule let's select to anything and here you can type the name or the email address of the user to whom you want to send this notification let me add Bob Ross and if you want you can add another email address as well or you can add more than one email address and click create so the rule is created this is
• 147:00 - 147:30 enabled that means this rule is running and let's make some changes here so let's say I want to change the contact number of Chris Smith so let's add it let's modify this to let's say like this and click exit grid View and let's go to Bob Ross mailbox so Bob Ross has received one
• 147:30 - 148:00 email notification that says Concepts user changed contact number to this for Trace so like this you can create automate rules within SharePoint online let's go back to SharePoint site and let me show you other rules you can also create rules like when someone adds an item within the list or when someone deletes an item from the list a notification should be triggered
• 148:00 - 148:30 to someone Within These two rules you can't use conditions these are very simple rules let's open this one so here it says when a new item is created send a notification to this user we do not have any condition within this particular Rule and if you go to this particular rule that says an item is deleted there is no condition as well we
• 148:30 - 149:00 can simply send a notification to a user when a particular item is deleted from a particular list if you want to create complex rules or Flows In SharePoint online you need to use power automate we will discuss some more power automate flows in the next video in the last video we created a flow using pre-built templates in SharePoint online now let me show you how we can create power automate flows manually in my SharePoint
• 149:00 - 149:30 site I have a list with name new joiners where we add the details of the new employees and I will use this particular list to create power automate flow this is just an example you can use any list or items for this particular flow so let's go to integrate power automate and click see your flows and you will be redirected to
• 149:30 - 150:00 power automate admin Center so in this example we are going to create a flow that when a new employee is added within this list the flow will send a notification to a particular user and it will send a notification to a teams Channel so that everyone within our organization is aware that we have a new employee in our organization so to create a flow in power automate click new flow and select
• 150:00 - 150:30 automated Cloud flow and let's give it a name for example custom flow so first we will add SharePoint site and the list within the flow so here we will type SharePoint now here you will see all the flows or the triggers that you can select and for our scenario we are looking for when an
• 150:30 - 151:00 item is created so click on this and click create so this is our first trigger that means this flow will run when an item will be created within the Sho site list click on this and on the left you will see site address click on the drop down arrow select the site name our site name is it so select it and under list name you will see the
• 151:00 - 151:30 list of all the list those are available within this particular site and the list that we need is new joiners so select new joiners and that's it so our trigger is ready now we need to select an action that what we want this flow to do when an item is created within the list so to add an action you will click plus and click allow and
• 151:30 - 152:00 click add an action so the action will be to send email notification to a user so here we will search for Outlook and next to Outlook click see more so these are all the actions that you can use within this particular flow so we will select send an email because we want to send an email notification under two field we will
• 152:00 - 152:30 type the name of the user to whom we want to send the email notification so let me type Bob Ross and you can add multiple recipients also then we have subject so subject will be we have a new employe joined and let's compose the body so body will be hi everyone we have a new
• 152:30 - 153:00 employe joined now here we can add the name of the new employee as well I'll tell you how to do it so you will click on here on this icon and here you look for name select name and and you can look for last name as well and like this so hi everyone we have a new employee first last name
• 153:00 - 153:30 joined now the first and last name that we have selected here this will be fetched from this list in this list we have columns like first name last name and if I will add new employees details the flow will fch the information from this particular list so the name that we have selected here this is the first name column and last name is this column
• 153:30 - 154:00 so it will look like hi everyone we have a new employ first name then last name then joined so our action is also ready now let's test this flow to test a flow first you need to save it and at the top right click test select manually and click test so here you can see this flow is running and as soon as
• 154:00 - 154:30 we will add an item within the SharePoint list this will show us if this flow was initiated successfully or there was any error within the flow so let's go back to SharePoint list and let's add a new item here so for example we have a new user with name John Smith for example and let's add his mobile
• 154:30 - 155:00 number and let's say he is part of network team click exit grid View and let's go back to Power automate and here we can see the flow has completed successfully and we can also see how much time was taken on each particular stage of this flow so the trigger took 3 seconds and the action took 9 seconds
• 155:00 - 155:30 and we have one email notification here as well and here we can see hi everyone we have a new employee John Smith joined so we can see here John is the first name and Smith is the last name and same thing we can see here now let's add few more actions within our flow now what we want to do when a new employee details are added within the list Bob Ross will
• 155:30 - 156:00 receive an email notification also a notification should be sent to the team's channel so we will add one more action within this flow so to do this go back and click edit and we will add one more action and here we will look for teams and next to Microsoft teams click
• 156:00 - 156:30 see more now here you can see a list of actions that you can integrate within this particular flow but for our scenario we need one flow or one action that says post message in a chat or channel so click on this on the left under Post in we will
• 156:30 - 157:00 select Channel and under team we will select a team let's say or Team 1 this is an organization wide team so all the users of my organization are added within this team by default and under Channel we will select one of the channel panels let's say announcement and the message will be hi everyone we have a new
• 157:00 - 157:30 employee and here we'll select the first name and last name so let's type name space last name joined so this action is also ready and now let's test this flow again so let's save the flow and click test manually test now
• 157:30 - 158:00 let's go back to SharePoint site list and let's add a new item so this time let's say we have a new user concept user and let's add the mobile number and let's say he belongs to server team exit grid view let's go back
• 158:00 - 158:30 to flow so our flow was successful and we can see the time taken by each trigger and each action to run now let's go to Bob Ross mailbox we can see we have received the not ification hi Bob Ross we have a new employee concept user joined and let's go to teams and we have or Team One
• 158:30 - 159:00 announcement and here we have hi everyone we have new employee concept user joined now let's create a bit more complicated flow using power automate let's go back and click edit let me close this screen so we will use conditions and approvals within the flow let's go back to the SharePoint site so
• 159:00 - 159:30 here we have a column with name department so we will create a condition that if the new employees department is Network then an approval will be sent to a manager of the network team and if the new employees department is server then the approval will be sent to the manager of the server department and if he approves it then the item will be added within the list as approved or denied so
• 159:30 - 160:00 first I'll create a new column within this list click add column and I'll select choice and click next now if you're not aware of the data types that you can see here single line of text multiple lines of text number choice if you're not aware of these data types you can refer to the previous video where we talked about metadata in SharePoint so in this scenario first let me give it a
• 160:00 - 160:30 name approval so type will be choice now in this scenario I need only two choices either approved or denied and let me change the color also denied should be red and approved should be green that's it and let's turn this option on require that this column contains information and click
• 160:30 - 161:00 save and after this all the items those are already added within this list for these items by default I'll make it approved and click exit it grid view now let's go back to Power automate and let's add one more action click plus add an action and here we will look for
• 161:00 - 161:30 condition because now we are going to involve conditions within this flow so under control select condition so now we have a condition within our flow if the condition is true the flow will go this way if the condition is not met the flow will go this way so here where it says choose a value click this icon and look for
• 161:30 - 162:00 department and is equal to server so this is our condition if Department equals server then what we want to do so under true if the condition is met if the department is server so here we we will add an action click plus add an action under add an action we will look for approval and here we will select start and wait for
• 162:00 - 162:30 an approval approval type will be approve or reject first to respond and title let's make it approve the request assigned to so if the condition is met if the department is server so let's say we want to send it to Bob Ross let's type the complete email address so we have the user here now the
• 162:30 - 163:00 next thing that we need to do here is we will add one more action within our flow that will add a value within the SharePoint site list under approval if the request is approved the flow will automat ically add a value approved if the request was rejected so it will select as or it will set as denied let's go back to Power automate and under this
• 163:00 - 163:30 particular condition or the action we will add one more action so click plus and click add an action we will add one more condition so let's look for condition so this is a nested condition condition within condition so our condition will be if the value outcome equals
• 163:30 - 164:00 to approved so this is our condition and we will add one more action and the action will be update item and click update item under site address we will select the address of our site it and under list name we will select the name of our list new joiners and ID will be the ID of the list now
• 164:00 - 164:30 what you need to do you will click on this icon and here look for ID or you can see here as well so click on this and next to Advanced parameters click show all scroll It Down and Under approval value select approved so as of now our flow is when we will create a new item within our SharePoint list it will send an email to Bob Ross an email
• 164:30 - 165:00 notification then it will post a message within the teams Channel and basis on the condition if the department name is server it will send approval request to Bob Ross and if the request is approved it will update the approval call column within the SharePoint list with approved value so as of now our condition is if the outcome of the approval is approved it will update the item and if the
• 165:00 - 165:30 request is not approved so what we want to do so for that we will add an action here click plus and click add an action and we will update the same settings that we have added under true so look for update item here select the site name it and new
• 165:30 - 166:00 joiners ID will be the list ID and click show all here under approval value this time we will select denied so now the flow is if the condition is met the flow will update approved value under approval column and if the condition is not met then it will update denied value and now
• 166:00 - 166:30 we are left with one more action if you go up here we have a condition that says if the department is server it will send a notification to Bob Ross but if department is not server then what do you want to do so here under false we will create one more action click plus and click add an action now here you can add an action like if the department is not server you want to send approval
• 166:30 - 167:00 request to someone else or to the manager of another department or the request can be approved automatically so let's add the same action like we did here so here search for approval and select this start and wait for an approval approval type will be approve or reject first to respond and title will be
• 167:00 - 167:30 approve this request and assign to this time I want to send this request to me Concepts user which is the admin account and rest of the fields are not required so that's it our flow is ready save the flow and let's test it manually and click test so let's go back to Shon site and let's add two more
• 167:30 - 168:00 items so let's say we have a new user with name user a let's add mobile number and he is part of server team and we have one more user user B and this user is part of network team and click exit grid view so for the
• 168:00 - 168:30 server Department the approval request will go to Bob Ross and for the network Department the request will go to admin and let's go to Bob Ross mailbox so we can see the notification is received we have notification for both users user a and user B because the first action within our flow is send a notification to Bob Ross when a new item is added within this flow and then the flow will
• 168:30 - 169:00 send a notification within the teams Channel and we can see we have received two notifications one for user a and second for user B and Bob Ross has received one approval request also he can click approve to approve the request or he can reject the request as well and let's go to this admins
• 169:00 - 169:30 mailbox because for Network team this particular user will receive the request and he has received the request as well so let's approve it let's add the comments submit so so the request is completed it is approved and let's say for Bob Ross we will deny this request or we will reject so that we can see if our flow is
• 169:30 - 170:00 working properly or not so let's click submit and this particular request is rejected and let's go back to Sho site list so let me refresh this page and we can see the approval is updated we can see one request is approved and other request is denied which was not approved by Bob Ross so this is how you can use power automate to create workflows in SharePoint
• 170:00 - 170:30 online if you go by definition power apps is a collection of applications Services connectors and data platform that provides an environment to develop applications you can integrate power apps with Excel SQL Server Salesforce and you can create powerful applications these applications are very easy to customize you can change the
• 170:30 - 171:00 entire structure of the application you can make the application available to the users and they can access the application on any device and from anywhere in our today's example we will be using SharePoint online as a data source to create an app application I have a team site in SharePoint online with Name ID and this team site has a list with name contact list this list includes information about employees or
• 171:00 - 171:30 the new joiners it has columns like first name last name contact number email address and the organization name and we are going to use this information to build an application using power apps before you start creating an application using power apps please ensure that you have a power apps license assigned to the users who want to create the applications or want to access the
• 171:30 - 172:00 application and once you assign the license you are ready to create power apps applications so to use power apps with SharePoint online you will click integrate and then go to power apps and click create an app and you will be redirected to power apps Studio where you can develop the applications and as soon as this is
• 172:00 - 172:30 fully loaded you will see this message welcome to power apps Studio start customizing your app or preview your app click skip now here you can see all the information that we have within our SharePoint list let me increase the font so that this is visible to you so this is our contact List application but there's a lot to modify yet so please stay connected and keep
• 172:30 - 173:00 watching in power app Studio you have lots of elements that you can use to customize a particular application on the left you can see the layers of this particular application if you want to select a particular area of an application you can select these layers for example if I click here on this search button this will select search icon if I click here this will select icon refresh so either you can select
• 173:00 - 173:30 the section from here or you can simply click here and this will select a particular section on the right of your screen you have the properties window if you select any section of this application basis on that selection you will see the properties on the right side if you want to preview this application you have a play button at the top click on this and this is a preview of this particular application
• 173:30 - 174:00 let me increase the size of this application so that this is visible this application is not yet published so the other users will not be able to see this application so this is how our application will look like at the top we can can see the title of this application if you want to refresh the data of this application for example this data is coming from the SharePoint list so if someone has made changes
• 174:00 - 174:30 within this list you can click refresh and this will fetch the data from the SharePoint list you can sort these items on the basis of ascending order or descending order if you want to add new items within this application you can click Plus this will open another form where you can fill in all the details and once done you can click on this option and this will add a new item and when you add any information within this
• 174:30 - 175:00 application this information will be updated within this SharePoint list let me show you this practically let's click add and let me add few details here and click this icon we can see this user is added here
• 175:00 - 175:30 test user and let's go back we do not have test user here click refresh and we can see test user is added the one that we added from the application on this application we have a search box where you can search a content T from this list for example if I want to search Chris so I can type the name and we can see the entries that start with Chris if you want to delete a contact click on
• 175:30 - 176:00 the contact and click on this delete button and this will be deleted if I remove this we do not have the other name that starts with Chris and if you want to modify a particular contact click on the cont click on this pencil icon and let's say add some numbers here click take and this is added if you want to see details
• 176:00 - 176:30 of any contact you can click on the contact this will show you all the information like first name last name contact number email address organization name and if you go back to list we can see the same information here as well this is the user Tim Barry and this is the number this is the email address and we can see the same information here now let's customize
• 176:30 - 177:00 this application if you want to customize an application you need to First close the preview mode so to close the preview mode you will click on this cross icon at the top right and now you are in editing mode so first I want to change the color color of this bar at the top now if you notice when I selected this section the associated layer of this section was selected on the left if I select refresh this will
• 177:00 - 177:30 select refresh button if I click here this will select the corresponding layer if I click on this button this will select this layer so either you can select from here or you can select from here as well so to change the color of this bar I'll select the complete section and on the right of your screen you will see the properties related to this particular section so we want to
• 177:30 - 178:00 change the color so next to color we will click here from this list you can select any color as for your requirement or you can click custom and you can type the color code here for example I have a code so I want this color for this particular application if you want to move these icons so you can simply select the icon
• 178:00 - 178:30 and you can drag it like this or I want to move it here so I can do like this so you can customize this application as for your requirement if you want to change the color of this entire page you can select the complete area like like this so this is selected on the right you will find color click on it and let's say I want this color so like this
• 178:30 - 179:00 you can select or maybe this color so like this you can select the color as per your requirement now if you go back to the SharePoint list we can see these columns like first name last name contact number email address and organization name however within our application we can only see first name last name and mobile number if you want to display more information here select
• 179:00 - 179:30 this section this complete section and at the top click insert and click Text label let's make it small and and let's decrease the font as well maybe
• 179:30 - 180:00 12 so like this so this is the email address we can move these items to here and the email address here now if you notice the changes that I'm doing here within this section all the changes are getting applied to all the sections of this particular application
• 180:00 - 180:30 now let's assume we need the last name in front of first name so it should be like first name then last name so we can select the last name and we can move it like this so now we have first name last name mobile number or the contact number and then we have email address and same changes are applied to all the contacts
• 180:30 - 181:00 now let's say instead of email address I need company name so I'll select this complete section on the right I'll click here next to fields and here we can see contact number email address last name and first name so instead of email address if you scroll it down we have organization name so now we can see here instead of
• 181:00 - 181:30 email address we can see the company name or the organization name which is added within this list if you want to display the email address as well so select the first section go to insert text label and let's make it smaller and let's say I want this next
• 181:30 - 182:00 to mobile number now here I'll select this section I'll click here and instead of organization name I'll select email address not this one I'll select here so now we have first name last name mobile number email address and the organization name so like this you can customize the application as per your
• 182:00 - 182:30 requirement and when the application is ready you have done all the changes all the customization as for your requirement you can click save at the top right this is the save option click give this application a name for example my contact app and click save but this application is not yet available to the users because we haven't published this application yet
• 182:30 - 183:00 to publish an application on the top right you have this option that says publish click on this now on this page we will make some changes click edit details under name you can click edit and if if you want to change the name of this application you can change from here under description you can add a description for example this is an application for
• 183:00 - 183:30 contexts something like this then we have app icon and under icon if you click this drop- down arrow you will see icons that you can use for this particular app icon and if you want you can search for it also for example this is a contact list so I can look for contact and let's say I want this icon so you can see this icon is changed and if I want a different color I can click
• 183:30 - 184:00 here and from here I can select a different color for example maybe like this and if you want to change the color of the icon you can click here which says icon fill and let's say I want this black so this is also changed so this is how this application icon will look like on a mobile phone or on a computer then we have autosave I'll leave it enabled and
• 184:00 - 184:30 then we have can be used offline so if you want this application to be used when users are not connected to the internet you can enable this option you can also control display settings for your application Co aut pilot updates and once you have done all the changes click close click publish again and here click publish this version so now this
• 184:30 - 185:00 application is available to be used by your users if you want to share this application with someone Click Share and this will open share settings here you can type the name or the email address of the user with whom you want to share this application and you can also give him coonor permission on this particular application with this permission user can use the application
• 185:00 - 185:30 he can edit the content of the application and he can share this application with other users so let's check this option and click share now on the right you can see my mobile phone screen I have power apps application installed from Play Store and I'm logged in with this user Concepts user who is the administrator account and he has power apps premium
• 185:30 - 186:00 license assigned so let's open this application we can see the application here this is the same icon that we designed while publishing the application you can also also go to all apps and you can see the application here let's open it and we can see the application that we just designed so here we can see the
• 186:00 - 186:30 list of all the contacts we can see the first name last name mobile number email address organization name now if I click on this contact I can see all the details and if I want to edit this particular contact I can make the changes and let's say I want to delete a particular contact I can delete this as well and if
• 186:30 - 187:00 I make a new entry here let's [Music] add random email address so we have this entry here that we just added and if you go back to SharePoint list and click
• 187:00 - 187:30 refresh so we can see this user test user two that we added from the application so this is how you can use power apps with SharePoint online to build applications using information or the data data from the SharePoint site when we create a site in SharePoint that site is always a parent site but
• 187:30 - 188:00 there can be few scenarios where you need to create a subsite for example we have a site for the IT department of our organization which is a dedicated space for the IT team now within it Department there can be sub departments as well like Network server or database and every Department of the IT team needs a dedicated space or there can be a scenario where each department of the
• 188:00 - 188:30 organization needs a different set of permissions they do not want to inherit the permissions from the parent site so in this scenario we can create subsite for each department by default the subsites inherit the permissions from the parent side that means the level of permissions or the groups those are applied on the parent site will be applicable to the subsites also but we
• 188:30 - 189:00 can break this inheritance so that we can assign different level of permissions to each site by default subsite creation is disabled in SharePoint online to create a subsite in SharePoint online you will go to to site contents of a particular site and within site contents you will click subsites you will click new and here you will see an option to create a
• 189:00 - 189:30 subsite but as I said this option is disabled by default so to enable this option you will go to SharePoint online admin Center make sure you're logged in with global administrator account or SharePoint administrator so we will go to SharePoint admin Center within SharePoint admin Center you will click settings and here at the bottom you will
• 189:30 - 190:00 click classic settings page and on settings page you will look for subsite creation by default this will be set to disable subsite creation for all Sites apart from this you have two other settings you can enable subsite creation for classic sites only or you can enable subsite creation for all site for this demo let's select enable subsite
• 190:00 - 190:30 creation for all sites and click okay now let's go back to SharePoint site and Let me refresh the page and click new and now we can see option to create subsite so let's click subsite now the way you create a subsite is bit different if you compare with a site creation under title we will give a
• 190:30 - 191:00 name to this subsite for example user onboarding and you can add description as well this site is for something like this now if you look at this URL it is the name of our parent site and whatever name we will type here next to it that will be the name for the subsite that
• 191:00 - 191:30 will be created under it site for example let's type onboarding so now this will be the complete URL for this particular subsite this is our parent site and this will be our subsite so this complete URL is for subsite that we going to create next we are good with the language and now here you have few
• 191:30 - 192:00 templates that you can use to create a subsite under collaboration you have few templates like team site no Microsoft 365 group team site classic experience and project site but remember one thing a subsite doesn't has a Microsoft 365 group Associated whether you create a team site you create a team site with classic experience or you create a
• 192:00 - 192:30 project site this will not get a Microsoft 365 group connected apart from these three templates you have Enterprise templates as well that you can use to create a subsite then we have user permissions now here you can decide if this particular subsite will use the permissions those are assigned on the parent site or you will create a different set of permissions for this
• 192:30 - 193:00 subsite if you select use same permissions as parent site then the subsite will have the same level of permissions those are assigned on the parent site that means the subsite will inherit the permissions from the parent site but let's select use unique permissions so that we can see how these permissions are assigned and under navigation we can select if you want to show the link for this site in the left navigation of the
• 193:00 - 193:30 parent site or we want to add the link of this subsite to the top navigation menu so our parent site is a team site so we do not have a top menu bar this top menu bar is available in the the communication sites so we will set this option to no and we want to see the link of this subsite in the quick launch menu on the team site so we will select this
• 193:30 - 194:00 yes and then we have navigation inheritance which is again for the communication site so no changes are required here and let's click create so here you can see the group level permissions for this particular subsite because we selected use unique permissions on the previous page that is why this wizard is asking us to create
• 194:00 - 194:30 group permissions if we would have selected use same permissions as parent site we will not get this page the visard will create this site without asking for these permissions so here you can add site visitors you can add site members and you can add owners of this particular subsite so let's add few users let's add one user in visitors group so to add a user you will type the
• 194:30 - 195:00 name or the email address in this box and then you will click this icon that says check names and the name will be resolved automatically and let's add one user here as well for example Bob Ross I'm okay with the honor so I'm not making any changes here so once done click
• 195:00 - 195:30 okay so our subsite is ready now if you look at this URL it says Office 365 Concepts which is my tenant name then sharepoint.net and onboarding is this subsite now let's talk about the permissions of subsites let me open both parent site and
• 195:30 - 196:00 subsite so I'll remove onboarding so this is our parent site it and this is our subsite so let's go to settings on subsite and go to site permissions and click Advanced permissions settings and here it says this website has unique permissions and we can see these three groups so the permissions
• 196:00 - 196:30 that we assigned within these three groups like we have added user in site visitors and we added one user in site members these permissions are applicable to only this subsite that means they this subsite is not inheriting the permissions from the parent site let me show you this practically let's go to parent site and go to settings site permissions and here we
• 196:30 - 197:00 see these three groups if we expand these groups we can see the honor is part of the Microsoft 365 Group which is connected with this particular team site and the site member is team one and the site visitor is team two now let's go back to subsite and let's click on members so under members we can see Bob Ross and Concepts user but in case of
• 197:00 - 197:30 parent site the site member is team one same goes with site visitors we have Team two and if you go back site visitors and here here we have team one so that means this subsite is not inheriting the permissions from the parent site because when we created this subsite we opted for use unique
• 197:30 - 198:00 permissions but if you want to break this inheritance that means we want to use the same level of permissions those are on the parent site you will go back and you can click delete unique permissions if you hover your mouse over this option it says delete all unique permissions and inherit permissions from parent let's click this option and click okay and now it says this website
• 198:00 - 198:30 inherits permissions from its parent and these are the groups those are created on the parent site let me show you let's go to Advanced permission settings and here we can see four groups these are three default groups members honors visitors and we have a custom group test group and we can see same groups here as well so that means the subsite is now inheriting the
• 198:30 - 199:00 permissions from the parent site if you want to create a subsite that will inherit the permissions from the parents site go to the parent site and go to homepage go to site contents subsites click new and when you will create a subsite you need to select use same permissions as parent site so by default this subsite will inherit the
• 199:00 - 199:30 permissions from the parent site let me close this and let's go back to our subsite go to homepage now if you notice on this subsite we do not have any option to go back to the parent site the only way to navigate to the parent site from this subsite is to change the url like we can copy the URL till parent site and like
• 199:30 - 200:00 this I can go to the parent site and if you want to access the subsite from the parent site on the left menu expand subsites and click user onboarding so this is the name of our subsite and from parent site we can navigate to the subsite but from subsite there is no option within the site to navigate to the parent site so to overcome this we
• 200:00 - 200:30 can create a link within our quick launch menu on this subsite to create a link you will click edit and within this menu somewhere click plus and within the address we will type the link of the parent site and make sure this is selected to link and then we will type the display name for this link for example parent site and click okay and
• 200:30 - 201:00 click save so now the link is created here with name parent site now if I click on this link I should be redirected to the parent site so now we are redirected to the parent site and from parent site if I if I want to go to subsite I can expand subsites and click the subsite name and I will be redirected to this subsite now let's talk about why we should avoid creating
• 201:00 - 201:30 subsites and rather we should go for hubs sites we will talk about the hubs sites in the next video but for now I'll give you a basic idea that what exactly a hub site is so the first reason we should avoid creating subsite is in a subsite if you want to search for a document you can only search within that particular subsite you cannot search for a document from a subsite that is
• 201:30 - 202:00 located on the parent site the second reason is in case of subsites all these sites will have their own layout their own branding their on navigation menu and their on theme if I want to create a common layout or a common branding or a common theme for all the subsites and the parent sites this is not possible the third reason is let's assume we have created few subsites for a project and
• 202:00 - 202:30 now this project is moved to somewhere else or it is moved to the another site so we need to think about the moving all the subsites to another location and this can be a difficult task but in case of Hub site we can create a common branding for all these sites we can create a common navigation a common theme and a common layout for all these sites those are connected to the hub
• 202:30 - 203:00 site also when multiple sites are associated with the Hub site we can search all these sites from The Hub site this becomes the centralized location for the search so instead of creating a subsite we
• 203:00 - 203:30 should focus on hubs sites so instead of creating a subsite we should focus on hubs sites but again this depends on your business requirement if you want to create a subsite or a hub site every site that we create within SharePoint it has its own layout its on design it has a unique URL it has its own navigation and its own permissions
• 203:30 - 204:00 but sometimes we might need to navigate from one site to another maybe to check news on that particular site or to check documents or for any other reason now if you want to navigate from one site to another site this will take a few clicks we can create navigation links on each site so that we can navigate from one site to another but imagine you have hundreds and thousands of sites in your
• 204:00 - 204:30 organization so creating the navigation links on each SharePoint site becomes a difficult task and it will be impractical to maintain so this is where a hub site comes in the picture when we register a site as a hub site it ties all the other sites together via a common navigation all the other sites those are connected to a hub
• 204:30 - 205:00 site are called Associated sites all the associated sites will have a common Hub navigation all these sites will share a common branding and a common theme also when these sites are ass associated with a hub site you can perform search on all the sites we will discuss all these features practically as well and things will be more clear so the concept behind a hub site is to maintain the site
• 205:00 - 205:30 navigation on the parent site which is the Hub site and all the other sites those are associated sites will inherit that navigation from The Hub site now the question arises why do we need a Hub site a hub site is useful when you have different departments in your organization and you want to link all those departments with a common site or instead of multiple clicks you can
• 205:30 - 206:00 navigate to the other sites in a single click all the associated sites will have a common branding and theme they will have a common navigation and you can search for the documents or any other content in all the sites from a single place so let's move to SharePoint online and let's see how to manage hubs sites you should always use a communication site to use as a hub site because a hub site should be
• 206:00 - 206:30 accessible by all the users if you do not have a communication site in your tenant you can go to SharePoint online and click create site select communication site and follow the instructions to create a new communication site I already have a communication site with name concept com and I will be using this particular communication site as a hub site and I
• 206:30 - 207:00 have other sites as well with name Network server and database all these sites are separate sites they have their own navigation they have their own layout theme and they have their own permissions as well so my end goal is I want to connect all these three sites with this concept com site so that all these sites will use common navigation
• 207:00 - 207:30 common Search scope and common branding and common theme now to register a site as a hub site we need to go to SharePoint online admin Center you cannot register a hub site from the SharePoint site only a SharePoint admin or a global administrator can register a site as a hub site so let's go to Microsoft 365 admin
• 207:30 - 208:00 Center and from here we will go to SharePoint on SharePoint admin Center you will go to active sites and here you will find the site that you want to use as a hub site so in my scenario I'll use this site concept com and if we scroll it towards right we can see this is a communication site so to register a site
• 208:00 - 208:30 as a hub site select this site and at the top click Hub and here you will click register as Hub site under hubn name you can type the name for the Hub site for example example my Hub changing the name of the Hub site doesn't change the name of the actual site this is just a hub name that you're going to change and you can create up to 2,000 hubs in
• 208:30 - 209:00 SharePoint online under people who can associate sites with this Hub you can specify the users who can associate these sites with this particular Hub site if you have multiple sites in your organization you do not want to allow all the users to associate their sites with this Hub site so you can add the users here to whom you want to allow to associate or to connect their sites to this Hub site
• 209:00 - 209:30 so let me add couple of users here and click save and let's close this window let's go back to communication site and Let me refresh this page so now at the top you can see this Hub navigation on this communication site this navigation
• 209:30 - 210:00 indicates that this particular site is a hub site the top navigation that you see here this will appear on every single site that will be associated with this Hub site now let me change the theme of this site as well let's go to settings and go to change the look and go to theme and let's select this one and click
• 210:00 - 210:30 save also let me change the header as well let me select this one this is good so let's click save so we have changed the theme of this Hub site now if we will associate any site with this Hub site all these sites will inherit this particular theme now the
• 210:30 - 211:00 second step is to associate these sites with this Hub site there are two ways you can associate a site with Hub site you can do it from the site itself or you can go to SharePoint admin Center let let me show you both ways let's go back to SharePoint admin Center on SharePoint admin Center you
• 211:00 - 211:30 will go to active sites and here look for the site that you want to connect with the Hub site or you want to associate the site with the Hub site so first I'll associate database site so I'll select the site click Hub and click associate with the Hub and under select a hub you will select the Hub name that we have created or with which we want to
• 211:30 - 212:00 connect this particular site so I'll select this one My Hub and click save and as we discussed earlier you can create up to 2,000 Hub names in SharePoint online so let's close this window and let's go back to database site so as of now you can see this navigation at the top or this theme in blue color but as soon as I'll click refresh this will change so
• 212:00 - 212:30 let's click refresh and now you can see we can see the Hub navigation at the top and we can see the theme is also changed this theme is inherited from The Hub site and at the top we can see our Hub name and if I click on this Hub name we will be redirected to the hub site which is our concept com communication site now
• 212:30 - 213:00 let me show you how to associate a site from the site itself this time we will associate this site with name Network so let's go to settings and before you associate a site with a hub site you need to be the owner of that particular site so within settings you will go to site information and under Hub site Association you will select the Hub name
• 213:00 - 213:30 with which you want to associate this particular site so select the Hub name and click save and we have the same navig and the same theme in this site as well now let's go to other site we have this communication site with name server and we will be associate this site as well with our Hub site so let go to settings
• 213:30 - 214:00 and go to site information under Hub site Association select the Hub name and click save and you can see this site has inherited the theme the Hub navigation and we can see the Hub name as well if you want to navigate to our Hub site we can click on this Hub name and we will be redirected to our Hub site so now we
• 214:00 - 214:30 have three SharePoint sites associated with this Hub site on every site we can see the Hub navigation and we can see the same theme now the next step that we need to follow follow is we need to create site links on this Hub navigation when you associate sites with a hub site the links for those sites are not added to the hub site automatically if I want to
• 214:30 - 215:00 navigate from another site to a hub site I can simply click on my Hub but if I want to navigate back to the site from The Hub site there is no as such link on the Hub site so we need to create these links manually so to create the navigation links we will go to the hub site we are already on the Hub site but if you're are not sure you can click on your Hub name and you will be redirected
• 215:00 - 215:30 to the hub site so to create the link you will click add link on the navigation menu and here you will select link and under address you will type the URL of your site like this and give it a name so this is our Network site and click okay and
• 215:30 - 216:00 click save so now we have this link if we click on network we are redirected to the network site and if I want to go back to the hub site I can click my Hub so now we need to create two more links for the other two sites so again we will click edit move your mouse here and click plus and here we will type the other site link so this is our
• 216:00 - 216:30 server site and let's create one more and this will be our database site and click okay click save so now we have three links for Network server and database if we click server we are redirected to This Server
• 216:30 - 217:00 site we can click Network we can redirect to network and if we click on database we are on the database site so this is how you can create links within the navigation menu on HUB navigation now when you associate multiple sites with the Hub site you might run out of the space in the navigation bar so you can create a mega
• 217:00 - 217:30 menu let me show you how to do it go to HUB site we are already on the Hub site so click edit and click plus icon and here you will select label and give it a name for example it departments and click okay and we will move this label to the
• 217:30 - 218:00 top and next to each site link we will click make sublink so we will do this for all these sites and click save so now here you can see we have a mega menu instead of having multiple links on the navigation on the Hub navigation we can create one Mega menu or the label and under that label we can create multiple
• 218:00 - 218:30 navigations now if you go to any site like server site or we click database if you go to any other site at the top we can see search this site if I go to another site for example server it says search this site if I go to network it says same thing search this site that means we can search anything
• 218:30 - 219:00 within this particular site however if you go to HUB site it says search across sites that means from The Hub site we can search all the associated sites along along with the Hub site you can search for the documents list on all these four sites from one single location and if you go to another site Let me refresh this page if you go to
• 219:00 - 219:30 any other site for example server and go to settings change the look click theme so it says your site is connected to the My Hub hubs and is set to automatically adopt the same theme so that means the theme of this site is being inherited from The Hub site so now we know what happens when we create a hub site and when we
• 219:30 - 220:00 associate a site with the Hub site The Hub navigation is inherited by all the associated sites every Associated site will have same navigation and they will have same theme and a common Search scope you can search for the content across the sites now let's talk about the Hub site permissions when you create a hub site or when you associate a site with the
• 220:00 - 220:30 Hub site this doesn't change the security levels of the sites when you associate sites with a hub site this doesn't give access to the users to all the sites those are connected to the hub site only the users who have a permission on this site can access these sites for example here I have three sites in network site which is a team
• 220:30 - 221:00 site I have a user Bob Ros who has member permission and if we go to server site which is a communication site he do not have any permission on this particular communication site and if you go to database Bob Ross doesn't has any
• 221:00 - 221:30 permission on database site as well now let me login with Bob Ross account and let me show you how this will work and let me copy the link of the Hub site so Bob Ross is a part of this Hub site he has member permission on the Hub site so he should be able to access the
• 221:30 - 222:00 Hub site and he can access it however let's click Network and let's open server and let's open database so let's let's go to network Bob Ros has member permission on network site he can access it but it doesn't has any permission on server site and on database site so it says you need
• 222:00 - 222:30 permission to access this site so that means if a user doesn't has required permission on a particular site he won't be able to access that site within a hub but the there is a way in SharePoint online to sync the permissions across all the sites to do this you will go to the hub site and within Hub site go to settings site permissions under permissions you
• 222:30 - 223:00 will click Hub Tab and here you see one option that says sync Hub permissions to Associated sites sync Hub permissions to Associated sites to ensure users can access all the sites in the hub if the site owner allows so let's turn on this option and as soon as you will turn on this option to sync Hub permissions you will get one more group with name Hub
• 223:00 - 223:30 visitors we can add up to 10 groups here for example if I want everyone in this permission so I will type everyone except external user users so now all the users of my tenant that means internal users of my organization have readon permission on this Hub site but the external users who are added as a guest or B2B
• 223:30 - 224:00 collaboration users will not be able to access this Hub site and if we click this site and go to Advanced permission settings here we can see four site groups by default we have three groups site member site Hors and site visitors but as soon as you will turn on sync Hub permissions you will get one more group with name Hub visitors and if we click
• 224:00 - 224:30 this group we can see everyone is added within this group except external users now when you sync Hub permissions from The Hub site you need to sync these permissions on the other sites as well the sites those are connected with the Hub site so let's go to other sites let me open all the other sites let's close this one so let's go to
• 224:30 - 225:00 network and once it will open go to settings go to site permissions click Hub and turn on this setting so it says next network is inheriting permission from my Hub which is our Hub site so same way we will do this on other sites as well turn it on and we can see same
• 225:00 - 225:30 permission here and we will do same thing on the third site as well so this is already done we have Network and we have server and we have database now let's understand how we can control who can associate a site with the Hub site by default any site owner can associate his site with the Hub site but if you want to allow only particular users who can
• 225:30 - 226:00 associate their sites to the hub site there are two ways to achieve this the first way is you will go to SharePoint online admin Center under active sites select select your Hub site and click Hub and click edit Hub site settings and here you will see a setting people who can associate sites with this Hub I have already added Concepts user
• 226:00 - 226:30 who is the admin account and we have one account Bob Ross so only these two users can associate their sites to this Hub site if you have multiple hubs sites you need to make the same changes in those sites as well and the other way to restrict users from associating their sites to the hub site is to create an approval workflow like if someone wants to associate this site with the Hub site
• 226:30 - 227:00 he will send an approval to me along with the justification and I can either approve the request or I can reject it so let me show you how to do it so for that we will go to HUB site on the Hub site go to settings and here click Hub site settings and here you need to turn this option to on that says require approval for Associated sites to join so let's
• 227:00 - 227:30 turn it on and under create a flow to require approval click create and you will see the entire workflow is created automatically you do not have to create this flow manually everything is just automated if you see signin option next to SharePoint or approvals or notifications click on sign in and login with SharePoint administrator or the global
• 227:30 - 228:00 administrator and click continue and under approvers you can add the admins accounts who can approve the request for example I'll add my account and click create and here you can see the flow is created request to join a SharePoint Hub site if we click on this link we will be redirected to power
• 228:00 - 228:30 automate and here you can see the complete flow if you click edit you can see all the components of this particular flow SharePoint permissions is always a Hot Topic whenever we talk about SharePoint so what exactly SharePoint
• 228:30 - 229:00 permissions are in nutshell SharePoint permissions are the way to restrict access and control anything within a particular SharePoint site but there's a lot in SharePoint permissions to play around SharePoint permissions are very customizable that you can control anything on any level in SharePoint online there are two components that construct these SharePoint permissions site groups and permission levels when
• 229:00 - 229:30 we create a SharePoint site be it a team site or a communication site by default we get three site groups site Hors site members and site visitors these groups are basically used to categorize the users a site owner has full control over the site he can modify the site he can modify the site content he can manage the permissions and he can delete the site the site members have
• 229:30 - 230:00 edit permission on the site a site member can edit the documents he can upload the documents he can edit the list items he can delete the items he can delete the documents but he can't delete the site and he can't manage the permissions and the recycle bin whereas a site visitor is a readonly permission a user who is part of site visitor group
• 230:00 - 230:30 he can view the site he can view the documents within document Library he can download the documents but he can't make any changes within the site so these three groups are the default groups those are created when we create a SharePoint site but we can create multiple groups as per our requirement then we have permission levels the permission levels are the collection of permissions a permission level decide what exactly a user can do with a
• 230:30 - 231:00 particular permission there are five standard permission levels full control design edit contribute and read a user with full control permission will have full control over the site a user who has designed permission can view the site he can customize the site he can update the content or he can approve the request similarly a user who has edit
• 231:00 - 231:30 permission he can edit and delete list or the list items and he can delete the documents a user who has contribute permission he can view the site content he can add or update the list items he can delete items and he can delete the documents and the users who have read permissions they can view the site content and they can download the documents but they cannot make any changes within a particular site you can
• 231:30 - 232:00 assign these permission levels to the site groups or you can create a custom group for example we can create a group with name contribute and we can assign contribute inform to this particular group and then we can add a user within this group we can create a separate group for site designers those will have only design permission on a particular site now the three groups that we
• 232:00 - 232:30 discussed earlier site Hors site members and site visitors the site owner group has full control permission that means the users who are part of the site Owners Group in a particular SharePoint site will have full control over that SharePoint site the site members group has edit permission and the site visitors group has read permission now apart from these five standard permission levels we can create
• 232:30 - 233:00 custom permission levels and we can assign these permission levels to the group of users for example we can create a permission level edit items then we will create a group and we will assign this permission level to this group and then we can add the users within this group and the users will get edit items permission now these users can edit items within a particular list they can
• 233:00 - 233:30 edit document libraries and they can customize the web Parts within the SharePoint site or you can create a permission let's say create subsite assign that permission level to a group of us users and the users will get only the permission to create subsites so the SharePoint permissions can be customized at any level we can customize the SharePoint permissions as per our business requirements apart from the groups and permission levels there are
• 233:30 - 234:00 lot of other things in shun permissions to talk about and we will discuss all these topics in detail in upcoming videos but for now I want to talk about permission inh inheritance so what is permission inheritance by default a SharePoint site list and document libraries inherit the same level of permissions those are assigned on the site level that means if a user has
• 234:00 - 234:30 honor permission on a site or he is a part of site honor group that user will have honor permission on that particular SharePoint site he will have honor permission on the list on the list items as well he will have honor permission on the document library and he will have honor permission on the files and the folders within the document Library likewise if a user is part of site
• 234:30 - 235:00 member group he will have added permission on the site he will have added permission on the list and the items within the list and he will have edit permission on the document library and the files and folders within that document Library so this is called permission inheritance the permissions those are defined on the site level are being used by the list and the document libraries of that particular SharePoint site but in SharePoint we can break this
• 235:00 - 235:30 inheritance let's assume we have a user who is part of site honor group of a particular site that means this user has honor permission on the company complete site and by default he will have honor permission on the list and the document libraries of this site but my requirement is I do not want to give him honor permission on the document libraries I want to give him view only
• 235:30 - 236:00 permission on the document libraries of this site so in this scenario we will break the permission inheritance between the site and the document Library we will use uni permissions on the document Library so this way this user will have honor permission on the site he will have honor permission on the list but he will have view only permission on the document library of this site he can
• 236:00 - 236:30 modify the site content he can delete the site he can modify the list and the items of the list but he will not be able to modify anything within the document Library apart from this we can further Break The Inheritance between a site a list and its items let's assume we have a user who has honor permission on a list but we can assign him edit permission on the list items or if a
• 236:30 - 237:00 user is part of site members group he has added permission on a document Library we can assign him view only permission on the folders or the files within enough folder so this is also possible in SharePoint online so when a site list or a document library is using the same set of permissions those are defined on the site level this is called permission inheritance and when we have unique
• 237:00 - 237:30 permissions assigned on the list or the document Library this is called breaking the permission inheritance so now let's move to the SharePoint site and let's see how to manage SharePoint online site permissions before we dive deep into the permissions or before we learn how to manage the permissions in SharePoint let's get a basic understanding of the
• 237:30 - 238:00 SharePoint permissions so this is a communication site if you go to settings of this site and you click site permissions here we can see three default groups site Hors site members and site visitors every SharePoint site that we create be it a team site or a communication site every site has these three groups now if I expand these
• 238:00 - 238:30 groups we can see Concepts user who is currently logged in is the honor of this particular communication site we do not have any member within this site site and we do not have any user added as site of visitors now if I go to document library of this particular site and within document Library if I go to settings Library settings more
• 238:30 - 239:00 Library settings and click permissions for this document Library we can see same groups here and here it says this Library inherits permissions from parent that means this document library is inheriting the permissions from the site and if I click honor group we can see the same user is added within the honor group
• 239:00 - 239:30 and we do not have any user in members and we do not have any user within the visitors group as well now you might be thinking the groups that see here it says site Hors site members and site visitors but the groups that we see here it says news members news Hors and news visitors so all these groups
• 239:30 - 240:00 are the same groups that we see here or the groups that we see on the site level if you go to Advanced permission settings of this particular site you can see the same name of the groups news members news honors and news visitors so basically the groups those are created in the back end by SharePoint online these groups are created with the name of your SharePoint
• 240:00 - 240:30 site for example my SharePoint site name is news and if I click settings site permissions these groups will be site Hors site members and site visitors but at the backend if you go to Advanced permission settings or you go to any permission settings in the classic view in that view you will see the groups with name
• 240:30 - 241:00 of your SharePoint site so the groups that you see here and the groups that you see in the site permissions are same this is done so that the groups can be easily identified basis on a particular site likewise if I go to another site which is a team site and if I click settings site permissions we can see same groups here as well site Hors site members and site visitors but if I go to
• 241:00 - 241:30 Advanced permission settings on this team site we can see the three groups but the name of the group is finance members because the name name of my site is finance so at the site level or in the front end we will see site honors site members and site visitors groups but at the background or within the classic view of SharePoint permissions
• 241:30 - 242:00 or within Advanced permission settings we will see site name members site name Hors and site name visitors before we start managing permissions on a SharePoint site we need to First understand what type of SharePoint site we are working on because depending on the site type we manage the permissions differently let me show you this
• 242:00 - 242:30 practically what we are talking about let's click create site in SharePoint online we have two types of sites team site and communication site and for both these sites we manage permissions differently first you need to understand the difference between communication site and a team site a communication site is used for oneway communication a communication site is used to share the information
• 242:30 - 243:00 with the users whereas a team site is used for collaboration when you create a team site you get Microsoft 365 group associated with that particular site this Microsoft 365 group has a mailbox it has a calendar we can associate Microsoft team with this group and we can associate this group with planner the membership of a team site is managed from the Microsoft 365 group that is
• 243:00 - 243:30 associated with the team site so the idea behind this is the users who are part of this Microsoft 365 group they will automatically get access access to the group's mailbox group's calendar they will get access to the team that is connected with the group The planner that is connected with this group and they will get access to the SharePoint team site that is connected to this group whether you use these applications
• 243:30 - 244:00 or Not by default if a user is added within this group he will get access to all these applications so basically the idea is you do not have to man the permissions on these applications those are associated with the group or you do not manage the permissions on the team site you will be managing the permissions on the Microsoft 365 group and once you become the member of this group by default you will get access to
• 244:00 - 244:30 all the applications those are connected with this group along with the SharePoint team site but in case of a communication site a communication site doesn't has a micro Microsoft 365 group Associated and the permissions for the communication site are managed from the site itself now let me show you how permissions work in a communication site
• 244:30 - 245:00 so this is a communication site and you can easily identify if this is a team site or a communication site in communication site we do not see the group type and we do not see the number of members because the communication site doesn't has a group Associated so to manage the permissions for a communication site you can click site access at the top right and here you can see the site groups site Hors site members and site
• 245:00 - 245:30 visitors if you expand these groups you can see this user is part of site Hors group so he has full control over this site we do not have any user under site members and site visitors apart from this you can also go to settings and then go to site permissions and you can see same three groups here and you can see this user is part of site Honors group and we do not have any user as of
• 245:30 - 246:00 now under site members and site visitors now if you want to add someone Within These groups or you want to assign permission to a user over this site so you can click share site and here you will type the name of the user for example Bob Ross and if you click on this drop- down arrow either you can assign him read permission or you can give him full control over this site or you can assign him edit permission if
• 246:00 - 246:30 you give read permission to Bob Ross he will be added under site visitors group if you give him full control Bob Ross will be added under site Honors group of this site and if you give him addit permission he will be added under site members group so let's say we want to assign him edit permission so let's click edit and click add and let's expand site members and we
• 246:30 - 247:00 can see Bob Ross is now a member of this site if you want to add someone in site visitors group so Click Share site and here let's add a user and give him read permission and click add and we can see team one is added under site visitors group and he has read permission over this site now let's say you want to give readonly permission
• 247:00 - 247:30 to all the users of your organization on this particular site in SharePoint we have two default groups if you go to Advanced permission settings and let's click on any group and go back to groups here we can see everyone and everyone except external users everyone group includes all the users of your
• 247:30 - 248:00 tenant including the guest users but the other group everyone except external users this group includes all the users of your tenant excluding the guest us users so let's say I want to add everyone under this site with readon permission but I do not want to add guest users or I do not want to give readon permission to guest users so we
• 248:00 - 248:30 will Click Share site and here we will type everyone and we can select this group everyone except external users and we will give read permission and click add and we can see everyone except external users are added under this particular site and they have readonly permission now apart from this interface you can manage these permissions From Here Also
• 248:30 - 249:00 let's go to Advanced permission settings and here we can see the same three groups site members site Hors and site visitors as we discussed in the previous video the groups that you see on the site level these groups will be site Hors site members and site visitors but if you will go to Advanced permission settings here you will see
• 249:00 - 249:30 same groups but instead of site this will show your site name in my case my site name is news so under Advanced permission settings the group's name we'll start with news so to manage permissions from Advanced permission settings if I click news members which is the site members group I can see Bob Ross is part of this group and under
• 249:30 - 250:00 visitors we have team one and everyone accept external users now if you want to add someone within this site permit from Advanced permission settings you will click on the group and at the top you will click new add users and here you will look for the name and click
• 250:00 - 250:30 share and we can see team2 is added under site visitors group same way if I want to add someone in Honors group site Honors group so I'll click new first I'll click on the group and I'll click new here I'll search for the name and you can simply Click Share and that particular user will be added within
• 250:30 - 251:00 Honors group and same way if I want to add someone in members group I can click new add users and let's say I want to add Peter Smith Click Share so now Peter Smith also has added permission on this particular site so either you can manage the permissions from Advanced permission settings or you can go to
• 251:00 - 251:30 settings and site permissions and you can manage the permissions from here as well so this is how you manage permissions on a communication site this is very simple and straight forward to manage site permissions on a communication site now let me show you how to manage permissions on a team site this is a team site at the top right we can see this team is connected to a private
• 251:30 - 252:00 group and we can see the number of members and if you click on these members we can see Concepts user is the owner of this site and Bob Ross has added permission on this site and if you go to settings site permissions and expand these groups so under site honors we do not see the name of the user and under site members we do
• 252:00 - 252:30 not see the name of Bob Ross this is the name of the Microsoft 365 group that is connected to this particular site but if you click on on this it says this is a private group it has two members and we can see Concepts user and Bob Ross are part of this particular group and if I move my mouse here so it says we have two
• 252:30 - 253:00 members so Concepts user is honor and Bob Ross is member so basically the name of this team site is finance and the Microsoft 365 group that is connected with this site is also Finance let's go to Microsoft 365 admin Center and here go to teams and groups and click
• 253:00 - 253:30 active teams and groups and here we see a 365 group with name finance and let's go to membership under honors we can see Concepts user is added and under members we can see Bob Ross is added so to manage the permissions on a team site you will click members and click add members here look
• 253:30 - 254:00 for a user for example Peter Smith and if you click this dropdown Arrow here we can see only two permissions member and honor but if in case of communication site if I go to setting site permissions and if I add someone here let's say this user in communication site we have three permissions read full control edit but in team site we have only two member and
• 254:00 - 254:30 honor let's say I want to make Peter Smith member of this site so I'll select member and click save now here we can see Concepts user is honor Bob Ross is member and Peter Smith is also member now if you go back to the group and Let me refresh so let's go to members and we can see Peter Smith is added within this
• 254:30 - 255:00 Microsoft 365 group so now Peter Smith also has access to all the applications those are connected with this particular group now in a team site you cannot add a visitor from this site that means you can't give read permission to someone from the site for example like we discussed earlier if I add a user we can only see two permissions member and
• 255:00 - 255:30 honor you cannot give read permission to someone from the team site itself so if you want to add someone under site visitors group or you want to give read permission to someone on a team site you will go to Microsoft 365 group that is connected to the team site then you will click site visitors and click add site visitors and here you can search for the user and
• 255:30 - 256:00 then click add so this way you can add someone under site visitors group in a team site let's go to membership site visitors we can see Team 2 is added under site visitors and let's refresh the page let's go to settings site permissions and here we can see team2
• 256:00 - 256:30 user has readon permission on this particular site so the bottom line is for a communication site we manage the permissions from the site itself and for a team site we manage the permissions from the Microsoft 365 group that is connected to the team site now we have talked about how to manage site permissions on a team site that is connected to Microsoft 365 group
• 256:30 - 257:00 and we have also discussed how to manage site permissions on a communication site there is another type of Team site in SharePoint that doesn't has a micros oft 365 group Associated but only a SharePoint administrator or a global administrator can create this team site you can create this team site only from SharePoint online admin Center so let's go to SharePoint admin
• 257:00 - 257:30 Center under SharePoint admin Center go to active sites and here click create now if you click team site this will create a team site that will have a Microsoft 365 group Associated and if you click here you will create a communication site but to create a team site that doesn't has a group connected you will click browse more sites at the
• 257:30 - 258:00 bottom make sure choose a template is selected to team site and here you will give a name to the site and under primary administrator let me type the SharePoint administrator and click next we are good with the language no changes are required here and click create site so this is our new site HR collab
• 258:00 - 258:30 and if we go to WR it says Insite no Microsoft 365 group so let's open this site so you can see this is a team site on the left you can see this navigation bar that is available only within a team site but at the top right we do not see the group information we do not see the
• 258:30 - 259:00 group type and we do not see the number of members so to manage the permissions on a team site that is not connected to a Microsoft 365 group you will click site access you can see same group site honors site members site visitors if you want to add someone look for the user you can give him read permission full control or edit let's say I want to give added permission to Bob Ross Click
• 259:00 - 259:30 Share and we can see Bob Ross is added under site members group same way if you want to add someone under site visitors group type the username and give him read permission Click Share go to site access and we can see this user has readon permission on this particular site and similarly we can go to settings site permissions we can
• 259:30 - 260:00 Click Share site and we can add a user From Here Also let's say I want to give him addit permission click add so we have this user under site members and if you go to Advanced permission settings we can see site groups and here you can see his site name is HR collab and let's go to site permissions
• 260:00 - 260:30 Advanced permission settings and here we can see the site groups are starting with HR collab which is is the name of the site and then we have members honors and visitors if we click members we can see the users here if you want to add someone within this group under members group we can click new and here you will type the name of
• 260:30 - 261:00 the user and Click Share same way if you want to add someone under site visitors you will click new type the name of the user and Click Share so the permissions on this type of site are similar to the communication site as we discussed earlier the
• 261:00 - 261:30 permissions of a team site that is connected to a group are managed on the group level when we add a user in a team site that user get gets added within the Microsoft 365 group that is connected with the team site and when we give permission to a user on the group level that user gets access to all the applications those are connected with that group and that is by default but
• 261:30 - 262:00 you can come across a scenario where you want to add a user only within the team site that means the user should have access only to the team site and not to the other applications those are associated with this group so basically we want to bypass the Microsoft 365 group membership we want to add a user within the team site permissions and not to the Microsoft 365 group so this is a team site you can see this team site is
• 262:00 - 262:30 connected to a group and we can see the number of members if I click here on number of members and if I add someone from here that particular user will be added within this site as well as he will be added within the group that is connected to this site and we do not want to do that so instead of this we will go to settings site
• 262:30 - 263:00 permissions and click add members now here you see two options add members to group share site only if I select add members to group that means if I add a user from here that user will be added within this site as well as he will be added within the group but if I want to add someone only to the site and not to the group I'll select share site only
• 263:00 - 263:30 and now if I add someone from here let's say team two click add and expand site members we can see Team two has added permission on this particular site however if I go back to teams and groups and let's open finance membership members I do not see this team2 user here because we have
• 263:30 - 264:00 added this user on the site level this user is not added within the Microsoft 365 group so this user us has added permission on the SharePoint site only this user is not added in the group so he doesn't has any permission on the group level and he doesn't has any permission on the applications those are connected to the group so this user can access the site he can read the
• 264:00 - 264:30 documents on this site he can edit the site content but he can't access Microsoft teams that is connected to this site he can't access the group mailbox group calendar or the site planner so this is how you can bypass Microsoft 365 group membership while assigning site permissions in a team site now let's understand how to remove
• 264:30 - 265:00 users properly from the site permissions in a communication site if you want to remove a user you will go to site access you can expand the groups we can see the number of users added under site members site visitors let's say I want to remove team one from site visitors group I'll click on this drop down arrow click on remove and that's it the user is removed if I want to remove Peter Smith from
• 265:00 - 265:30 here I can click remove and this user is removed from the site members group apart from this you can go to settings site or you can remove the users from here also you can click remove or you can go to Advanced permission settings and let's say I want to remove a user from this group from visitors
• 265:30 - 266:00 group I'll open the group and let's say I want to remove this user team two I'll select the user go to actions and click remove users from group click okay and this user is removed if I want to remove this group everyone except external users select the group click actions and click remove users from group click
• 266:00 - 266:30 okay and this group is removed from visitors group same way if you want to remove someone from the members group click on the group select the user click on actions and click remove users from group this particular user will be removed from site members group as we discussed earlier a communication site doesn't has a group Associated so if you remove any user from here or from the
• 266:30 - 267:00 site permissions that user will be removed from this site but in case of a team site this is quite different in a team site if you go to settings site permissions expand the groups now if I click here under edit for the group level permission I do not see remove permission but if I click for this user because this user is added on
• 267:00 - 267:30 the site level if I click here I can remove this user from here but remember one thing team2 user has added permission on this site only is not added on the group level so if I remove this user from here this will be removed from this site same way this user has readon permission on the site level that is why we can see his name but for other users who are added on the group level
• 267:30 - 268:00 we do not see their names but if we click here then we can see the name of these users now if I want to remove this user from here I can simply click on remove so this user will be removed from the site permission but for the other users who are added on the group level we can see the name of the Microsoft 365 group instead of their names because the membership of a team site is derived from the Microsoft 365 group now if I go
• 268:00 - 268:30 to Advanced permission settings and if I click site members group I do not see the name of the users I can only see the name of the group that means all the users who are added as members in Microsoft 365 group are part of this site group if you go to Microsoft 365 admin Center and this is
• 268:30 - 269:00 the group for our site Finance so here we can see we have these users under members under honors we have Concepts user now if you go to settings and site permissions Advanced permission settings so if I remove a group let's say from site members if I remove this particular group so all the users who are part of
• 269:00 - 269:30 this group should be removed but that is not the case let's remove this group first select the group and click remove users from the group click okay so the group is removed so now we have site members group but inside this group there is no one so this group is removed from the site members group but if I go to
• 269:30 - 270:00 homepage and if you go to settings site permissions if we expand site members we see there is nothing however if you go to Microsoft 365 group Let me refresh and go to members we can still see Bob Ross Concepts user Peter Smith these three users still have member permission on the group so the concept
• 270:00 - 270:30 behind this is when you remove a user from a team site or when you remove a group from the team site groups that group is removed from the site itself this is not removed from the Microsoft 365 group if I go back to team site and if I go to site permissions Advanced permission settings and click site members group and if I add a user here let's
• 270:30 - 271:00 say let me add this user and I'll cck make sure we can see this user is added under site members group and if we go to settings for this particular site and go to site permissions site members we can see this user is added
• 271:00 - 271:30 and he has added permission however if I go back to the group Let me refresh members we do not see this user are here so in a team site there are two types of memberships one is site membership and the other one is Microsoft 365 group membership if you remove a user from the site level in a team site that user is removed from the
• 271:30 - 272:00 site only or if you add a user or a group in the site groups that user is added on the site level so to remove a user from the Microsoft 365 group you can go to Microsoft 365 group go to membership and select the user and click remove as member click remove and this user is removed from the group level permissions the other way to
• 272:00 - 272:30 remove a user from the group is you can go to Team site and at the top right you see number of members click on this here you will see the number of users click on this permission drop- down arrow and click remove from group so now Bob Ross is removed from the team site as well as he is removed from the group that is connected to this
• 272:30 - 273:00 theme site let's go back Let me refresh and we do not see Bob Ross here so this is how you can can remove a user from the team site so this is how you remove users from the team sites and from communication sites before we start talking about Advanced permission settings I would suggest you to go through the previous
• 273:00 - 273:30 videos where we have talked about site permissions so let's talk about Advanced permission settings Advanced permission settings are available on both team site and a communication site this is a communication site and to access advanced permission settings you will go to settings and you will go to site permissions and then you will click Advanced permission
• 273:30 - 274:00 settings and if you want to access advanced permission settings on a team site the process will remain same you will go to settings site permissions and click Advanced permission settings we have already gone through this wizard when we talked about the site groups but in this demo we will explore all these options that you can see under Advanced permission settings so the first option is Grant permissions
• 274:00 - 274:30 this option is used to assign permissions to a user or to a group of users if you want to add a user in one of these site groups select the group and then click Grant permissions and here look for the user for example team2 and click share and if we click this group we can see this user is added under site members group and if I want
• 274:30 - 275:00 to add another user I can simply click on new click add users and here I I'll type the name of the user Click Share and this user is added or you can select the group where you want to add a user let's say I want to add a user under site or visitors group I'll select
• 275:00 - 275:30 the group and click Grant permissions search for the user here for example team one and click share and let's open the group and we can see this user is added under site visitors group now one thing that you need to be aware of is if you add a user or group from here that user will be added on the site level these users are added within the
• 275:30 - 276:00 site they are not added to Microsoft 365 group that is associated with this team site if you go to home and click settings when it comes up go to site permissions now we added couple of users under site members now here we can see the name of this user we can see the name of this user as well but for the other users we do not see their name we
• 276:00 - 276:30 can see the name of the Microsoft 365 group and if I go to visitors I can see the username here as well now if I go to Microsoft 365 admin Center and go to teams and groups active teams and our site name is Concepts so this is the group go to membership members we do not
• 276:30 - 277:00 see these two users here Concepts and team two these two users are not here let's go back to SharePoint site and go to Advanced permission settings now if you do not want to add a user within these three site groups like you can see here if you add any user under site members group he will get edit permission on this site if we add any user under site Honors group he will get
• 277:00 - 277:30 full control over this particular site and if we add any user within visitors group he will get readonly permiss on this site but let's say you want to assign a different permission level to a user so you will click Grant permissions and here you will click show options and from here you can select other permission levels that you want to assign to a user for example I want to
• 277:30 - 278:00 give contribute permission to a user so I'll select contribute here I'll type a user for example this user and Click Share and Let me refresh so now this user has contribute permission on this site if you want to assign a different level of permission go to Grant permissions and let's type a username here for example this one and
• 278:00 - 278:30 click show options let's say I want to give him design permission on this particular site so from permission level I'll select design and Click Share click refresh now this user has design permission on this site and this user has contribute permission on this particular team site now again these users are added on the site level this
• 278:30 - 279:00 user has contribute permission on this site and this user has design permission on the site these two users are not added within the Microsoft 365 group then we have create group like here we can see three site groups site members honors and visitors likewise we can create a custom group within the site permissions click create
• 279:00 - 279:30 group let's give it a name for example contributors you can add description also for example this group is to assign contribute permissions and then we have group honer group honer is basically he can manage this group he can add or remove users within this group and he can add or remove permissions from this group the
• 279:30 - 280:00 user who will create this group will be added automatically within this group also you can add only one user at group honor if you want to add multiple users under group honor you can create a security group add users within that security group and add the security group here next is group settings this basically ask us who can view the membership of the group group members or
• 280:00 - 280:30 everyone and then we have who can edit the membership of the group group honor or group members so let's leave these settings default and then we have membership request here you can allow the users to join and leave this group automatically or not also if I click yes this will enable this setting and this will ask you if a user is requesting to join this
• 280:30 - 281:00 group that request should be Auto approved or it should go to an approver and you can see as of now this user the admin account is added as an approver so any request will go to this user and then we can assign permissions on this particular group you can assign full control design edit contribute or read so let's select contribute and click
• 281:00 - 281:30 create so the group is created on the left you can see the group name and we can see the name of the owner who is added within this group if you go back we can see refresh the page we can see site members site Hors site visitors and now we have contributors group and it says under
• 281:30 - 282:00 permission levels that this group has contribute permission now if you want to add a user within this group select the group click click Grant permissions or you can open the group and here you will click new add users search for the user and Click Share so this way you can add multiple users within the group let's go
• 282:00 - 282:30 back then we have edit user permissions this option is used to modify the permission level for a user or for a group but if you notice as of now this option is grade out if I select site members group or site Honors group or even site visitors group this option remains grade out because we cannot modify the permission level for the default site groups these three site
• 282:30 - 283:00 groups site members Hors and visitors these are the default site groups we know if we add any user Within site members group he will get edit permission if we add any user within Honors group he will get full control on this site and if we had any user within visitors group he will get read permission so you can't modify the permission level for these three site groups however if I select contributors
• 283:00 - 283:30 you can see this option is now accessible even if I select this user or this user this and this these two options become accessible now let's say I want to modify the permission level for this user as of now he has design permission on this site but I want to change this permission level so I'll select the user and then click edit user
• 283:30 - 284:00 permissions and from here I can either give him read permission contribute addit or control let's say I want to give him read permission so click okay and now this user has read permission if I want to change permission level for this group select the group click edit user permissions so as of now contribute
• 284:00 - 284:30 permission is assigned on this group let's say I want to assign design permission so click okay now all the users who are part of this particular group will get design permission and then we have remove user permissions this option is also available for the custom groups if I select any of these groups this option will remain grade out but if I select this user or this user
• 284:30 - 285:00 or this group this option becomes accessible so this option is used to remove permissions from a group or from a user let's say I want to remove permission for this user so I'll select the user and I'll click remove user permissions click okay and this user will be removed similarly if I want to remove this group and all the users within this group I'll select the group and click remove user
• 285:00 - 285:30 permissions and click okay and now this group is removed however the group that we just deleted this group is not deleted permanently this group is removed from this particular site but this is available at the back end if you click any group let's say this one and click more we can see this group here contributors now let's say we want to
• 285:30 - 286:00 use the same group again so we will go back and we will click Grant permissions and here we will look for contributors group select the group and click show options select contribute and Click Share Let me refresh so we have the group back let's open the group and we
• 286:00 - 286:30 can see the user is added let's go back now the next option is check permissions this option is used to check permissions of a user or a group of users on a particular site for example let's click this and let's say I want to see the permissions of Concepts user so let's select the user and click check
• 286:30 - 287:00 now so it says this user has addit permission on this particular site and he is part of site members group same way if I want to check the permissions for a group let's say contributors check now so it says it has contribute permission and this is assigned directly so that means it is a group itself and contribute permission
• 287:00 - 287:30 is assigned on the group level now remember one thing this option will show the permissions on this particular site only if a user has permissions on another site as well you need to go to the other site to check the permissions this wizard will show the permissions for this particular site only now the next option is permission levels we will talk about permissions
• 287:30 - 288:00 levels in detail in one of the next videos and then we have access request settings these settings are used used to manage the access request if you go to homepage of this site and go to settings site permissions under site sharing Click Change how members can share now here you see access request
• 288:00 - 288:30 this option is used to send access request to the site honors or any other user that is added as approval for example I have a user logged in here and this user doesn't has any permission on this particular site so if he will try to open this site let me copy the link and go to this browser so it says you need permission
• 288:30 - 289:00 to access this site now this user can request the access he can click request access the request will go to approval now if you go back to this site and go back to this setting so it says the approver is Concepts honor and the user with which I'm logged in right now he is the owner of this site so let's go to his mailbox
• 289:00 - 289:30 and we can see we have received one notification here so it says test user wants to access Concepts this is the name of the site now from here the owner of the site can either approve the request or he can decline the request also if we approve this
• 289:30 - 290:00 request he can give him added permission on this site or he can give him read permission on this site if I select edit this user will be added under site members group of this site and if I select read and I click approve this user will be added under site visitors group so let's say I want to give him read permission on this site so select read and click approve now let's go back
• 290:00 - 290:30 and let me close this type the site name again so now this user can access this site and if you go back to the site permissions and click back expand site visitors Let me refresh the page and we will go to
• 290:30 - 291:00 settings site permissions so we can see test user is added under site visitors group and he has read permission so let's go back to Advanced permission settings and click access request settings so from here we can decide if you want to allow the members of this site to share this site and the files and folders of the site with other users
• 291:00 - 291:30 or we want to allow the site members to invite other users to this site as members we can modify to whom we want to send access request notifications by default these notifications are sent to the site Hors but we can select this option and we can add the email address of another user maybe of a SharePoint admin or a global administrator to whom we want to send in
• 291:30 - 292:00 notifications so this is all about access request settings and then we have site collection administrators this option tells us who are the site collection administrators for this particular site a site collection administrator has full control on a particular site by default the site Hors group will be added as site collection administrators that means all the users
• 292:00 - 292:30 who are part of the site Honors group are the site collection administrators but we can add a user as a site collection administrator for examp example if I type a username here for example this user or this user and if I click okay so the users who are added within Honors group along with these users B Ros and this user will also be a site collection
• 292:30 - 293:00 administrator for this particular site so this is all about Advanced permission settings in the next video we will talk about permission levels we will learn how to create permission levels and how to assign permission levels so what are permission levels in SharePoint in nutshell permission levels are a set of permissions that decide
• 293:00 - 293:30 what exactly a user can do within a SharePoint site if you go to settings and we go to site permissions Advanced permission settings you will find these permission levels on both team site and communication site now within Advanced permission settings click permission levels now here you can see these default permission levels that we can use to assign permissions within a
• 293:30 - 294:00 SharePoint site so if a user has full control permission level he can do anything and everything within this particular particular site full control is basically the owner of the site he can create Pages he can manage the permissions he can delete this site and he can manage the Recycled bin as well and similarly we have other permission levels that decide what exactly a user
• 294:00 - 294:30 can do if a particular permission level is assigned to a user but if I click on any permission level it tells us what all permissions are assigned within this permission Level under list permissions we can see what a user can do with this permission within a site list or a document library and then we have site permissions it tells us that if a user has full control
• 294:30 - 295:00 permission level what sort of activities he can do on the site level and then we have personal permissions like manage personal views add or remove personal web parts and update personal web Parts likewise if I go back and if I click any other permission level for example edit we can see most of the permissions
• 295:00 - 295:30 are unchecked under this permission level for example a user who has edit permission level or a user who is part of site member group under this particular site he can't approve items he can't manage permissions he can't create subsites and like this you can see the permissions those are unchecked this particular user who has added permission level he can't perform
• 295:30 - 296:00 these activities on this particular site so these permission levels decide what exactly a user can do within a site and and these are the default permission levels that we can use to assign to the users but you can come across a requirement that you want to assign a different level of permissions to a user for example if we look at the contribute permission any user who has contribute
• 296:00 - 296:30 permission level he can add items within the list or document Library he can edit items he can delete items he can view the items or he can delete the versions on site level he can browse directories he can view pages but let's assume my requirement is I want to assign a permission level to a user where he can view the items he can add the items as well but he cannot update or he can't
• 296:30 - 297:00 delete the items now either I can modify this permission level I can uncheck the permissions that I want to remove from contribute permission level or I can create a new permission level with the required permissions and the best way is to create a new permission level instead of modifying the existing permission level so to create a custom permission level you will go to Advanced permission
• 297:00 - 297:30 settings you will go to permission levels and under permission levels you will click add a permission level under name you will type a name for this permission level that you're going to create for example I want to create a permission level for contributors but they will not have access to deletion to delete an item or to update an item and under description
• 297:30 - 298:00 we will type a description for this permission level so that any site owner of this particular site is aware that what exactly this permission level is so let's add something like can view can add but can't update or can't delete
• 298:00 - 298:30 items or documents and under list permissions we will give permission add items and view items and under site permissions we will add view Pages it is already added and let's leave open as well that's it let's click create so now we have another permission level with name contribute with no deletion or update and under description
• 298:30 - 299:00 it says can view can add but can't update or can't delete items or documents so any site owner can e identify what exactly this permission level is there is another way to create a permission level where you can clone an existing permission level for example let's open contribute permission level scroll it down and click copy permission level now this will create a copy of
• 299:00 - 299:30 contribute permission level we can see all the permissions here those are available within contribute permission LEL level now if I want I can uncheck the permissions that I do not want to add within this permission level for example I want to uncheck delete items and delete versions and here we will give it a name for
• 299:30 - 300:00 example contribute with no deletion and let's type same thing in description and click create so this way you can clone an existing permission level now let's see how to assign this permission level to a user or to a group of users let me open another Tab and let's go to
• 300:00 - 300:30 settings when it comes up site permissions Advanced permission settings Now the default site groups that we have here like site members site owners and site visitors you cannot assign custom permission levels to these groups or you can't change the permission level of these three site groups by default the
• 300:30 - 301:00 site Honors group will have full control permission level the site members will have added permission level and site visitors will have read permission level so you can't change permission level for these three groups if you select any one of these groups for example site members at the top you see edit user permissions and remove user permissions is grade out
• 301:00 - 301:30 if I select site honors these two options are still grade out if I select site visitors these are again grade out however if I select this custom group contributors that we have created in one of the previous videos these two options edit user permissions and remove user permissions these are now accessible likewise if I select this user account these two options are accessible so if
• 301:30 - 302:00 you want to modify the permission level of an existing group select the group and click edit user permissions so as of now this contributors group has contribute permission level but let's say I want to give read permission to this group and to all the users who are added within this group so I can change the permission level from here so select the permission level and click
• 302:00 - 302:30 okay and now this contributors group has read permission level similarly if I want to change the permission level for this user I'll select the user click edit user permissions and let's say I want to give him this permission level that we have created manually so I'll select the permission level and click okay so now this user has contribute with no
• 302:30 - 303:00 deletion permission level now let's assume we want to create a group and we want to assign a custom permission level to that group so we will click create group and let's give it a name test same under description and no changes required here so here let's say I want to select this custom permission level contribute with
• 303:00 - 303:30 no deletion or update so I'll select the permission level and click create so now we have let's go back so let me refresh so now we have this group with name test this group has contribute with no deletion or update permission level now if I want to add a user within this group I'll go to this group open the
• 303:30 - 304:00 group click new and here I'll type the username select the user and click share now let's say I want to give permission to a user on this particular site and I want to assign this particular permission level to that particular user so I'll go to Advanced permission settings and here I'll click Grant
• 304:00 - 304:30 permissions and let's say I want to add this user and and we will click show options if we click drop- down arrow we will see all the permission levels including the custom that we have just created so let's say I want to select this permission level I want to give this permission level to this user so I'll select the permission level and click share and Let me refresh so now this
• 304:30 - 305:00 user has this permission level now if I go to document Library within the same site and if I go to settings Library settings more Library settings and here click permissions for this document Library here we can see all the groups the default site groups and the custom groups that we have created on the site level and two users
• 305:00 - 305:30 who are added on the site level like you can see here because this particular document library is inheriting the permissions from the site and if I go to a list for example I have this list within this site so let's go to settings list settings and here permissions for this list under list permissions we do not
• 305:30 - 306:00 see the groups that we have on the site level or on the document Library level because this particular list has unique permissions that means we have already broken the permission inheritance between the site and this particular list if I click here delete unique permissions we will talk about this in one of the next videos so this is just to break the inheritance or remove the inheritance so if I click delete unique
• 306:00 - 306:30 permissions click okay so now we see all the groups and the users because now this list is also inheriting the permissions from this site now one thing that you should be aware of is the permission levels that we create in a particular SharePoint site these permission levels will not replicate to another SharePoint site
• 306:30 - 307:00 that means the permission levels that we will create in a particular site will not reflect in other SharePoint site in your tenant for example in this particular site I have these permission levels and if I go to another site let's say this one this is also a team site so if I go to settings site permissions Advanced
• 307:00 - 307:30 permission settings click permission levels here we have only the default permission levels we do not see the permission levels that we have created on this particular site these two permission levels are not available within this site so the permission levels that you will create on a particular site will not reflect on
• 307:30 - 308:00 another site if you want to create permission levels on another site you need to go to that site as a site owner or SharePoint admin or Global admin and you need to create separate permission levels on another SharePoint site so this is how you can manage the permission levels in SharePoint online so what is permission inheritance
• 308:00 - 308:30 by default a SharePoint site list and document libraries inherit the same level of permissions those are assigned on the site level that means if a user is a part of site Honors group of SharePoint site that user will have honor permission on that particular SharePoint site he will have honor permission on the list on list items he will have honor permission on the document library and he will have honor
• 308:30 - 309:00 permission on the files and the folders within the document Library likewise if a user is part of site members group he will have addit permission on the site he will have added permission on the list and the list items and he will have addit permission on the document library and the files and folders within the document Library so this is called permission inheritance the permissions
• 309:00 - 309:30 those are defined on the site level are being used by the site list and the document libraries of that SharePoint site so to understand the permission inheritance let's go to settings you can check permission inheritance on both team site and a communication site this is a team site so let's go to settings site permissions and go to Advanced permission
• 309:30 - 310:00 settings and here we can see three default site groups site members site Hors and site visitors and we have two custom groups that we created in one of the previous videos and we have two users who have these permissions on this particular SharePoint site now if I go to document Library within this SharePoint site and we go to settings Library settings more Library settings and
• 310:00 - 310:30 permissions for this document Library we can see same set of default site groups we can see two custom groups and we can see two users who have same level of permission on the document Library as well and here it says this Library inherits permissions from its parent so that means the level of permissions those are assigned on the site level are
• 310:30 - 311:00 being inherited by this document library and if I go to list within this SharePoint site go to settings list settings and permissions for this list here as well we can see same set of three site groups default site groups we have two custom groups and we have two users and here it says this list
• 311:00 - 311:30 inherits permissions from its parent that means the permissions are being inherited from this site level now if you notice on site level permissions we have these two options edit user permissions and remove user permissions but if we go to document Library permissions or site permissions we do not see these two options here but at the top left we have this option manage parent so as soon as I'll click on this
• 311:30 - 312:00 option if you will notice here in the URL I will be redirected to the site level permissions so let's click here and you can see we are redirected to the site and these are the site level permissions so that means as of now this library and this list are inheriting permissions from the site so we are not allowed to make any changes within the
• 312:00 - 312:30 permissions from document permissions from document Library permissions or from list permissions any changes that that we will have to make within the permissions we will have to make it here now let me add one user on the site level permissions click Grant permissions and let's add this user and let's give him addit permission Click Share let's refresh so this user is
• 312:30 - 313:00 added with edit permission this is the site level permission now let's go to document Library permission we do not see this user but let's refresh the page and we can see the user here this user also has edit permission on this document library and within list permissions we have the user as well so this user has edit permission on the site he has edit permission on the
• 313:00 - 313:30 document library and he has added permission on the list same way way if I add a group on the site level permissions let's say test group and let's give it design permission click create so we have the group
• 313:30 - 314:00 ready Let me refresh the page so we have the group here test group with design permission so as document library and list are inheriting the permissions so as soon as I'll refresh the page we will see this group here and same goes with list permissions we can see the group here as well so this is called permission inheritance now sometimes we can come
• 314:00 - 314:30 across a scenario where we want to break this inheritance let's assume we have a user who is part of site Honors group of a particular site that means this user has honor permission on the complete site and by default he will have honor permission on the list and the document libraries of this particular site but my requirement is I do not want to give him honor permission on the document libraries I want to give him view only
• 314:30 - 315:00 permission on the document libraries within this site so in this scenario we will break the permission inheritance between the site and the document Library we will assign unique permissions on the document Library so this way this user will have honor permission on the site he will have honor permission on the list but he will have view only permission on the document library of this site he can
• 315:00 - 315:30 modify the site content he can delete the site he can modify the list and the items of the list but he will not able to make any changes within the document Library apart from this we can further break the permissions inheritance between a list and its items let's assume we have a user who has honor permission on a list but we can assign him readon permission on the list items
• 315:30 - 316:00 or if a user is part of site members group he has added permission on a document Library we can assign him view only permission on the folders so this is also possible in SharePoint online so when a site list or a document library is using the same set of permissions those are defined on the site level this is called permission inheritance and when we have unique permissions assigned on the list or the document Library this
• 316:00 - 316:30 is called breaking the permission inheritance so as of now this document library is is inheriting the permissions from the site so whatever groups users are added on the site level permissions they have access on the document Library as well but let's assume we do not want to give this user any permission on this document library now if I remove this user from the site level permissions
• 316:30 - 317:00 this user will be removed from here from document Library permissions and this will be removed from the list permissions as well because as of now both list and the document Library are inheriting the permissions from this site so to achieve this we need to break the permission inheritance between the site and document library and to break permission inheritance on the document Library you will click stop inheriting
• 317:00 - 317:30 permissions it says copy permissions from parent and then stop inheriting permissions so let's click stop inheriting permissions and click okay and now it says this library has unique permissions so as I said I do not want to give team one user any permission on this document Library so what I'll do I'll select this user and
• 317:30 - 318:00 here you can see we have two options edit user permissions and remove user permissions so I'll select the user team one and click remove user permissions and click okay so this user is removed from the document permissions from the document Library permissions but if I refresh on the site level permissions we still have this user here and we still have this
• 318:00 - 318:30 user on the list permissions as well now let me tell you one more thing if you have multiple document libraries or site list in a SharePoint site and if you want to break permission inheritance for another document library or a different site list you need to follow the same steps on that document Library as well the changes that we are going to do here will be applicable to this particular document Library only now I have few
• 318:30 - 319:00 documents within this document Library I have some folders and few documents as well and I have one user here logged in Bob Ross and this user Bob Ross is part of site members group let me show you let's go to home and we can click here three members so he is the member of this site and if I copy the link of this
• 319:00 - 319:30 site and if I paste it here so Bob Ross should be able to access this site and he can access the site he can see the list and he can see the document Library he can see the folders files he can open the files as well but let's assume we do not want to allow the users of the site members group to modify this document library or to
• 319:30 - 320:00 modify anything within this document Library they should not be able to upload the documents in short they should not have any access to this document Library so what we can do let me close this so we will go to the document Library permissions and settings Library settings more Library settings permissions for this document library now here we have this site
• 320:00 - 320:30 members group so I'll select the group and I'll click remove user permission and click okay so now this group is removed this group is still available on the site level permissions we can see the group here and this group is still available on the list permissions as well however this group is removed from the document
• 320:30 - 321:00 Library permissions now if I go back here on Bob Ross browser where he is log Lo in and if I refresh so as of now you see document library but let me refresh let me paste the site name again so now we do not see document Library here now let's say the group that we just removed from the document Library permissions we want to read this
• 321:00 - 321:30 group so within document Library permissions we will click Grant permissions and here we will look for the group name so the group name will be site name and then members so this site name is Concepts so we will type Concepts and then members select the group so this group has added permission and Click Share let's
• 321:30 - 322:00 refresh so the group is added let's go back to Bob Ross let's refresh and now he can see the document library and he can see all the folders and the files likewise if I want to use unique permissions on the site list I'll go to list permissions and click stop inheriting permissions and click okay so now it says this list has unique permissions now let's say I have a user
• 322:00 - 322:30 here team one who has added permission on this list as of now and and this user is logged in here so let me copy the site link and let's paste it here so this user can access site and he can see the
• 322:30 - 323:00 list you can see the list items as well however let's say I do not want to give any permission to this user on this particular site list so I'll go back to the site list permissions and here I'll select the user and I'll click remove user permissions and click okay so the user is removed from the list permissions let's go back refresh
• 323:00 - 323:30 and list is removed for this particular user now if I read add this user in list permissions and let's give him edit permission refresh so the user is added let's go back refresh now he can see list and he can see the list items as
• 323:30 - 324:00 well so this is how you break permission inheritance in SharePoint and this is how you can assign unique permissions on the document library or a SharePoint site list sometimes you can come across a scenario where you want to assign unique permission on the file and folder in this document Library we have few files and we have folders and by default all
• 324:00 - 324:30 the users who have permissions on the site level they have access to this document Library as well if I click on members on the top right I can see Concepts user who is currently logged in is the honer of this site Bob Ross and Peter Smith are members of this site and apart from this honor and these two members if I go to
• 324:30 - 325:00 settings site permissions and under site visitors we have Team One user as well who has read permission on the site level he can view the site he can open the document library and he can open the documents as well though he can open the documents in readon view but still he can open it now in a document Library we can have confidential documents as well and we do
• 325:00 - 325:30 not want everyone to have access on these documents for example let's assume this sales folder has confidential documents and I do not want the members or the visitors of this site to have any access to sales folder only the owners of this site should have access to this folder and the files within this folder now if I go to settings and go to library settings more Library
• 325:30 - 326:00 settings and permissions for this document Library so so it says this Library inherits permissions from its parent that means as of now this particular document library has the same level of permissions those are assigned on the site level this document library is inheriting the site permissions and I have a user logged in on another browser Peter Smith who has added permission on
• 326:00 - 326:30 this site 0365 so he can view the site he can go to document library and within document Library he can access the folder and he can even open the files as well but my requirement is only the site owners should have access to the sales folder and the files inside that folder so let's go back to SharePoint site and let's click documents Library so there
• 326:30 - 327:00 are two ways to achieve this the first way is we will rightclick or you can click three dots next to the folder and go to manage access and click groups now here you can see the same groups those are added on the document Library permissions and the same groups are showing under this particular folder permissions so I do not want all the members of this site to have any permission on this folder and I
• 327:00 - 327:30 do not want the site visitors also in this permission so what we can do click on the site members group expand direct access click can addit and click remove direct access click remove so the site members group is removed and we will do the same thing for site visitors group click on the group expand direct access click can view and click remove direct
• 327:30 - 328:00 access click remove so now the site members and the site visitors do not have any permission on this folder let's close this and if you go to settings Library settings more Library settings permissions for this document library now you see a message here some items of this list may have unique permissions which are not controlled from this page if you click show these
• 328:00 - 328:30 items we can see sales folder has unique permissions click on manage permissions and here we can see only one group that is site honors we do not see site visitors or the site members so now only the site owners have access to this particular folder and if you go back to the other browser and let's refresh go back to
• 328:30 - 329:00 documents we do not see sales folder here let's go back to SharePoint site and let me read the permissions let's go back to documents and right click or click three dots manage access click groups click plus and let's add members and visitors group so I'll assign addit permission to
• 329:00 - 329:30 members and we will do the same thing for the site visitors groups add site name and visitors and this will have view only permission so click Grant access and that's it let's go back to the other browser click refresh and now Peter Smith can see the sales folder and he can see all the
• 329:30 - 330:00 files within this folder now let me show you the other way to assign unique permissions on a folder let's go back to SharePoint site and click three dots click manage access and you see three dots at the top click go to advanced settings here you will see all the permissions those are assigned on this folder level and it says this folder has unique permissions
• 330:00 - 330:30 because we have already broken the permission inheritance on this folder so if you want to remove all the users accept honors select the group and click remove user permissions click okay and we will do the same thing for visitors remove user permissions okay and let's go back to Peter Smith refresh so Peter doesn't has access to this folder
• 330:30 - 331:00 now now let me make it bit complicated let's go back to document library and click Grant permissions let me read add the permissions so here I'll add Peter Smith and I'll give him added permission and click share and let's refresh the page so he can see the sales folder and he can see all the files so now the
• 331:00 - 331:30 honors and Peter Smith has permit Miss on that particular folder but let's assume I have a confidential document inside sales folder let's say this one confidential so I do not want anyone apart from the site Hors to have access to this particular document site members or the site visitors or any other user with any other permission level can view
• 331:30 - 332:00 or access the sales folder they can access the other documents within the sales folder and they can access the other folders within this document library but only the site Hors should have access to this particular document so to achieve this we will right click the document manage access and click groups but we do not see Peter Smith here because we did not add Peter Smith
• 332:00 - 332:30 in a site group we gave individual permission to Peter Smith on this particular folder so if I click people here we can see Peter Smith has edit permission and we have Bob Ross also who has honor permission on this particular file and the folder so like I said I want to remove everyone from this file except honors of this site so I'll click Peter Smith expand direct access click
• 332:30 - 333:00 can add it and I can click remove direct access and the access from Peters Smith will be removed from this particular file or you can go back click three dots advanced settings but here it says this document inherits permissions from its parent sales that means the level of permissions those are assigned on the sales folder this particular document is using the same permissions so here we
• 333:00 - 333:30 need to break this permission inheritance also I cannot select Peter Smith and I do not see the option to edit permission level or to remove permission level so to break inheritance between the folder and the file we will click stop inheriting permissions make sure you are within the files permissions click stop inheriting permissions click okay and now we have two options edit
• 333:30 - 334:00 user permissions remove user permissions and I can select Peter Smith as well so I'll remove Peter Smith so I'll select the account click remove user permissions and click okay so now only the site Hors have permission on this particular file and if I go back to Peter Smith and refresh Peter Smith doesn't has any access to confidential document he can't
• 334:00 - 334:30 even see that document but he still has access to the documents he can see the folders he can see the files he can see the sales folder but he can't see confidential document so this is how we can assign unique permissions on the files and folders level you can come across a scenario where you want to assign unique permissions on a SharePoint list or on
• 334:30 - 335:00 the items of that list for example in this site I have a list list and this list is using the same level of permissions those are assigned on the site level for example if I click members we can see one user is the honor Concepts user who is currently logged in in this browser and then we have Bob
• 335:00 - 335:30 Ross who has edit permission on this site and we have Peter Smith also who is site member and he has edit permission on this site and if I go to settings site permissions and expand site visitors we can see Team One user also has read permission on the complete site let's close this window and let's go to list settings and click permissions for this
• 335:30 - 336:00 list and here it says this list inherits permissions from its parent o365 which is the name of this SharePoint site and we can see same three site groups site members site owners and site visitors now if I add a user on the site level for example let me open homepage on a different Tab and go to settings site
• 336:00 - 336:30 permissions and let's add one user in this site let's say team two and let's give him read permission click add so we have Team two user added in the site visitors now if I go back to the list permissions refresh the page go to site visitors and we can see Team to user is
• 336:30 - 337:00 added within site visitors group on the list permissions because by default this list is using the permissions those are defined on the site level because this list is inheriting the permissions from the site but let's assume this particular list has confidential information and my requirement is I do not want anyone except the honors of this site to view this list and the items within this list
• 337:00 - 337:30 on the other browser I have a user logged in Bob Ross and as of now he has access to the site and he can see contact list also and he can see the items as well he can modify the list as well because he has edit permission on the site level so as I said I do not want anyone apart from the Hors of this site to view this
• 337:30 - 338:00 list and the items within this list so what we need to do we need to break the permission inheritance between the site and this list so let me show you from the beginning let's go back so this is the user who is a global administrator and we will go to settings list settings and permissions for this list and at the top you will see an option stop inheriting permissions if
• 338:00 - 338:30 you over your mouse it says copy permissions from parent and then stop inheriting permission so let's click stop inheriting permissions and click okay and now it says this list has unique permissions so I do not want the members of this site to have access to the list so I will select site members group and I'll click remove user permissions and click okay and I'll do
• 338:30 - 339:00 the same thing for the site visitors remove user permissions okay so now we have only the site Honors group and the users who are part of site Honors group only these users have permissions on this particular list and let's go back to the other browser so as of now Bob Ross can see the list he can see the list items as well but let's refresh the
• 339:00 - 339:30 page so now Bob Ross doesn't see contact list so this is how you can assign unique permissions on a share point list now let me show you how we can assign permissions on the items level let's go back to list permissions and let me add a user so we will add Bob Ross and I'll give him edit permission Click Share refresh the page so now Bob
• 339:30 - 340:00 Ross has added permission on this list and site owners have full control over this list and let's go back to the other browser let's refresh so now Bob Ros can see the contact list and he can see the items as well because he has addit permission and he can even edit this list now my requirement is for example
• 340:00 - 340:30 in this list we have a confidential user or let's say CEO of the company now I do not want anyone apart from the site honors to view this particular Conta only the site owners should be able to see this particular list item so to achieve this we will go back and open contact list and click on this three dots or you can right click on the list
• 340:30 - 341:00 item and click manage access manage access and you see Bob Ross here under people if you go to groups you can see on the site honors but under people we can see Bob Ross so either you can remove Bob Ross from here you can click on the account expand direct access click can addit and click remove direct access this will remove Bob Ross from
• 341:00 - 341:30 this permission and this will break the permission inheritance between the site list and this part ular list item or you can go back click three dots advanced settings so these are the advanced settings for the list item and here it says this list item inherits permissions from its parent and the name is contact list that means this particular item is inheriting the permissions from the site
• 341:30 - 342:00 list so we need to break this permission inheritance between the site list list and this particular item so we will click stop inheriting permissions and click okay so it says this list item has unique permissions and we have got two options edit user permissions and remove user permissions so I'll select Bob Ros and I'll click remove user permissions and click okay so now only site owners have access
• 342:00 - 342:30 to this particular list item let's go back to Bob Ross let's refresh and let's go back to list so now Bob Ros do not see CEO contact details now there is one more scenario that I want to discuss with you so by
• 342:30 - 343:00 default any user who has a required permission on a list he can modify if y the list items but let's say I do not want anyone except the Hors of this list to modify the list items the other users can view the list they can view the items within the list but they cannot modify any item within a list or they can only modify the items those are created by the same users let me show
• 343:00 - 343:30 you this practically and things will be more clear let's go back to it item permissions and click delete unique permissions so now we have the same permissions those are defined on the list level so let's go to site list and go to settings list settings permissions for this list and click delete unique permissions click
• 343:30 - 344:00 okay so now everyone has access to the list and the items within the list if if I go back here settings or if I click here manage access advanced settings we can see three site groups so now all the users site members site visitors and site owners have access to the site list as well as they have access on the list
• 344:00 - 344:30 items and let's go back to the other browser where Bob Ross is Lo in and let me add one item so let's add like test so bobos has added this particular item within this list let's go back where a global administrator is logged
• 344:30 - 345:00 in So within the site list we will go to settings list settings and here we click advanced settings and under item level permissions you will see two permissions read access and create and edit access so under read access by default it will be set to read all items that means all the users who are part of the site Owners Group site members group or the
• 345:00 - 345:30 site visitors group they can read all the items within this particular list but if I select read items that were created by the user the users will not be able to see all the items of this list they will be able to see only those items those are created by them let's select this option and click okay and let's go back to the other browser so bar Ros has added this
• 345:30 - 346:00 particular list item other list items are created by the site owner so let's refresh the page and let's see what happens so now Bob Ros can see only the list item that is created by Him all the other list items those are not created by Bob Ross he can't see those list items let's go back to the list settings and click advanced settings and click read all items and
• 346:00 - 346:30 click okay let's go back to bobra first refresh now he can see all the list items and let's go back again to advanced settings now under create and edit access you have three options create and edit all items create items and edit items that were created by the user or none by default this is set to
• 346:30 - 347:00 create and edit all items that means by default if I use has required permission he can modify the list items and then we have create items and edit items that were created by the user so if I select this option Bob Ross will not be able to create a new item within the list or he will not be able to edit the items within the list he can only modify the items those are created by Him so let's
• 347:00 - 347:30 click this option and click okay let's go back to Bob Ross refresh and let's try to modify an item that is not created by Bob Ross let's try this one and click edit let's add something click save so it says sorry you do not have access now if I try to modify the item
• 347:30 - 348:00 that is created by Bob Ross let's add this one so Bob Ross can modify this list item because this particular list item was added by Bob Ross if he will try to modify this one he will not be able to it says sorry you do not have access now there is one more permission let's go back and go to
• 348:00 - 348:30 advanced settings now there is one more permission that is none this permission means if I select none under create and edit access no one will be able to modify any item within this particular list only the owners of this site or a global administrator or a SharePoint administrator can modify the list items so this is how you apply unique
• 348:30 - 349:00 permissions on the items level in a SharePoint list