SharePoint 365 Owner: Create & Manage Groups

Course description

This course explains how SharePoint site owners can manage user access effectively by creating and organizing groups within SharePoint 365. Learners begin by exploring how to view, add, and remove users from groups using both the modern and advanced permissions interfaces. Through guided demonstrations, they learn to use the Grant Permissions tool, add users or Active Directory groups, and assign them to predefined permission levels such as Owners, Members, or Visitors. The training emphasizes the benefits of managing access through groups instead of individuals, simplifying permission maintenance and ensuring consistent access control across lists, libraries, and subsites. Participants also discover how to use broader directory options, such as adding “Everyone except external users,” to grant access efficiently across an organization, and how to safely remove users when access is no longer needed. The course then introduces how to create new SharePoint groups, providing step-by-step instruction on naming, assigning permissions, and setting appropriate ownership. Learners understand why groups should always be owned by the site’s Owners group rather than individual users to prevent future access management issues. Best practices are demonstrated for defining who can view or edit group membership, and for managing requests to join or leave a group. The training highlights the importance of creating groups at the top-level site for proper visibility and permission assignment, explaining potential issues when groups are created within subsites or libraries. Finally, participants learn how to rename groups, change ownership, delete outdated groups, and view the complete group structure within the site collection. The lessons reinforce how group-based permission management strengthens site governance, minimizes risk, and maintains flexibility for future changes. By the end of this course, site owners will be able to create, organize, and maintain SharePoint groups confidently to ensure secure, structured, and scalable access management across their SharePoint 365 environment.

Course outline