When to use SharePoint Groups vs. Microsoft 365 Groups | Tips & Tricks | E027
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- čas přidán 26. 08. 2024
- One of the most misunderstood concepts with SharePoint online, when to SharePoint groups vs. Microsoft 365 groups. As a site owner you should know the difference.
In this video, we will also cover how to get the most out of the Microsoft 365 groups and the mail and security aspects of the group.
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I thought I had my sharepoint locked down like Fort Knox... AND now I feel like it's as secure as Swiss cheese.
Time to re-watch this about 20 more times until I get my permissions correct again. : )
Thanks for walking us through this!
lol Anna...we've all been there
SOOOOO HELPFUL! I took notes and plan to re-watch. But you brought a lot of clarity to this complex Microsoft layered permission world.
I'm glad the video was helpful for you! Microsoft's layered permission system can be complex, but once you understand the different roles and groups, it becomes easier to navigate. If you have any specific questions or need further clarification on any topic, feel free to let me know. I'm here to help!
Bro!!!! Keep the videos coming. I figured this out already but could have used it 5 months ago.
I don’t meet or see many black people in this space, so with you out here I know I am not by myself. Appreciate you doing the videos as I am self taught who trained on CZcams. 😂😂😂
Thanks again man. Love the vids
thanks man! I really do appreciate it. I'm on it!
Hi DeShon: Thanks. I admire your awesome ability to explain complex material in very simple terms.
thank you! I really do appreciate the feedback
Thanks, that was really helpful, I've been struggling to get my head around the way different groups/teams are created and how to assign permissions more narrowly. Will have to watch again and practice, looking forward to the next one.
thanks again for watching Jeremy! It is not clear at all out-of-the-box and one of the most complained about features, which is, unfortunately, the most important feature to get right
Thanks. That was very helpful. I think you also hit the nail on the head regarding the next discussion about tying it all together when your SharePoint site is a Teams site. Looking forward to that tutorial.
Me too.
You're welcome! I'm glad you found the video helpful. I'll definitely be creating a tutorial on tying together SharePoint site and Teams site in the future. Stay tuned for that! Let me know if you have any other questions or topics you'd like me to cover.
Thanks for this, it was very informative. I will have to re-watch it a couple of times to make sure things sink in, but that's only because there was so much useful information to try and absorb. Your presentation was very concise and well done. Cheers.
thank you for this feedback...I really do appreciate it.
Really helpful and nicely explained. Thanks for your efforts and willingness to continuesly share your knowledge. I am personally very much looking forward to your next video on how to avoid confusion about the inner-team-collaboration-area and team-to-org-wide-service-area.
thank you! Here's the next one...let me know what you think!
czcams.com/video/Xs217AAdStc/video.html
Great video! Excellent job explaining M365 vs SharePoint Site membership.
Glad it was helpful! Thanks for watching!
Hi Deshon, just wanted to thank you for the information you are sharing. All the best for 2022, gr. from Amsterdam in The Netherlands
thank you!!! Happy New Year!
Really enjoyed your explanation and looking forward to the next one. Quick question: what is considered best practice for managing your group membership - the site groups or M365 groups?
Awesome! Thank you
This information is gold, thank you for walking us through from concept to practice
thank you for watching...I really do appreciate it George!
I have changed my approach and now use the 365 groups /teams once we add our departmental new user to the teams group they automatically have access to all the Sharepoint sites.
you absolutely "get it"....this is the perfect strategy! congrats!
Great video thanks 🙏
thanks for watching
Brilliantly explained DeShon - really helped me!
awesome! thanks for watching
I am moving to 365 groups only because of the linked applications. I haven't found use for sharepoint groups outside IT. Communication sites l only award if they have a single editor and publisher in mind.
I love SP groups, I've just seen them abused in the past. I love them because it is explicit with who has access to what.
@@DeShonClark abuse - talking the adding people and not understanding they can edit? Too many sites and 365 groups to manage?
DeShon, This is a great informative video. Done well.
thanks Omar! I really do appreciate it
Very well explained. Thank you.
thanks for watching
That was a great explanation and demonstration.
Glad you enjoyed it!
luv ya work again Deshon...
thanks again for the support
Enjoyed it as usual. Thank you.
Thanks again for watching, I really do appreciate it.
HI, Your videos are of high quality technical content and training.
I am wondering if you have complete Course on Sharepoint online that takes the whole process from introduction to Advance (The current Udemy and other providers of sharepoint training videos are not even half as good as your youtube channel). I do believe you can be a very successful author of such training videos that will sell very well. Especially if it contains real life design and implementation.
Many thanks and best wishes
Thank you for your feedback, I really do appreciate it
Thank you sir!
You're welcome! If you have any more questions or need further clarification, feel free to ask.
very helpful
Thanks for your feedback! I'm glad you found the video helpful. If you have any more questions or need further clarification on anything, feel free to let me know. I'm here to help!
Hello DeShon,
Great video.... I'm trying to see how we can add a "Group" to the SharePoint Site. This group will contain all of our Guest/External Users ( mostly for project work/migration). I have a sandbox site that im testing with and i want to create a Group in EAC to grant access to lets say 10 ppl at once instead of adding them induvially under "Site Access" but i am unsure of what groups to use. I know Distribution List Groups wont work so i have been going to active tema and groups > Security group > Mail enabled security Groups , is that correct ?
If so , how would we go about adding an external user in EAC and adding them to this said group. Its hard to explain as the word group is used so many different ways here .
You can use security groups in this scenario...just realize that a SharePoint site has both SharePoint groups and m365 groups...when dealing with Team sites...in this scenario ensure you add your new group to the SharePoint group...you should not have any issues
Hi Deshon: 😃Thank you for your stupendous work. This video was did an excellent job clarifying the differences, features, structure, security and pitfalls with and between SP Groups and MS Groups. By the way, in your July 2021 video on using PnP to copy sites to work like templates, you mentioned at the end that you'd next be releasing a video on accomplishing the same outcome using Azure. But I've been unable to find that video. Do you have a link to it or will you publish the Azure video sometime soon?
Glad it was helpful!
What about if I am trying to use Approvals, but its failing because the person isnt a part of my Teams Security Group… how do I get them in that group while only giving them read access to my teams…?
Thanks a tricky one, mostly because everyone in that group will have read/write to the team
Hi Deshon, great video helps a lot to plan out the strategy. Do you have a recommendation on a tool which gives you the birds eye view regarding permissions across Teams/Sharepoint? More importantly where things are broken? Adhering to the best practices is one thing, but in my experience, as soon as you provide a power user the ability to edit the default permissions than it's difficult as an admin to keep control.
Thank you for watching...try the reports available in Sharegate for this information.
You make a very interesting point, and as an admin, why would we need to monitor when inheritance is broken?
My concern is that when we were hosting on-prem SharePoint (i.e. 2010, 2013, 2016, 2019 etc..), this was an issue, but with Microsoft now managing this and with modern SharePoint and the share link and how it manages itemized permissions, not sure if it is as severe as it used to be.
Very interested in your thoughts?
@@DeShonClark Thanks for the reply..... Yes Sharegate seems to be the one stop solution for this birds eye perspective. As an Admin in my company I am "somewhat" responsible for understanding where inheritances has been broken and why... In perfect world this is the full responsibility of the site owner or site admin, however in our company, accountability is somewhat lacking. In the past power users were useful but as time as gone on and the business has used Sharepoint the same way without innovating, their roles have become less useful -This basically means that Power users are favouring business continuation as opposed to following best practises and companywide policies... We are actually in the process of looking for an implementation consultant for a number of different topics which you cover in your videos.... Would you be interested in me sending you the scope and potentially providing an offer? If so please let me know how best to contact you.
Hi DesShon, thanks a lot for the video. I have a team SharePoint site called Testing for some reason I deleted the group "Testing Owners" form the Permissions => Site owners - full control How can I get it back? I went to the admin page and trying to add the group but when I searched "Testing Owners" did not show up!
Yikes, you should be able to re-add the group Just go into site permissions advance and then in the ribbon you should have the option to add user a group search for that group name and you should be able to assign it. Let me know if that works
@@DeShonClark to be more accurate, after you create a site and go to gear icon => Site Permission you see the group Testing Owners under the dropdown list Site Owners - full control in my case the group was deleted there and I would like to restore as It was when I created the site. Thanks!
Can you add “ everyone except for external” users to a customized SP group with customized permission levels? We tried but it seems to apply the edit permission level not the associated customized permission level we created
hi May, yes this is possible. Just confirm the everyone except for ext users is not part of another group, or the account used to confirm access is not part of another group within the site. I just confirmed this, by creating a new SP Group, and then a custom Perm Level and added the everyone except ext users to that SP group, and my custom permissions worked as expected. It took several tries to confirm, because I was dealing with caching. starting a new browser session in between tests proved to be helpful
@@DeShonClark thank you, we got it working last week. There were some unique permission levels for everyone within The document folder. Once we removed the unique permissions, it seems to have resolved the issue.
And which groups do you recommend?
Hit me up on LinkedIn... we'll jump on a screen share
Thanks man. Appreciate you.
Hello is there a way in the SP admin centre to turn off the ability to connect a SP site to a power query please
Hi there! Thank you for your question. To turn off the ability to connect a SharePoint site to Power Query, you can use the SharePoint admin center. Here are the steps:
1. Go to the SharePoint admin center by going to admin.microsoft.com and signing in with your admin account.
2. In the left-hand panel, click on "Admin centers" and then select "SharePoint."
3. In the SharePoint admin center, click on "Settings" in the left-hand navigation menu.
4. Scroll down to the "Power Automate and Power Apps" section.
5. Under "Power Automate and Power Apps for SharePoint," you will see the option "Enable users to specify the connection settings by themselves." Make sure this option is set to "No."
By disabling this option, users will no longer be able to connect SharePoint sites to Power Query on their own. This gives you more control over the connections made in your SharePoint environment.
Please note that these steps are specific to the SharePoint admin center and may vary slightly depending on your SharePoint version or the specific settings in your organization. Let me know if you have any further questions!
@@DeShonClark Thank you
Gave up after 10 minutes. Just wanted to know the difference
Hey there! I'm sorry if the video was too long and you wanted a quicker answer. The main difference between a SharePoint group and a Microsoft 365 group is that a SharePoint group is specific to a SharePoint site, while a Microsoft 365 group is more versatile and can be used across multiple Microsoft 365 applications. SharePoint groups are typically used for managing permissions within a SharePoint site, while Microsoft 365 groups can be used for managing permissions across various Microsoft 365 apps such as SharePoint, Teams, and Outlook. Let me know if you have any other questions!