How to Find the Owner of a SharePoint Site: A Step-by-Step Guide

Preface

Have you ever wondered who is in charge of a SharePoint site and found yourself scratching your head? When you need to report problems, make updates, or just comprehend the purpose of the site, it might be frustrating. We'll lead you through each step of the process in this guide to find the site owner and make sure your SharePoint experience runs well.

Understanding SharePoint Site Ownership

Let's define what a site owner is before we get into the intricacies. In SharePoint, the owner is the person or organization with the most permissions. They have the power to administer the website, change its settings, add or remove users, and finally keep an eye on everything.

The Importance of Knowing the Site Owner

Knowing the site owner is crucial for several reasons:

• Accountability: The owner is the one who has to handle your concerns if you run into issues or need help.
• Permission Management: Only authorized users may view and edit the content of the website thanks to the owner's ability to give and revoke permissions.
• Site Updates: Generally, you need the owner's consent before making any major alterations or updates to the website.

Common Misconceptions About Site Ownership

It's important to note that there are a few widespread myths regarding site ownership:

• Site Creator: Although it's possible that the person who started the site was also the owner, this isn't usually the case. It is possible to assign or transfer ownership to another person.
• Site Administrator: Although they may not always be the owner, site administrators, who are frequently IT specialists, have administrative rights.

Methods to Identify the Site Owner

Now that we have a solid understanding of site ownership, let's explore the different methods to find the owner of a SharePoint site.

1. Using SharePoint Administration Tools

If you have administrative privileges, you can use SharePoint administration tools to quickly identify the site owner.

SharePoint Online Administration Center

• Log in to the SharePoint Online Administration Center.
• Navigate to the Sites section.
• Locate the desired site and click on it.
• Look for the "Owner" field in the site properties.

SharePoint Server Central Administration

• Open SharePoint Server Central Administration.
• Go to the "Application Management" section.
• Select "Manage Site Collections."
• Find the site you're interested in and click on it.
• Check the "Owner" field in the site properties.

2. Checking Site Permissions

Another approach is to examine the site's permissions. The owner typically has the "Full Control" permission level, which grants them complete access to the site.

Owner Permissions

• Go to the site's settings.
• Click on "Site Permissions."
• Look for the user or group with the "Full Control" permission level. This is likely the owner.

Other Relevant Permissions

While "Full Control" is a strong indicator of ownership, there may be other permissions granted to specific users or groups that could provide clues.

3. Consulting the Site's Documentation

If the site has been around for a while, there may be documentation or records that mention the owner.

Site Metadata

• Check the site's metadata for any information about the owner.
• Look for fields like "Created By," "Modified By," or custom fields that might contain relevant data.

Site Templates

If the site was created from a template, the template might specify the default owner.

4. Inquiring with IT or Support

If you're unable to find the owner using the methods above, your best bet is to reach out to your organization's IT department or support team. They should be able to provide you with the necessary information.

5. Using Directory Services

In some cases, the site owner's information might be stored in a directory service like Active Directory.

Active Directory

• If your organization uses Active Directory, you can search for the site owner's user account.
• Look for the user account associated with the site's email address or a known alias.

Other Directory Services

If your organization uses a different directory service, consult its documentation for instructions on how to search for users.

Troubleshooting Common Issues

Sometimes, finding the site owner can be more challenging than expected. Here are some common issues you might encounter and how to address them:

1. Site Ownership Not Visible

If you're unable to see the owner's information, it might be due to:

• Permission Restrictions: You may not have sufficient permissions to view the owner's details.
• Site Settings: The site's settings might be configured to hide ownership information.

2. Multiple Owners Listed

In some cases, there might be multiple owners listed for a site. This could be due to:

• Shared Responsibility: The owners might have shared responsibilities for managing the site.
• Historical Reasons: The site might have had multiple owners in the past.

3. No Owner Information Found

If you can't find any information about the owner, it's possible that:

• The owner has left the organization: The owner's account might have been deactivated or deleted.
• Ownership has not been assigned: The site might not have a designated owner.

Best Practices for Site Ownership Management

To avoid future confusion and ensure smooth site operations, follow these best practices for site ownership management:

1. Clearly Assigning Ownership

When creating a new site, assign ownership to a specific individual or group. This will help prevent confusion and ensure that there's a clear point of contact.

2. Regularly Reviewing Ownership

Periodically review the site's ownership to ensure that it's still appropriate. If the owner has left the organization or is no longer involved in the site, assign a new owner.

3. Documenting Ownership Changes

Document any changes to site ownership to maintain a clear record. This can be helpful for auditing purposes and resolving future disputes.

Additional Considerations

1. Online vs. On-Premises SharePoint

Depending on whether you're using an on-premises deployment or SharePoint Online, the procedures for locating the site owner may differ slightly.

2. Applications for Third Parties

Applications from third parties that interface with SharePoint may have different systems in place to handle site ownership.

Conclusion

One of the most important steps in properly administering and maintaining a SharePoint site is identifying its owner. The techniques described in this book should help you locate the owner and take care of any ownership-related problems.

Bonus Tip: Easy Way to Manage SharePoint Data

Managing SharePoint data can be a daunting task, especially when juggling multiple files and collaborating with team members. Whether you're a small business or part of a large organization, streamlining your workflow is crucial for efficiency. Enter MultCloud, a powerful tool designed to simplify the management of your SharePoint data alongside other cloud services. With its user-friendly interface and robust features, MultCloud allows you to seamlessly transfer, sync, and manage your files across different platforms, making it the ultimate solution for enhancing productivity and collaboration.