Published: 02 September 2016
In this video you will learn about SharePoint Groups.
Or Listen about SharePoint Groups
We talked about groups, and like the high level where you can group users and store it in one place. So what is that, what is a group? Let's talk about general terms again, why we need group of people? Let's say this community, that community, we... I mean in the sense of SharePoint community. I don't go into that, but I was asking in terms of technical things. It's easily manageable? Yes. Let's say we are five members. Whatever may be the number but say I have added everyone to one group then I can specify that group name whereever I want instead of adding each one of you to that particular feature. So, it's easy to manage because groups will be available across the site collection. So, the first thing here is like you can create groups, SharePoint groups from the browser, and these groups will be available whenever you create a site collection. You saw just now we created a publishing portal, and there are a lot of groups here. Publishing portal members, portal visitors, portal owners, designers, hierarchy managers, these are the set of groups that will be created whenever you create a site collection. So, these sort of groups, and then this will vary according to your template. So this is my publishing site where I have, one, two, three, four, five, six, seven, eight, nine, ten. Somewhere around 10 to 13. If I go to team site, and I go to peoples and groups, I go to click on one, I have only few of them, not all these groups available here. So, it varies from template to template also. Now, I was talking about the members, right? This is subsite, let me go to site collection, site settings, peoples and groups, I go to members here, I have added all of you to this member. So, what I can do, whenever I want you to access something, I can go ahead and access these members directly. I don't have to do specifically. I have to add Chandu, I have to add Ravi, or I have to add Sai I don't have to do that. I can go ahead and add a group to a particular resource. Let me show you what I was talking about. Go to Department here, site settings, site permissions, now what I can do is I can click on grant permissions, let's see, members, Department 2 members, and I can just click on share. Sales tax. I think you're already part of the members here. If I stop inheriting permissions here, and click okay here, I can go to site settings, site permissions. Now, you have these training members, and if I click on training members, you're all present here also, which is a different subsite basically, Department 1. Now, what I can do simply here, let me add myself, so I can go ahead and add, click share. Now I have added myself to the site collection level, I'll go to Department and refresh this. You see, it got added. So it will get added everywhere on this particular site collection. I'll go ahead and remove myself. This is at the site collection level, and I'll refresh here, it will get removed. So, this helps you a lot when you manage a site, especially if you're using groups and adding users, and you can manage just by adding a group name rather than adding each one of the users. Think about a company having hundreds or thousands of users. If you don't have groups, what is going to happen? You can't do or you can't manage, that's the advantage of having SharePoint groups. So basically, you can group users so that you can manage them across the site collection, because SharePoint groups will be available across the site collection. So we just saw what we discussed so far, like the site collection group is created at the site collection level and it's available on the site. And if you want to create a new group, you could go ahead and create the group, for example, I'm in subsite, so I can click on new group, I'm creating a new group here, and whenever you create a group you can assign an owner, and you can change the settings. So here I can see that, contribute without delete, all the permissions levels will be available. So basically, whenever you create a group, you can assign a permission level. I'm going to create a group calle SP 2013 Training. And whenever you create whoever is the admin that will be added default to that group. So now, whenever I add a user to this group, then those users will have only contribute without delete, so they can't delete the permissions if they are part of that group. That's how you will be managing groups, and managing users within the group.
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Devendra Velegandla is a five-time recipient of Microsoft's Most Valuable Professional (MVP) award (2014-2019) for Office Apps and Services, Office Servers and Services MVP and SharePoint Server. He received the MCC award for his contributions in Microsoft MSDN/TechNet forums. He loves sharing articles, videos, and tutorial on SharePoint and Office 365.