Add Users to Your SharePoint Site
As a SharePoint Site Owner, you play a key role in managing who can access your site and what they can do within it. Whether you’re collaborating with a new team member, granting a colleague temporary access, or setting up permissions for an external partner, SharePoint gives you flexible ways to manage access. The easiest and most consistent method is to add users to an existing SharePoint group, which automatically assigns them the right level of access based on their role. However, in some cases, you might need to give a specific individual unique permission. This guide will walk you through both approaches, so you can ensure the right people have the right access to your site.
As a SharePoint Site Owner, you have the ability to control who can access your site and what actions they can perform.
Permissions can be granted in two main ways:
Add users to an existing SharePoint group – Recommended for consistency and easier management.
Grant permissions directly to individual users – Useful for special cases or temporary access.
Add Users to a SharePoint Group (Recommended)
Adding users to groups ensures consistent access levels and makes permission management simpler over time. Each SharePoint site has default groups that align with specific permission levels:
Group Name | Permission Level | Description |
Site Owners | Full Control | Manage all settings and content. |
Site Members | Edit | Add, edit, and delete lists, libraries, and content. |
Site Visitors | Read | View content only. |
Steps to Add a User to a Group
Open your SharePoint site in a web browser.
Select the Settings (⚙️ gear icon) → Site permissions → Advanced permissions settings.
You will see a list of Groups and individuals who have access to your site, select the group you want to add the user to (e.g., Site Members).
Click New → Add Users.
Enter the person’s name or email address.
Optionally, add a personal message.
Click Share or Add.
Note: If you don’t see the “New → Add Users” option, it may be because:
You may not have sufficient permissions — only Site Owners can add members to certain groups.
The group you’re viewing is read-only (for example, a visitors group managed at a higher site level or through a parent site collection).
If you still need assistance, submit a SharePoint Support Request via the Technology Service Desk Self-Service Portal.
Grant Permissions to an Individual User
If a user needs unique permissions (for example, temporary access), you can grant permissions directly.
Steps to Add an Individual User
Select the Settings (⚙️ gear icon) → Site permissions → Advanced permissions settings.
Click Grant Permissions.
Enter the user’s name or email address.
Click Show Options.
Select one of the following permission levels:
Full Control – Manage everything on the site.
Edit – Add, edit, and delete content.
Read – View pages and documents only.
(If your site has custom permission levels, select the appropriate one.)
Optionally, add a personal message.
Click Share or Add.
Note: Granting individual permissions can make management complex over time. Review permissions regularly to ensure they remain appropriate.
Verifying and Managing Permissions
You can review existing access anytime:
Go to Settings → Site Permissions.
Choose Advanced Permissions Settings.
Select Check Permissions, then enter a user/group’s name to see what access they have.
Need Help?
If you encounter issues adding users or managing permissions, submit a SharePoint Support Request via the Technology Service Desk Self-Service Portal:
Log in to the portal.
Open the Request Type dropdown menu.
Select Other Services.
Complete and submit the SharePoint Support Request form.
Your request will be routed to the appropriate support team for assistance.