How to Add User to SharePoint Site Step-by-Step

Knowing how to add user to SharePoint Site is a crucial part of managing access and collaboration within Microsoft 365. With the proper step-by-step instructions, you can control who can view, edit, or manage your site. This adds another layer of security to SharePoint’s data, enhancing the collaboration experience. 

After a huge number of requests, we’ve created this guide to explain how to add members to SharePoint site, how to add external user to SharePoint site, and other related queries. Let’s begin!

Understanding SharePoint Site Permissions

SharePoint uses permission levels and groups to control user access and activities on a site. SharePoint Online permissions are grouped into different permission levels, i.e.

• Full Control: Manage everything
• Edit: Add, edit, and delete lists and libraries.
• Contribute: Add, edit, and delete content only.
• Read: View only.

These permission levels can be handled by Owners(Full control), Members(Edit permissions), and Visitors(Read-only access).

Who Can Add User to SharePoint Site?

Not everyone can add users to SharePoint site for security reasons, only: 

• A Site Owner
• A SharePoint Administrator
• A Microsoft 365 Global Administrator

Have the privilege to do so. If you are those or have proper admin credentials, then continue reading. If not, then first change site owner in SharePoint Online, proceed.

How to Add Users to SharePoint Site –  (Internal Users)

As SharePoint experts, we have a deep knowledge of every SharePoint-related concern. In the following sections, we will explain to you four practical methods to add members to SharePoint site, i.e.

Solution 1. SharePoint Site Settings

This is the most direct and free method for site owners to add user to SharePoint Site. However, it can be time-consuming due to its repetitive steps. So it is suggested to use this when needed to add a small number of users to a SharePoint site. Based on our experience, this method is not suitable for bulk user additions.

Here are the step-by-step instructions to proceed: 

1. Open the SharePoint site > Settings gear icon.
2. From there, select Site permissions.
3. Click Invite people > Add members to group.
4. Choose a group (e.g., Members, Visitors).
5. Enter the user’s email address.
6. Click Add.

If you want to give unique permissions:

• Click Invite people > Share site only.
• This adds them without placing them in a SharePoint group.

Solution 2. Add User to SharePoint Site Via Microsoft 365 Admin Center

Microsoft 365 Admin Center allows admins to manage access across all sites centrally. This method is suitable for larger organizations that manage multiple SharePoint sites. Follow the steps to know how to do so:

1. Go to Microsoft 365 Admin Center.
2. Navigate to Teams & groups > Active sites.
3. Select the SharePoint site.
4. Click Permissions.
5. Add the user to the desired group.

Solution 3. PowerShell (PnP PowerShell or SharePoint Online Management Shell)

For those who are familiar with technicalities and want to add multiple users simultaneously, they can opt for this. Through this, you can also add a user to a SharePoint Group. Run the following commands as shown in the screenshot below:

Solution 4. Use Microsoft Power Automate to Add User to SharePoint Site

Power Automate is another automated solution that allows bulk users to be added to a SharePoint site. 

To begin with, first ensure:

• A working Microsoft 365 account
• Access to Power Automate
• SharePoint site & permission to add users via HTTP request or Azure AD
• Requires Power Automate Premium connectors
• Need admin-level setup for REST API calls

Now follow the instructions:

• Log in to Power Automate through https://flow.microsoft.com
• Create a new flow example: When a new response is submitted (Microsoft Forms)
• Add an action: Get response details (if using Forms)
• Add HTTP Request action to SharePoint (Advanced)
  Use HTTP POST to SharePoint REST API to add the user.

• Test the flow.

How to Add External User to SharePoint Site (Guests)

By enabling external sharing, you can add user to SharePoint Site and collaborate with them. Here are the steps to follow:

• Follow the same steps as above (via Site Settings).
• Enter the external user’s full email address.
• Share the site or document.
• The guest receives an email invitation.

Note: Guest users need to sign in with a Microsoft account.

2. External sharing must be enabled in SharePoint and Microsoft 365 admin centers.

Solution 2. Use PowerShell to Add External User to SharePoint Site

Best Practices for Managing Users and Permissions

• Use SharePoint Groups to manage permissions collectively.
• Only give users what they need.
• Audit user access periodically.
• Use unique permissions on libraries or folders for critical data.

Final Thoughts

Adding users to a SharePoint site is straightforward but requires careful planning and understanding of permission levels. That’s why we created this write-up to explain to users how to add user to SharePoint Site, how to add external user to SharePoint Site, best practices, and more. After reading this entire article, you have a clear understanding of the entire process.

Quick FAQs

• Can I add a user to a specific document library only?

Yes, open the library settings > Permissions for this document library > Stop inheriting permissions > Grant access.

• What happens when I remove a user from the site?

They lose access to all content on the site. However, if they have direct permissions elsewhere, then they can still access the data. 

• Can I add user to SharePoint Site using PowerShell?

Yes, PowerShell is a technical method that supports batch user adding in SharePoint Online using cmdlets like Add-SPOUser.