How to Create a SharePoint Group? Step-By-Step
Overview: Users can create different types of sites in SharePoint Online. Along with sites, there are options for groups also that are used to share the information only with the required users. So through this article, you will find the steps to create a SharePoint group and how to manage their permissions efficiently.
SharePoint is a cloud-based application that can be accessed from any location just with the help of the Internet. It provides the option to create multiple groups. 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, let’s elaborate on the benefits of the SharePoint groups in detail before going into the steps for creating SharePoint groups.
Table of Content
Benefits of SharePoint Groups
There are different benefits that you can get if you create a SharePoint group. 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.
Steps to Create a SharePoint Group
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 on 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.
Also Read: How to Merge Two SharePoint Sites Easily?
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.
Add Users to Groups
Follow the below steps to add the users to the existing groups.
- Step 1. Launch the SharePoint site > Site Settings. Open your SharePoint site
- Step 2. Now, under Users and Permissions > People and Groups.
- Step 3. Finalize the group to add users.
- Step 4. Click on the ‘New’ option and then, ‘Add Users’.
- Step 5. Complete the details such as user names or emails and, then hit Share.
Permission of the SharePoint Group
There are different customizable permissions in the SharePoint group. To create a SharePoint group, you should know the permissions in the SharePoint group.
- 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.
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. But how to do this efficiently? Let’s find a solution to the upcoming situation.
Shift SharePoint Group to Another SharePoint Site
To shift the SharePoint group to another SharePoint site you should use the Migrator Wizard SharePoint Online Migration Tool. Through this tool, you can completely shift the data of the group to the destination site. It has several key features that make the process easier for even non-tech users. You can use the interactive dashboard of the automated tool to track the complete process.
A smart date filter is also available in the automated tool to select the required data only. You can also choose Delta Migration to copy the newly arrived data to the destination. After the process ends the complete report is also generated through which you can analyze all of the executed steps in a detailed manner. Let’s have a look at the steps of the utility.
- Step 1. Download and select Office 365 as the Source and Destination platform.
- Step 2. Tick the checkbox of the sites and apply the Date filter.
- Step 3. Complete the Source and Destination credentials.
- Step 4. Load all the users and the sites into the utility.
- Step 5. After successfully validating the users and sites, click on the Start Migration button.
Conclusion
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 a SharePoint group 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 group to which you want to add 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 a SharePoint group?
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.