Permission & Access Issues

Microsoft 365 Groups vs SharePoint Groups Permissions Explained

Olivia Miller Sep 27, 2026 869 views

Question details

Understand the differences between Microsoft 365 groups and SharePoint groups to correctly assign permissions and manage access.

Microsoft 365 Groups vs. SharePoint Groups and Permissions

Product: Microsoft SharePoint / Microsoft 365
Device & OS: not provided
Scenario: Setting up user access and managing administrative permissions for SharePoint sites and connected Microsoft services.
Observed behavior: Users need clarification on whether to use Microsoft 365 groups for cross-service membership or SharePoint groups for site-specific roles.

Before you start

Determine whether your team needs access to an entire suite of tools like Teams and Outlook, or just specific access levels (Read, Edit, Full Control) strictly within a single SharePoint site. You will need administrator or Site Owner privileges to modify these settings.

Solution 1Recommended

Use Microsoft 365 Groups for Broad, Cross-Service Access

Best for providing teams with integrated access to Outlook, Teams, Planner, and a connected SharePoint team site all at once.

A Microsoft 365 group provides an interconnected workspace. When you add a member to an M365 group, they automatically gain access to all associated services for that group.

Access the Admin Center

Navigate to the Microsoft 365 Admin Center and log in with your administrator credentials.

Navigate to Teams & Groups

In the left-hand navigation menu, expand 'Teams & groups' and select 'Active teams and groups'.

Create a New Group

Click 'Add a group' and select 'Microsoft 365' as the group type to provision shared resources, including a connected SharePoint site.

Use Microsoft 365 Groups for Broad, Cross-Service Access

Group Owners vs. Members: Microsoft 365 groups only have two permission levels: Owners and Members. For more granular control (like Read-Only access), you must use SharePoint groups.

Solution 2

Use SharePoint Groups for Site-Specific Granular Control

Best for managing permissions strictly within a single SharePoint site without granting access to a shared inbox or Microsoft Teams.

Free Microsoft Office alternative

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If navigating complex SharePoint permissions and Microsoft 365 admin centers feels overwhelming, WPS Office provides a free, lightweight, and highly compatible alternative. Enjoy seamless document sharing, intuitive cloud collaboration, and built-in team features without the steep learning curve of enterprise permission management.

1. Download the Installer: Visit the official WPS Office website and click the free download button for your operating system.
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Frequently Asked Questions

Can I add a Microsoft 365 group to a SharePoint group?

Yes. A best practice for managing permissions is to add an entire Microsoft 365 group to a SharePoint group (such as adding the M365 Members group to the SharePoint Members group). This grants the entire team site access while centralizing membership management.

What happens if I delete a Microsoft 365 group?

Deleting a Microsoft 365 group permanently removes all of its associated services. This includes the shared Outlook inbox, the connected Microsoft Team, Planner data, and the associated SharePoint team site.

Do SharePoint groups have a shared email address?

No, SharePoint groups do not include a shared mailbox, calendar, or email address. They are strictly security groups used to manage access levels to files and pages within SharePoint. If you need a shared team email, you must use a Microsoft 365 group.

Who has permission to manage SharePoint groups?

Users with 'Full Control' permissions can manage SharePoint groups. This typically includes Site Owners and Site Collection Administrators. M365 Group Owners automatically become SharePoint Site Owners for connected sites.

Document & File Issues