University of Southampton


How do I manage membership, sharing and permissions in SharePoint Online (SPO)?

Be very careful when sharing your site with others, especially if your site contains confidential or sensitive information. You should check that you are on the correct site and that you are definitely adding the intended individuals before doing so.

Note that permissions are managed slightly differently depending upon the type of SharePoint Online site you have.

If you have a Team Site, follow the instructions below to add members or change their permissions

  1. Login to your SharePoint Online site
  2. Click the members section in the top right of the page (if you don't see this, your site is likely a Communication Site - read below for instructions on managing these).
  3. Click the add members button to add members to your site
  4. Enter the name or username of the person to add, select them and click save
  5. If you want to add someone who isn't a member of the University, click the link to add a guest, this will take you to Outlook, you can then enter the email address of the external person you wish to add (note that this will not work if your email account has not been moved to Office365, in this case please give Serviceline the details of your site and the email addresses you wish to add).
  6. To change the permissions members have on your site, click the cog icon in the top right of the page and select Site Permissions
  7. Use the drop-down under members to change their permissions from the default (Edit) to Read Only. For advanced permissions read on about how permissions are managed in Communication Sites

If you have a Communication Site, follow the instructions below to adjust permissions (note at this time you cannot share a Communication Site with someone who does not have a University account)

  1. Login to your SharePoint Online site
  2. Click the cog in the top right of the page and select Site Permissions
  3. Click the Share Site button
  4. Enter the name of a person or group (contact Serviceline if you need to know the name of a special group e.g. all members of a particular faculty)
  5. Select the level of access they should have to your site Read Only, Edit or Full Control
  6. Optionally send an email to that user or group informing them they have access
  7. Click the Add button to save changes (and send the email if desired)


Additional resources to help you make the most of SharePoint Online

Animation of adding members to a Team Site


Was this article helpful?

If you have any further comments, please put them below.

Please note that feedback is anonymous - if you require a reply or assistance, please raise a ticket via ServiceLine.

Thank you for your feedback, it is much appreciated.

Tweet This Article

Back to List

We use cookies to ensure that we give you the best experience on our website. If you continue without changing your settings, we will assume that you are happy to receive cookies on the University of Southampton website.