Creating Custom SharePoint Groups


Create a Custom SharePoint Group

SharePoint groups are the foundation of permissions. Users are added to groups and then permissions are granted to the group. This makes it much simpler to maintain. Every SharePoint site comes with 3 default groups: Owners (full control), Members (edit), and Visitors (read). You can create your own groups reflective of organizational structure or process. You may want to do this if you have many different audiences and you need to apply different permissions for different groups of people. Only users with Full Control and above can make groups.

Instructions

  1. In the site, select the gear icon (top right corner) > Site Permissions > Advanced permissions settings.
  2. From the ribbon, select Create Group.
  3. Enter a Name. Add a description in About Me.
  4. The Group owner manages membership and, by default, is the person creating the group. It is recommended that you make another SharePoint group the Group owner so multiple people can administer.
  5. Keep the Group Settings as the default. This controls who can see members of the group and who can add/remove members.
  6. Assign a permission level to the group under Give Group Permission to this Site.
  7. Select Create.

To find all the groups in a site collection, select the gear icon (top right corner) > Site Information > View all site settings > People and groups > More... (on the left). Click into a group to update its settings and membership.

Updating a Group's owner after creation

  1. In the site, select the gear icon (top right corner) > Site Permissions > Advanced permissions settings.
  2. Click into a group > Settings > Group Settings.
  3. In the Group owner field, remove the name and add in the site owner's group. Select OK to save.

Granting permissions to a custom group

  1. In the site, select the gear icon (top right corner) > Site Permissions > Advanced permissions settings.
  2. From the ribbon, select Grant Permissions.
  3. Enter the group's name. Select Show Options to choose the permission level and if a notification should be sent. Select Share.
When granting permissions to a group, enter the group name and expand Show Options. Select Share to complete.  

Update a group's permission level

  1. In the site, select the gear icon (top right corner) > Site Permissions > Advanced permission settings.
  2. Check off the box beside a group and select Edit User Permissions from the ribbon.
  3. Under Permissions, select and deselect the relevant level. Select OK.

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