How to Easily Change Group Permissions in SharePoint (2024)

Need to change group permissions?

In this guide, I will show you how to change group permissions in three steps as well as using PowerShell as an alternative.

Let’s get started.

Prepare to Change Group Permissions

Before you begin the process, it’s important to ensure you’re adequately prepared.

This involves understanding the current permissions structure, the changes to make, and having the necessary access rights.

Here are the steps you should take to prepare:

1. Understand the current permissions structure: SharePoint uses a hierarchical permissions structure. At the top level, you have site permissions, followed by list or library permissions, and finally item or document permissions.
2. Identify the changes you want to make: Before you start changing permissions, you should have a clear idea of what changes you want to make.
3. Check your access rights: To change group permissions, you need to have the necessary access rights (typically site owner or full control permissions).
4. Backup of important data: This is a precautionary measure in case something goes wrong during the permissions change process.
5. Communicate the changes: It’s important to communicate these changes to the affected users to help avoid confusion and potential issues down the line.

Once you’ve completed these preparatory steps, you’re ready to start changing group permissions in SharePoint.

Related: SharePoint Permissions Explained: How Permission Levels Work

How to Change Group Permissions

Changing group permissions in SharePoint is a fundamental task for managing access to resources and maintaining security.

Here’s a step-by-step guide on how to do it:

Step 1: Access the advanced permissions page

For starters, get to the SharePoint site where the group is located.

Then do the following:

• Click the gear icon
• Click site permissions

This will open the basic permissions settings for the site.

Click the advanced permissions settings at the bottom:

This section allows you to view and manage who has access to the site and what level of access they have.

Note: You can also access this via the site settings page.

Step 2: Identify the group

Within this page, you will see a list of groups and users who have access to the site.

Find the group whose permissions you want to change:

• Select that group using the check box (don’t click the name)
• Click the edit user permissions icon on the ribbon

Note: You can use the search function if your site collection has many groups.

Step 3: Change the permissions

You can review the current permissions assigned to the group on this page.

If you want to add/remove permissions, simply check/uncheck the boxes.

Don’t forget to click the ok button to save the changes.

In most cases, you might want to create a custom permission level that fits the needs of the group.

Related: How to Create a SharePoint Custom Permission Level (Guide)

Use PowerShell to change group permissions

Using PowerShell to change group permissions in SharePoint can be a powerful and efficient method.

It’s especially useful for bulk changes or when integrating into scripts for automated management.

Here’s how to use PowerShell to change group permissions in SharePoint:

Step 1: Connect to SharePoint Online

Use the Connect-SPOService cmdlet to establish a connection to your SharePoint Online service.

You will need to provide the URL of your SharePoint admin center.

The command looks like this:

Connect-SPOService -Url https://yourdomain-admin.sharepoint.com

After running this command, you will be prompted to enter your admin credentials for SharePoint Online.

Note: Don’t forget to run PowerShell in administrator mode.

Step 2: Retrieve the group

Use the Get-PnPGroup cmdlet to retrieve the group you want to modify.

For instance:

$group = Get-PnPGroup -Identity "Your Group Name"

Step 3: Assign permissions

To assign permissions to a group (like the contribute role), you have to use the role name.

For example:

$roleName = "Contribute"
$group = "YourGroupName" # Replace with the actual group name you want to assign permissions to

Set-PnPGroupPermissions -Identity $group -AddRole $roleName

If you’re not sure what role to give (or the role name), you can use the following command:

Get-PnPRoleDefinition

This command will display a list of all role definitions.

You can then verify that the permissions have been updated correctly by using Get-PnPGroupPermissions.

This cmdlet will show the current permissions of the group.

Best Practices for Managing SharePoint Group Permissions

Managing SharePoint group permissions effectively is important for maintaining the security and functionality of your SharePoint environment.

Here are some best practices to follow:

Regularly reviewing and updating group permissions

1. Conduct regular audits: Regular audits of your SharePoint group permissions can help you identify any potential security risks, such as overly permissive groups or orphaned users. Use these audits to review who has access to what and make any necessary changes.
2. Update permissions as needed: As your organization evolves, so too will your SharePoint permissions needs. When employees change roles or leave the company, be sure to update their group permissions accordingly. Similarly, when new projects or teams are formed, you may need to create new groups with specific permissions.

Training staff on SharePoint permissions

3. Provide training: All SharePoint users must understand the basics of permissions and how they work. This can help prevent accidental breaches of security and ensure that everyone is using SharePoint effectively.
4. Create clear guidelines: Develop and distribute clear guidelines on how permissions should be used in your SharePoint environment. This can help prevent confusion and misuse of permissions.

Using the minimal privilege principle

5. Adhere to the principle of least privilege: This principle states that users should be given the minimum levels of access necessary to perform their jobs. This can help reduce the risk of accidental or malicious misuse of permissions.
6. Use SharePoint groups: Rather than assigning permissions to individual users, it’s generally best to assign permissions to SharePoint groups. This makes it easier to manage permissions and ensures that users have consistent access levels.

Do you have any questions or need further clarification? Don’t hesitate to drop your questions in the comments.

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