SharePoint plays a vital role in organizations. Its major role is to create sites and subsites. But other than these, it is also known for its permissions level management. SharePoint groups are highly used when administrators need to assign similar roles to multiple users.
To reduce the admin’s headache, it is preferred to create a SharePoint group where all users have equal rights rather than assigning the same permissions to all users individually. In most of the organizations, admins also used SharePoint groups for classifying the departments. So, here in this blog, we will dive deep into the SharePoint groups, their steps to create, and permissions in detail. So, let’s get started.
Benefits of Creating SharePoint Groups
Let’s start with the benefits that you can get because of the SharePoint Groups.
- To Manage Permissions Efficiently – In the SharePoint Groups, you can add multiple users to share the same information between them. Here you do not need to assign the permissions individually. The permissions are set and modified for the whole group at once.
- To improve Collaboration – With the help of SharePoint groups, collaboration becomes easier by adding all the related members. You can create a single group for a project, in which all of them can discuss the project-related tasks and queries easily.
- To Organize users and content – Keeping all the members of a single project in one place helps to track the status of the project. You can create a group for a particular department or project. So, if you need any resources then you can directly post in that group only.
- To simplify Security Management – If you setup group in SharePoint then you can restrict the users as per the requirement to maintain security. You can grant the users of the group to access a specific list but also deny to access other lists as well.
How to Create a Group in SharePoint?
Basically, there are different Office 365 admin roles and responsibilities to manage Office 365. The SharePoint administrators take care of the SharePoint operations. One of the primary requirements to create group in SharePoint is having a site. No matter whether it is Teams or Classic. Now, this is the time to discuss the steps to create SharePoint groups.
Steps to Create a Group in SharePoint
Step 1. Open the Office 365 Admin and open SharePoint as admin.
Step 2. Now in the Home Page, Click on the Settings icon and then choose the option of Site Settings from the drop-down.
Step 3. In the Site settings window, hit on the Site permissions under the Users and Permissions.
Step 4. A new window pops up, click on the Create Group icon.
Step 5. Set the name and description of the group, and mention the group owner with the permissions in the Group settings. If you want to make the group visible to all then choose Everyone otherwise Group members. Also, choose who can edit the membership of the group from the Group owner and group members. The group members are of three types
Step 6. Now assign permission to the members of the Group and Click on create
Step 7. In the created group click on New to add the users.
Step 8. You just need to enter the name or email of the people that you want to add and hit on the Share button to share the invite.
Some Advanced Permissions in SharePoint
- View – Only able to view the particular content and lists of the site.
- Read – Read all the pages of the site.
- Contribute – Able to add or modify the content of the site.
- Edit – This permission permits the members to view, add, edit, and delete documents of the site.
- Design – This is the design permissions in which members can add, edit, change, or delete the page layouts.
- Full – have all the permissions.
How to Add Users to an Existing SharePoint Group?
After knowing how to create a group in SharePoint. It is also crucial that how can admins add users to an existing SharePoint group. This ensures that each member gets access to the documents and resources. Here are the steps you need to follow:
- Open SharePoint.
- Go to the Site Settings option.
- Users and Permissions > People and Groups.
- Choose the group you want to add users to.
- Click New and choose the Add Users option.
- Enter the details and the click on Share.
Note: You cannot change the default message and make sure that you have entered the right info.
Manage SharePoint Group Permissions
Permissions are important to control the access that users have. Here are the steps to follow:
- Go to the Site Settings.
- Users and Permissions > People and Groups.
- Select the group you want to set up the permissions for.
- Tap on Edit User Permissions.
- Check the box next to permissions that you want to give or take away.
- Tap OK.
SharePoint Groups Best Practices
Here are the steps you need to follow to manage access control more efficiently:
- Creating fewer number of groups – Fewer groups are better as too many groups can be a challenge to manage.
- Organize the users – You can organize the users based on several factors such as the department they work in, based on location, or adding members.
- You can combine groups with Active Directory – This can help you avoid the double work that you’ll have to do in case someone leaves the organization.
- Review the structures regularly – You can review the structures when different changes occur in the organization.
You can also make sure that all the group members are aware of the rules of the group for better collaboration.
Conclusion
To enhance the collaboration of the Organizations SharePoint plays a vital role. With the help of SharePoint groups, the sharing of a particular information to the specified users becomes easy. In this article, we have explained all the steps that are required to create a Group in SharePoint in detail.
Frequently Asked Questions
Q1. How to create a SharePoint group?
A – Execute the below steps to create a SharePoint group.
- Select Site settings option.
- Users and Permissions > Site Permissions.
- Choose Create group and fill in the details.
- Select the permission level.
- Click on the create option.
Q2. How can I delete a SharePoint group?
A – Deletion of SharePoint group is a simple task, you can achieve it by following the below steps.
- Go to Site Settings option.
- Users and Permissions > Site Permissions.
- Choose the group you want to delete.
- Click the Delete button.
- Click the OK option.
Q3. What are the different permission levels that a SharePoint Group can have?
Here are the permission levels for SharePoint group:
- Full Control: This level of permission gives full control to the users over the site. This includes the ability to add and remove the users and groups.
- Contribute: With this level, users can add, delete, and also delete items and web pages.
- Design: Users that have permissions of this level can view, update, delete, add, customize different libraries.
- Read: Users with this permission can view documents.
Q4. How do I add users to a SharePoint group?
A – To add the users to a SharePoint group, you need to execute the below steps
- Navigate to the Site Settings.
- After that Users and Permissions section and choose People and Groups.
- Select the SharePoint group to which you want to add users.
- Hit New option > Add Users
- Provide the user details and hit the Share button.