How do I manage my team’s permissions?

If you are an owner of your team’s SharePoint Site, Microsoft O365 Group, or Microsoft Teams you can manage your team’s permission levels. Follow the instructions below depending on the environment your team collaborates in. 

SharePoint Site 

It’s recommended to set up SharePoint permission levels by groups instead of individually. Creating a set of users who share all the same permissions makes administration easier. By default, a SharePoint Site includes the Owners, Members, and Visitors group. Users added to these groups will be assigned the appropriate permissions.  

Change permission levels 

1. In your site, click Settings (Gear icon) at the top right.  

 

2. Click Site Permissions > Advanced permissions settings. 

 

3. Under Name, select the check box next to the group name you want to change the permission levels for and then select Edit User Permissions. 

 

4. Under Permissions, select the permission level you want for the group you selected and click OK. 

 

Add a member 

1. In your site, go to the Advanced permissions settings using the steps in the previous section. 

2. Under Name, select the group name where you want to add a new member and select Grant Permissions. 

 

3. A dialog box will open. In the Invite tab, enter the name or email address of the new member. You can include an optional message. By default, an email invitation will be sent to the person you add. If you don’t want to send one, click Show options and remove the check mark.  

4. Click Share. 

 

Remove a member 

1. In your site, go to the Advanced permissions settings using the steps in the previous section. 

2. Under Name, click on the group name the member belongs to. 

3. In the group, select the check box next to the member you want to remove. 

4. Select Actions > Remove Users from Group. 

 

5. A warning will appear asking if you want to remove the selected members from the group. Click OK to confirm, otherwise click Cancel. 

 

Outlook (for Microsoft O365 Groups) 

Change permission levels in the Outlook Desktop App (Windows)

1. In the Outlook desktop app for Windows, navigate to the left pane and select your group under the Groups drop down.  

2. In the ribbon, click Group Settings > Edit Group. 

3. A dialog box will open. Under Members, you’ll find a list of users and their respective permission level. Do one of the following: 

• Select Remove owner status to change a member’s role from owner to member. 
• Select Make owner to change a member’s role from member to owner. 

 

4. Click OK. 

 

Add a member

1. Go to Group Settings using the steps in the previous section. 

2. Click Add members. 

3. A dialog box will open. Enter the name or email address of the person you want to add.
    

4. Click OK. 

 

Remove a member 

1. Go to Group Settings using the steps in the previous section.  

2. Click Edit Group. 

3. A dialog box will open. Under Members, point to the user you want to remove. Click X to remove the user.  

 

4. Click OK. 

 

Manage Permissions in Outlook on the Web (Windows and Mac)  

1. In your preferred web browser, go to https://outlook.office.com and sign in with your University email address and password. 

2. Navigate to the left pane and select your group under the Groups drop down.  

3. In the group header, click on the group name. 

4. A dialog box will open. Under Members, you’ll find a list of users and their respective permission level. Do one of the following: 

• Change a user’s role: Click the Roles drop down menu and select the role you want to assign the user (Owner or Member). 
• Add a new member: Select and enter a name or email address of the person you want to add. Select Save > Close. 
• Remove a member: Under Members, point to the user you want to remove. Click X to remove the user.  

 

Microsoft Teams 

Change member roles and permissions 

1. In your Microsoft Teams App, click Teams on the left navigation menu and select your team. 

2. Click the ellipses icon (…) to the right of the team name and select Manage Team.  

 

3. In the Settings tab, you can check or uncheck the permissions you want your members to use. In the Members tab, you’ll see a list of Owners and Members and guests. Under role, click on the down arrow and select the new role. 

 

Add a member 

1. In your team, click the ellipses icon (…) to the right of the team name > Add member.  

 

2. Type the name, email address, or group you want to add. 

3. Select Add. You can make the new user an owner by selecting the down arrow next to Member. 

4. Select Close. 

 

Remove a member 

1. Go to the Members tab using the steps in the previous section.  

2. Click X on the far right, next to the Member drop down.  

Note: To remove a team owner, first you have to change their role to member, then remove them.