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Summary: Many organizations face a choice between Microsoft 365 Groups and SharePoint Permissions for collaboration. While Groups offer flexibility and shared resources, SharePoint allows granular control over content access. Key differences include ownership, membership, management, flexibility, and functionality, with each serving distinct needs in the realm of Office 365 and SharePoint solutions.

While Microsoft Groups has become the favored choice for numerous organizations when compared to the SharePoint Permission feature, a degree of hesitancy persists among those who are yet to embrace this innovative functionality.

The primary cause of this hesitation stems from individuals’ concerns about relinquishing control over their data. They are acutely aware that SharePoint permissions offer them the ability to finely customize access privileges. However, in the case of Groups, every member is automatically granted access to all contents within the group, which is a source of apprehension.

Both options possess unique strengths and weaknesses, yet they share a common objective: empowering users to collaborate seamlessly on documents and projects. So, which one is the optimal choice for your needs?

To understand the key differences between Microsoft 365 groups and SharePoint permissions, it is important to first know about them individually.

Microsoft 365 Groups

Microsoft 365 groups represent dynamic assemblies of individuals collaboratively engaged in projects or tasks. Empowering any organizational member to establish and manage them, these groups grant comprehensive control over membership and content. Notably, Microsoft 365 groups deliver a plethora of advantageous features, such as shared inboxes, calendars, file storage, and an array of other resources, fostering seamless coordination and productivity among group members.

SharePoint Permissions

SharePoint permissions, on the other hand, serve as a robust mechanism for regulating access to specific content within a SharePoint site. Site owners or administrators wield the authority to allocate these permissions, finely tuning who can view, modify, or edit the site’s contents. Remarkably versatile, SharePoint permissions can be intricately configured, enabling the application of access controls at the level of individual items or folders within the site.

Key Differences Between Microsoft 365 Groups and SharePoint Permissions

Let us look at some of the key differences between Microsoft 365 groups and SharePoint permissions:

  • Ownership
    One significant distinction between Microsoft 365 groups and SharePoint permissions pertains to ownership. In the case of Microsoft 365 groups, the individual who initiates the group assumes ownership. Conversely, in the realm of SharePoint permissions, ownership is vested in the administrator responsible for the SharePoint site.
  • Membership
    One significant contrast between Microsoft 365 groups and SharePoint permissions lies in the process of adding members to the group or site. In the case of Microsoft 365 groups, membership is open to anyone who wishes to join. Conversely, with SharePoint permissions, access to the site is contingent upon explicit authorization from the administrator.
  • Management
    In the realm of management, Microsoft 365 groups and SharePoint permissions diverge in significant ways. Microsoft 365 groups confer substantial authority to group owners, granting them full control over both their members and the content within. In contrast, the implementation of SharePoint permissions empowers the site administrator to dictate access privileges, determining who can access specific content and who is restricted from doing so.
  • Flexibility
    One of the main advantages of Microsoft 365 groups over SharePoint permissions is that they are more flexible. The owner can add or remove members from a group at any time with Microsoft 365 groups and customize permissions in SharePoint. SharePoint permissions limit users’ ability to remove themselves from a site once they’ve been given access.
  • Functionality
    One crucial distinction between Microsoft 365 groups and SharePoint permissions lies in the breadth of functionality they provide. Microsoft 365 groups offer an extensive array of collaborative tools, including a shared inbox, calendar, file storage, and various resources accessible to all group members. In contrast, SharePoint permissions grant users access solely to the specific content they’ve been authorized to view on the site.

    As we are in for a detailed comparison of Microsoft 365 Groups and SharePoint Permissions, we can witness the advantages and limitations of SharePoint and Microsoft 365 Groups. Let us look at two top-notch tools in the market for Office 365 and SharePoint solutions.

Kernel Office 365 Backup Vs. Kernel Migration for SharePoint

When selecting a backup solution for Office 365, several factors merit careful consideration, including pricing, feature set, user-friendliness, and platform compatibility. In this context, we proudly offer two of the most widely recognized solutions available. Prior to making your decision, it is crucial to thoroughly evaluate your specific requirements and meticulously assess the advantages and disadvantages inherent to each of these solutions.

Kernel Office 365 Backup presents a versatile array of features designed to meet your data protection needs. It empowers you with the freedom to selectively choose the data you wish to safeguard, ensuring a tailored backup experience. Moreover, it excels in group backups, a critical feature. This robust tool seamlessly accommodates multiple Office 365 accounts while providing the flexibility to configure backups to local drives, network drives, or popular cloud storage services, delivering a comprehensive and user-friendly solution.

Kernel Migration for SharePoint presents a straightforward yet robust solution for seamlessly managing your SharePoint data, whether it’s on-premises or in SharePoint Online. With its intuitive interface, you can effortlessly select specific data for migration, set up automated backup schedules, and access additional advanced features. This versatile tool goes beyond mere data transfer; it allows for the precise backup of individual items while preserving crucial metadata. To sweeten the deal, Kernel Migration for SharePoint offers a complimentary trial, giving you the opportunity to experience a SharePoint Migration in a limited capacity before making your decision. Try it out and ensure it aligns perfectly with your needs before making a commitment.

Both these are excellent solutions for backing up or migrating data. However, depending on your needs, one solution may be better for your environment. So, make your decision wisely.


Wondering which path to take: Microsoft 365 Groups or sticking with SharePoint permissions? Well, the decision is not one-size-fits-all; it hinges on your specific needs. For smaller teams with no external document sharing requirements, Microsoft 365 Groups might be excessive. Conversely, for larger teams or those keen on external document collaboration, Microsoft 365 Groups offer the ideal solution. If you require assistance with Office 365 or SharePoint backup, rest assured, we have the perfect tools to cater to your needs. Feel free to get in touch with us today to explore our offerings further.

Kernel Migration for SharePoint