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Summary: SharePoint is a cloud-based collaboration platform that enhances teamwork by facilitating content creation and sharing. This article explains how to create and manage SharePoint groups to efficiently assign permissions to users with similar needs. It guides site owners through the steps to create a custom group, set permissions, and add users.

SharePoint is an advanced cloud-based platform that elevates the concept of collaboration to new heights. It empowers teams to work more intelligently by facilitating the seamless creation and sharing of content, whether it’s a single document or an entire website. To enhance user management efficiency, you can establish a SharePoint group, streamlining the allocation of identical permissions to users with similar business requirements. This article serves as your comprehensive guide to crafting a SharePoint group and effortlessly incorporating users into it.

SharePoint Group

Sharing a single document with every user is an inefficient and energy-draining approach. A more effective strategy involves creating customized user groups, granting them specific content access permissions. This approach allows site owners to tailor settings to their unique business needs, enhancing efficiency and relevance.

Method to Create a Group in SharePoint

Prior to initiating the procedure, it is imperative to confirm the presence of an established SharePoint site in your environment. Furthermore, it is essential to note that the subsequent steps can solely be executed by a designated Site owner or an individual who has received explicit full permissions from the site owner.
The forthcoming instructions will provide you with a comprehensive walkthrough on how to create a SharePoint group and subsequently include users within it:

  1. Navigate to Microsoft 365 and open SharePoint as the SharePoint as the admin
  2. On the Home page, click Settings symbol in the top right corner. A drop-down menu will appear; select Site settings.Site settings
  3. Under the Users and Permissions, click on Site permissions.Site permissions
  4. Click on Create Group.Create Group
  5. Mention the name and description of the group. Add the group owner as well.Add the group owner
    Note: The users added to the group are divided into three major categories:

    • Group Owner- They have control over the group and are responsible for assigning permissions and tasks to the other members.
    • Group Members- Depending upon the permission they have been given, they are eligible to modify, edit and add items.
    • Group Visit- These members only have permission to view certain items on the site.
  6. According to your requirement, assign permissions to the other members of the group. Click on Create.Click on Create
    Note: To use SharePoint to its full potential, you should know about customize permission in the SharePoint group. These are the various levels of permissions that you can assign:

    • View: Only able to view certain pages and list certain documents.
    • Read: Able to read all the pages present on the site.
    • Contribute: Users can add or change content on the site.
    • Edit: Permits them to view, add, edit, and delete documents and other items.
    • Design: Able to view, add, edit, change, or delete the page’s layout.
    • Full: Allowed all the permissions.
    • SharePoint Limited access: This is a customizable permit level.
  7. Within a few seconds, the group will be created; click on New to add users to on new to add users to it
  8. Mention the name or email address of all the people you want to add to the group. Select Share to send them the invite for the same.Select Share

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A SharePoint group serves the purpose of efficiently granting a consistent set of permissions to a cohesive team working toward a common objective. This not only streamlines operations but also bolsters overall productivity within the organization. The site owner assumes the crucial role of tailoring and configuring all settings for the remaining group members. To initiate this process, start by creating the group, a straightforward procedure elaborated upon earlier. Subsequently, individuals can be seamlessly integrated into the group and granted permissions in alignment with their roles and responsibilities. If you are looking for a SharePoint Migration tool, a professional tool has also been recommended to make things easier.

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