---
source_url: "https://itsupport.ou.edu/TDClient/30/Unified/KB/Article/3389/Protect-Data-Manage-Security-Settings-in-SharePoint-Microsoft-Teams-and-Groups?SIDs=3931"
title: "Article - Protect Data: Manage Securi..."
mirrored_at: 2026-08-18T01:00:59.706Z
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mirror_canonical: "https://index.42a.ai/itsupport.ou.edu/TDClient/30/Unified/KB/Article/3389/Protect-Data-Manage-Security-Settings-in-SharePoint-Microsoft-Teams-and-Groups__q__SIDs_3931"
---

> **Original source:** https://itsupport.ou.edu/TDClient/30/Unified/KB/Article/3389/Protect-Data-Manage-Security-Settings-in-SharePoint-Microsoft-Teams-and-Groups?SIDs=3931

## 1\. How do I know if I’m an Owner?

In Microsoft 365, **Owner** is a built-in role with elevated permissions. The Owner role exists in:

-   A **Microsoft Teams** workspace.
-   A **SharePoint Online** site (including sites linked to Teams).
-   A **Microsoft 365 Group**, which manages membership across Teams and SharePoint.

**Not sure if you're an Owner?**

-   **In Teams**: Go to the team name > **More options (…) > Manage team**
-   **In SharePoint**: Select **Settings > Site permissions**. If you can manage permissions, you're an Owner
-   **In Microsoft 365 Groups**: Go to **Outlook on the web > Groups > Settings**, or open the group in **Microsoft 365 Admin Center**
    -   If you don’t have access to the Admin Center, contact your local IT Support to verify group ownership

## 2\. What can Owners do in Teams, SharePoint, and Groups?

### Microsoft Teams

-   **Roles**: Owner, Member, Guest
-   **Owners** manage team settings, members, permissions, and apps
-   **Members** collaborate but cannot change permissions
-   **Guests** have limited access and are managed by Owners

### SharePoint Online

-   ### **Roles**: Owner, Member, Visitor
    
-   **Owners** manage site settings, permissions, and sharing
-   **Members** usually edit content
-   **Visitors** have read-only access

### Microsoft 365 Groups

-   Groups manage the **shared membership list** for connected services like Teams and SharePoint
-   **Group Owners** can add/remove members
-   **Group Members** automatically get access to both the Team and SharePoint site
-   Managing Group membership affects all connected tools

## 3\. When should I check my security settings?

Review or update access when:                              

-   A new Team, SharePoint site, or Group is created
-   Members join or leave the team
-   You receive alerts about sharing outside the organization
-   Your team works with sensitive (HR, legal, finance) content
-   It’s been more than 90 days since your last access check

## 4\. Policy Requirements for Microsoft 365 Owners

If you're an Owner, you're responsible for enforcing your organization’s access and security policies.

Typical responsibilities include:

-   **Control access**  
    Only give access to users who need it. Remove it when they no longer do.
-   **Manage external sharing**  
    Share externally **only with authorization**. Use limited access links.
-   **Review access regularly**  
    Aim for a review every 90 days.
-   **Protect sensitive content**  
    Use sensitivity labels and secure locations for private data.
-   **Follow internal policy**  
    Adhere to the Data Classification Standards for storing and sharing data.

## 5\. Reviewing Roles and Membership

Regularly check who has access—and through what roles—to keep your Microsoft 365 environment secure.

### Microsoft Teams

**1\. Review membership**

-   Open your Team and select **Members** to view all users and their roles
    

**2\. Owners**

-   Full control of settings and permissions
-   Limit to trusted users
-   Have **at least two Owners**

**3\. Members and Guests**

-   Can share files, collaborate, and chat
-   Assign only to active users
-   Remove when no longer needed

**4\. Avoid broad access**

-   Don’t assign “Everyone” or “Everyone except external users” in sensitive Teams

### SharePoint Online

**1\. Review site permissions**

-   Select **Settings > Site permissions**
-   Review users and groups under Owners, Members, and Visitors

**2\. Site Owners**

-   Control site configuration and access
-   Keep this group small and trusted
-   Have at least **two Site Owners**

**3\. Members and Visitors**

-   Members edit, Visitors view
-   Assign based on job need only

**4\. External and broad access**

-   Avoid giving broad access to sensitive content
-   Review links and guest access often

### Microsoft 365 Groups

**What is a Group?**  
A **Microsoft 365 Group** is the shared membership list behind your Team and SharePoint site. When you add someone to the Group, they automatically gain access to both.

**Why it matters:**

-   You may not see a user listed in Teams or SharePoint directly—but they still have access because they’re part of the Group
-   Removing someone from the Group removes their access across connected services

**Group Owners:**

-   Can manage membership from **Outlook**, **Teams**, or the **Microsoft 365 Admin Center**
-   Should review membership regularly

**Tip**: Always check both **direct user assignments** and **Group membership** when reviewing access.

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