How to Create Groups in SharePoint? [Latest Guide]

SharePoint is a Bucket of features, Somehow if you are unaware of SharePoint Group don’t worry, you are not alone many users are curious to know how to create groups in SharePoint. We are enlightening the concept of creating a group in SharePoint. Let’s see a user query that helps us to understand the specific use of SharePoint Group.

SharePoint Online is a cloud-based application that can be accessed from any location just with the help of the Internet.

Users can create different types of sites in SharePoint Online. Along with sites, it also offers options to create groups for sharing information with limited users. Through them managing and tracking the workflow of the organizations becomes easier. There are multiple options as well to customize them by the essential permissions.

So through this article, you will find the steps to create groups in SharePoint and how to manage their permissions efficiently. Let’s have a quick introduction to SharePoint Groups and types of SharePoint groups.

 

Overview of SharePoint Group

A SharePoint Group is a collection of users that are grouped in SharePoint to manage permissions and access to sites, lists, and libraries. Instead of assigning permissions to individual users, you can assign them to a SharePoint Group, which simplifies managing permissions and makes it easier to control access for multiple users.

Types of Groups in SharePoint – 

There can be multiple types of groups according to their needs in SharePoint Online. Here we are mentioning the most used type of SharePoint groups –

1. Default SharePoint Groups – These include different permissions for site owners, members, and site visitors. The sequential permission levels are “Full Control” permissions for Owners, “Contribute” permissions for members, and “Read” permissions for visitors. However, the permission levels can be modified by site owners and administrators.
2. Custom SharePoint Groups – This includes different permission levels for custom groups. An owner and admins can tailor permissions to specific groups—for example, the “Project Team” group, etc.
3. SharePoint Built-in Groups – In addition to default groups SharePoint has built-in groups for designers and approvers. This type of group leverages the efficiency of workflows. The designers have the “Design” permissions through this they can design the elements and layout of sites but cannot edit the permissions levels. However, the Approver group has the “Contribute” permissions with additional workflow-related permissions.
4. SharePoint Groups Based on Active Directory – This type of group utilizes existing AD groups for permission management. These groups are synchronized from Active Directory and can be used to grant access based on organizational roles and departments.
5. Site Collection Groups – This type of group includes “Full permissions” for Site Collection admins which helps them to manage all sites within the Site collection.

Key Benefits of Using SharePoint Groups

There are different benefits that you can get if you create groups in SharePoint. Here are some of the key benefits.

• Improved Collaboration – By creating the SharePoint groups as per the requirement of the project, you can improve the collaboration between the team members. Through this, all of the members working on the same project can share their issues and solutions.
• Users Management – You can add multiple users to the SharePoint groups and also manage them. You can assign the permissions to the users that they require such as viewing only permissions, edit permissions, and many more.
• Track the Project Status – If the groups are created in SharePoint project-wise, then tracking the status of the project also becomes easier for the project manager.
• Specific Information – To inform certain people within a project also becomes easy by sharing the information within the respective SharePoint group.

These all are the key benefits of the SharePoint groups. Now the question is how to create and manage the SharePoint groups. So do not worry, just go with the article and find out how to create a group in SharePoint.

How to Create Groups in SharePoint?

Because Office 365 suite contains different apps and all required to operate by the administrator. The SharePoint groups and sites are also managed by the SharePoint administrator. To create a group in SharePoint, you will need to follow the below steps:-

• Step 1. Go to Office 365 Admin Centre and run the SharePoint Online.
• Step 2. Click on Settings and select the Site Settings option.
• Step 3. From the Users and Permissions choose the option of Site permissions.
• Step 4. Now, hit on the Create Group icon to create a SharePoint group.
• Step 5. Provide the name and description of the Group, and mention the group owner with the permissions in the Group settings.
• Step 6. Select the group visibility using Everyone or the Group members.
• Step 7. Allocate the permissions to the Group members and hit create.
• Step 8. After creating the group then hit on the New option to add the users to the Group. The user can be: a group Owner, Group Member, or Group Visit
• Step 9. Enter the email or name of the user to add to the Group and click on the Share button to share the invite with the user.

Best Practices to Create a SharePoint Group

You can use the SharePoint group more efficiently by applying the below strategies.

• Create fewer groups – Managing fewer groups is easier than a larger number of groups. 
• Organize users – Perform categorization of members by their roles, departments, locations, and other factors. 
• Combine with Active Directory – Integrate it with the AD to reduce the efforts.
• Regularly review structures – Review and update them regularly.

How to Add Users to SharePoint Groups?

After creating the SharePoint groups, now the question is how to add users into groups. So, let’s follow the below steps to do so.

1. Launch the SharePoint site > Site Settings. Open your SharePoint site
2. Now, under Users and Permissions > People and Groups.
3. Finalize the group to add users.
4. Click on the ‘New’ option and then, ‘Add Users’.
5. Complete the details such as user names or emails and, then hit Share.

Supporting Permissions in the SharePoint Group

There are different customizable permissions in the SharePoint group. For managing them efficiently, only create groups in SharePoint is not enough, you should know the permissions as well.

• View: View permission is only to view some documents in the group.
• Read: Restrict from other permission but allow to read the documents from the SharePoint group.
• Contribute: To change or add the content.
• Edit: Editing permission such as view, delete, change, and edit.
• Design: Page layout permissions of the group to add or modify the pages.
• Full: The user having all the permissions can perform any action in the group.

How to Remove Users from SharePoint Group?

You can remove the users from the SharePoint groups with the below steps.

• Move to the site settings page and hit on Site permissions.
• Open the group from where you want to remove the users.
• Select the users from the SharePoint Group that you want to remove. Then go to Actions > Remove user form group. 
• Finally, hit the OK button.

Deletion of SharePoint Group

If you do not want to continue with the SharePoint group whether you create groups in SharePoint recently or there old ones. You can delete them by executing the below steps.

1. Open the SharePoint Group that you want to delete.
2. Click on the Edit option.
3. Now scroll down and choose the option of Delete Group option.

Now from the above discussion, you can create a SharePoint group. But what if the company rebrands itself and merges with other organizations? In that situation, there is a requirement to move SharePoint site to another site. To do so, you can use the Migrator Wizard SharePoint 365 Migration Tool.

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Let’s Conclude!

SharePoint groups are the ones that are the most effective to improve collaboration within the organization. That’s why through this article, we have explained the complete steps to create groups in SharePoint along with the required permissions. Now you can create and edit the permissions of the SharePoint group and also shift the SharePoint data to another site if required.

Frequently Asked Questions

Q1. Can I add users to the SharePoint groups?

Ans: Yes, users can be added to the SharePoint group by using the below steps:-

• Step 1. Inside the SharePoint site > Site settings.
• Step 2. Then Users and Permissions > Site Permissions.
• Step 3. Open the SharePoint group in which you want to add new members.
• Step 4. Choose the New option and add the details of the member then hit on Share.

Q2. Is it possible to delete a SharePoint group?

Ans: Yes, deletion of the SharePoint group is possible. After opening the SharePoint group you need to click on the Delete button to delete a SharePoint group.

Q3. What are the different permissions that the SharePoint groups support?

Ans: SharePoint groups have some permissions such as Full Control, Contribute, Read, and Design.

Q4. How do I create groups in SharePoint?

Ans: To create a group in SharePoint, you need to execute the below steps:-

• Step 1. After opening the SharePoint site, go to “Site settings”. 
• Step 2.  Then Users and Permissions > Site permissions”
• Step 3. Hit the Create Group and then enter the required credentials such as group name, description, and owner.
• Step 4. Apply the essential permissions.
• Step 5. Finally, click on the “Create” option.

Q5. Is there any way to modify the permissions of a group?

Ans – Follow the below steps:-

• Step 1. Launch the SharePoint site > site settings.
• Step 2. Choose Site permissions and finalize the group.
• Step 3. Hit on Edit User Permissions and choose new permission.
• Step 4. Finally, click on OK.

Q6. Can we create sub-groups in the SharePoint group?

Ans – No, there is no option available in SharePoint to create a subgroup.