How to Create a SharePoint Group? Explore Quick Tutorial

No doubt, SharePoint is adding immense value to organizations for managing and simplifying their workflows. It is known for its document management and permissions features. It allows administrators to create SharePoint groups. In which admins can set permissions to multiple users simultaneously. Through the SharePoint groups, the overhead of admins is cut down and they can easily manage the users and their permissions efficiently. In this write-up, we will walk through the process of how to create a SharePoint group, its importance, and many more.

Introduction to SharePoint Groups

Before directly jumping into the steps for creating a SharePoint group, it is beneficial to understand what a SharePoint group is.

A SharePoint group is a collection of selected users that are bound to some specific permissions in a SharePoint site. These permissions specify the different actions that users can execute such as: viewing, editing, and deleting items. After the creation of groups in SharePoint, administrators can easily manage the permissions and streamline their tasks efficiently.

These three types of groups are created in SharePoint team sites by default:

• Owner Group – Having complete control over the site.
• Member Groups – Able to edit the site.
• Visitor Groups – Only have read-only permissions to the site.

6 Key Benefits of Creating SharePoint Groups

1. Managing the groups helps to put the user in the same container that has equal access rights. It saves the time & effort of the admin to assign the permissions to the multiple users individually.
2. Groups are easier to manage and allow admins to add or remove users instantly.
3. Whenever admins need to perform a check to find out the assigned permissions to the users, they can easily validate them from their group permissions.
4. As the new employee is added to the organization, then assign permissions manually. It is easier to add that in a group that already has the necessary permissions.
5. Admin tasks are delegated to the group owners who can manage the essential permissions of the groups.
6. SharePoint groups also simplify the tracking of the different user segments. How they are accessing the sites, and what are the resources that they are using?

How to Create a SharePoint Group?

Creating a group in SharePoint is not a tough task. It can be achieved with simple steps. But before going to create a group in SharePoint, let’s take a look at the key steps that we should follow prior to creating a group.

Preparation Before Creating SharePoint Group

Find out the users that will be added to this group and what are the permissions they require.
Finalize the permissions of the group( Full, Edit, View) that it needs.
Also, choose the meaning of the group name to avoid confusion and maintain the organization’s rules and regulations.

Steps to Create a SharePoint Group

Follow the below steps to create a group in SharePoint

• Step 1. Sign in to your SharePoint Site using the admin credentials.
• Step 2. Now hit Settings and choose Site Permissions from the drop-down.
• Step 3. Open the Advanced Permissions Settings and hit on the Create Group icon.
• Step 4. Provide a valid name and description to the group.
• Step 5. Add the group owner in the “Group Owner” option.
• Step 6. Apply the other required settings and then click on Create.

How to Modify SharePoint Group Permissions?

Let’s find the necessary steps to modify the group permissions.

• Step 1. Open Site settings and then Site permissions.
• Step 2. Select the SharePoint group for whom you want to modify the permissions.
• Step 3. Now, choose the Edit User Permissions option.
• Step 4. And, add the new permissions, and then OK.

How to Add Users to a SharePoint Group?

After the creation of groups, the next step is to add the users in the groups. So, to achieve this, go with the below steps.

• Step 1. Click on the Group name and move to the Group settings.
• Step 2. Press on New and choose the Add Users option.
• Step 3. Provide the name or email address of the user that you want to add in the SharePoint group.
• Step 4. Select the option to send the welcome email.
• Step 5. Finally, click on the Share button to add users to the group.

How to Remove Users from SharePoint Groups?

When there is no need to keep the user in the SharePoint group. Then the administrator can easily remove the user with the below steps.

• Step 1. Move to the Site Settings and Site Permissions.
• Step 2. Hit on the group name from where you want to remove the users.
• Step 3. Choose the user that you want to remove and then Actions.
• Step 4. Select “Remove Users from Group” option and press OK.

Steps to Delete a SharePoint Group

If admins do not require the SharePoint groups at all, then they can remove that group from SharePoint with the below steps.

• Step 1. Open the Site Permissions page, and hit on the name of the group that you want to delete.
• Step 2. Now in the group settings page, press Settings and then Delete Group.
• Step 3. Lastly, confirm the deletion of the SharePoint group when prompted.

Best Practices for Creating a SharePoint Group

1. Use the appropriate names of the groups, it helps to identify what type of users are added to the group.
2. Performs a regular check to validate that the users should have the necessary permissions not more than that.
3. Integrate the Active Directory to manage the large number of users.
4. Before directly starting creating the groups, prepare the list of users and what permissions should be allocated.

There might be the possibility that after creating too many groups the data also becomes huge. Due to this, it becomes cumbersome for admins to manage large lists and libraries in SharePoint Online. So, it is advised to relocate less required document library to another SharePoint using the Prominent SharePoint Migration Tool.

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It will make extra storage in SharePoint and admins can also access the less required data through other SharePoint accounts. This tool can be executed by beginners in SharePoint as well. It does not involve any complex steps and ensures a smooth and error-free migration process.

Conclusion

How to create a SharePoint group is a common query of the admins nowadays. So through this write-up, we have discussed how to create, and manage SharePoint groups, and also add or remove users in SharePoint groups. An efficient tool is also suggested to reduce the huge document libraries in one SharePoint site.