Before we start, if you’re just wanting to email all members of the group you can “select all” then choose “E-Mail Users” from the action menu when viewing the group membership within SharePoint. This opens an Outlook window with all the addresses pre-populated.
But, if you still need an excel sheet of membership for another purpose (perhaps to format a sign-in sheet, generate documents with mail merge, share the list with others, etc.) follow these steps:
With the group open in SharePoint, copy the URL and note the ID number at the end of the URL
Open a new excel workbook
From the “Data” tab, select “New Query” –> “From Other Sources” –> “From OData Feed“
Paste the group URL in the prompt but delete everything after the site address and replace with the following, replacing “6” with your group’s ID from step 1 /_api/Web/SiteGroups/GetByID(6)/Users
Click “Edit” once the group loads so we can choose which columns to keep/delete
Ctrl+click the column headers you want to keep
Right-click a header of a column you’re keeping and select “Remove Other Columns”
Close and Load
You should now see your group membership and email addresses (and any other fields you kept). Save this somewhere and, if updates are made in the future, just click “Refresh all” to bring in new members and remove old.
SharePoint Designer is a fantastic workflow builder – but sometimes, if your workflow isn’t built correctly, implementing item-level permissions via workflow could fail and leave your submitted information or documents vulnerable to data spill. A safer, more reliable method is to use out-of-the-box (OOTB) item-level permissions.
This OOTB method is great because it applies to all items, former and future, while workflows would need to be triggered for previous items to be set. This becomes tricky to do retroactively when your lists could already have thousands of items. This OOTB method is also not dependent on other steps or actions that could fail, as it might be in a workflow.
Item-level permissions come in handy for a number of situations. Here are some examples and food for thought:
Travel plans are submitted to a list, but only those in people columns (supervisor, director, traveler) are allowed to see or find the plan by search.
Allow “content owners” to edit documents, and everyone else to view only.
Allow non-admin individuals to set editing permissions for documents or list items by populating a people column
Using a SharePoint Designer 2010 Workflow and an impersonation step, we can:
Add list item permissions
Inherit list item parent permissions
Remove list item permissions
Replace list item permissions
This tutorial will use the “replace list item permissions” action. Whenever you’re replacing permissions, you must remember to INCLUDE YOURSELF or admin individuals in the replacement permissions or you won’t be able to access the content or help with troubleshooting. Let’s begin!