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Repair common Windows errors and clear accumulated junk for a smoother, more stable PC - no reinstall needed.Free scan · no reinstallSharePoint permissions can feel opaque until you map them to the real building blocks: SharePoint groups, role definitions (like Read and Contribute), and inheritance across the site and subsites.
This guide shows how to change group permissions in SharePoint using the standard UI paths. You’ll get both SharePoint Online (Microsoft 365) and SharePoint Server (2019/2016) steps, plus what to do when changes don’t take effect.
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Use the method that matches your goal: update a group’s permissions, adjust site/subsite role assignments, break inheritance, or change who’s in the group.
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What “Group Permissions” Means in SharePoint
In SharePoint, a `SharePoint group` is a container for users (and sometimes other groups). Permissions are typically granted by assigning that SharePoint group to a scope (site, list, library, folder) with a chosen permission level.
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Changing group permissions can mean one of these actions:
- Change group membership: add/remove users from the group.
- Change the group’s role assignment: assign a different permission level (e.g., Read vs Edit) at a specific scope.
- Break inheritance: stop the scope from inheriting permissions from its parent, then apply new group permissions.
- Adjust permissions on a securable object: change permissions on a list/library/folder, usually via role assignments tied to groups.
In practice, the most reliable way to “change group permissions” is to update the role assignments on the target scope (site or object), not just the group membership.
Prerequisites and What You Need Before You Start
- Access: you must have permissions to manage permissions. Commonly this is Manage Permissions or being a Site Owner / SharePoint Administrator (depending on scope).
- Scope clarity: know whether you want changes on the site, a subsite, a library, or a folder/list item scope. Permissions are evaluated per scope.
- Version awareness: UI labels differ slightly between SharePoint Online and SharePoint Server. The core concepts stay the same.
- Audit expectation: if you’re changing access for compliance, document what changed (group name, scope, permission level, date).
If you don’t have “Manage Permissions,” you’ll still be able to view group membership, but you won’t be able to alter permissions assignments.
Method 1: Change Permissions by Editing the SharePoint Group
This method is best when you want the group to have a different permission level at a specific scope. In many cases, you’re really changing a role assignment that grants that permission level to the group.
SharePoint Online (Microsoft 365)
- Open your SharePoint site in a browser.
- Click Settings (gear icon) in the top-right.
- Select Site permissions.
- Click Advanced permissions settings.
- In the permission page, find the group you want (for example, Members, Visitors, or a custom group like Project Team).
- Next to the group, select Stop sharing only if the scope is shared with unique permissions; otherwise proceed to role assignment edits (see Method 3 if inheritance is the problem).
- Under Direct permissions (or the section where that group appears), select the group’s name.
- Click Edit User Permissions (or Edit depending on layout).
- Choose a different permission level in the form (such as Read, Edit, Contribute, or a custom level).
- Click OK to save.
If you’re not seeing the group on the permission page, it may be inherited from a parent scope. In that case, use Method 3 to break inheritance before editing assignments.
SharePoint Server 2019/2016
- Navigate to the SharePoint site.
- Go to Site Actions > Site Settings.
- Under Users and Permissions, select Site permissions.
- Open Advanced permissions settings.
- Locate the group in the list of users/groups with permissions.
- Select the group, then choose the appropriate permission edit action (commonly Edit User Permissions).
- Change the permission level to what you need.
- Click OK.
On server farms, remember that permissions can be influenced by web application policies and server-level groups, but for most site-level cases, the scope-based steps above are the path you want.
Method 2: Change Permissions for a SharePoint Group via Site Permissions
This method is the “clean” approach when you’re editing a role assignment shown on the permissions page (without focusing on inheritance details yet).
SharePoint Online
- Open the target site or subsites page where you want the change.
- Click the gear icon > Site permissions.
- Choose Advanced permissions settings.
- Find your group in the list of permission entries.
- Click the group entry to open details.
- Choose Edit User Permissions.
- Update the permission level(s) for that group.
- Save with OK.
If the permissions page shows multiple groups with overlapping roles, be deliberate. For example, a user can still have elevated access if they’re members of another group that grants it.
SharePoint Server
- Go to Site Actions > Site Settings.
- Under Users and Permissions, select Site permissions.
- Select Advanced permissions settings.
- Locate the group and select it.
- Choose Edit User Permissions.
- Change the permission level and confirm.
On Server, you’ll often see the difference between View Only and Read style levels depending on farm configuration and custom role definitions. Pick the effective permission level you actually want.
Method 3: Break Inheritance and Then Adjust Group Permissions
Most “permission changes don’t work” cases come down to inheritance. If the library/folder/subsite is inheriting permissions from a parent scope, editing the child’s group permissions may not be possible until you break inheritance.
SharePoint Online
- Navigate to the target scope (for example, the document library, or a subsite).
- Open Settings (gear icon) > Site permissions (for sites) or the relevant permissions page for that object.
- Select Advanced permissions settings.
- Find the inheritance line near the top that indicates it is inheriting from the parent.
- Click Stop sharing (wording can appear as “Stop inheriting permissions” depending on the object and UI).
- When prompted, choose one of the options (often including:
- Pick Copy permissions if you want a baseline you can modify, or choose the option to Remove all inherited permissions if you want a clean slate.
- After inheritance is stopped, edit the role assignments for the group(s) you need by changing permission levels.
- Save and verify with an access check.
Gotcha: If you remove inherited permissions without adding the right groups back, you can lock out yourself or legitimate users. Use a “Copy permissions” approach for safer iteration.
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- Go to the target site/list/library/folder permissions page.
- Open Advanced permissions settings.
- Look for the inheritance control (commonly a button like Stop Inheriting Permissions).
- Choose whether to copy existing permissions to the child scope.
- Once inheritance is broken, locate the group entries and update permission levels.
- Confirm changes.
After breaking inheritance, remember that updates to the parent will no longer flow down. That’s a feature, but it also increases admin workload.
Method 4: Change Group Membership (Permissions Don’t Move Until Membership Does)
Sometimes what you really need is to add or remove specific users from the group that already has the right permission level.
SharePoint Online
- Open the site.
- Click Settings > Site permissions.
- Choose Advanced permissions settings.
- Find the group (e.g., Members or a custom group).
- Select the group.
- Click New or Add members (button name varies with UI state) to add users.
- Enter the user’s name or email and confirm.
- To remove, select the user and click Remove User Permissions or the equivalent removal option.
- Save changes.
Gotcha: If you add a user to a group, but they still don’t have access, they may be blocked by a higher-precedence deny (less common in SharePoint than in some systems) or they may lack required permissions granted elsewhere.
SharePoint Server
- Open the site.
- Go to Site Actions > Site Settings.
- Under Users and Permissions, open Site permissions.
- Select the group.
- Use New > Add Users (or similar UI) to add people.
- To remove, select the user and remove them from the group.
- Save.
On-prem servers may also involve Active Directory group mapping. If you’re using AD security groups, verify the group mapping exists and sync/update cycles are behaving.
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If changes don’t take effect immediately, don’t assume your edits failed. SharePoint can still be calculating effective permissions, and inheritance or overlapping group membership may be the real reason.
1) Confirm you’re editing the right scope
Permissions on a site are different from permissions on a document library and different again from permissions on a folder. Double-check you’re in the correct object’s permission page before editing groups.
2) Check whether the scope is still inheriting permissions
If the permissions page shows inheritance, your changes might not apply the way you expect. Use Method 3 to stop inheriting and then apply edits.
3) Verify the user’s effective permissions
SharePoint typically provides an “effective permissions” style check. In many modern SharePoint Online experiences, you can use the user permissions/effective access view from the permissions UI to see whether a user gets access via another group.
If the effective permissions show access comes from a different group, you need to adjust that group instead of (or in addition to) the one you changed.
4) Look for multiple overlapping groups
A user might belong to multiple SharePoint groups. If one group has Edit permissions and another has Read, the user will likely retain the higher access granted by the Edit-granting group.
5) Give it a moment and retry
After permission edits, refresh the page and test again. If you’re testing as the same browser session, sign out and back in (or use an InPrivate/Incognito window) to avoid cached authorization tokens.
6) Confirm you didn’t accidentally “Stop sharing” a parent relationship
Stopping sharing (or removing inheritance) can change what’s editable. If you see unexpected permission behavior after a change, review whether the scope is now detached from its parent sharing model.
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Common Mistakes to Avoid
- Editing group membership but expecting role changes: membership changes only grant whatever the group already has.
- Editing a parent but forgetting inheritance: if the child has broken inheritance, the parent’s changes won’t propagate.
- Changing permissions on a library but testing at the site level: users may still be blocked or allowed depending on the exact object they access.
- Removing inherited permissions without copying: this can lock out users. Prefer copy-then-edit for first-time changes.
- Assuming users will lose access immediately: test in a fresh session and verify effective permissions.
Quick Reference Table: What to Change for Common Outcomes
| Outcome you want | What to change | Which method usually works |
|---|---|---|
| Allow a user to read a library | Add the user to a group that has Read at the library scope | Method 4 (membership) + Method 1/2 (role level if needed) |
| Allow editing in a subsite but not in the parent | Stop inheriting on the subsite, then change group role assignment on the subsite | Method 3 + Method 1/2 |
| Remove write access but keep read | Change the group permission level from Edit/Contribute to Read at the target scope | Method 1 or Method 2 |
| Fix changes that appear to do nothing | Confirm correct scope, inheritance state, and effective permissions via effective access view | Troubleshooting section + Method 3 if inherited |
FAQs
Can I change permissions for a built-in group like Visitors or Members?
You can change what those groups can do by editing their role assignments at the target scope (site, library, etc.). However, built-in group behavior can also be tied to default templates, so test changes carefully and verify the effective permissions for a test user.
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What’s the difference between a SharePoint group and a Microsoft 365 group?
A SharePoint group is a permissions container used inside SharePoint for authorization on scopes. A Microsoft 365 group is a broader collaboration object (often connected to Teams and mailbox/group resources). They can be related, but they’re not identical permissions systems.
Why do I see permission levels, but I can’t edit them?
This usually happens because the scope is inheriting permissions from a parent, or you don’t have the required permission (commonly Manage Permissions). Break inheritance (Method 3) or request elevated access.
How do I verify who has access after I change permissions?
Test with a real user account in a fresh browser session, and use the permissions/effective access view from the permission settings UI to see the effective permissions for that user.
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They typically apply quickly, but you can see delays due to caching and token refresh. For testing, sign out and back in (or use Incognito) and re-check effective permissions.
Final Thoughts
To reliably change group permissions in SharePoint, focus on the right scope, verify inheritance status, and make sure you’re editing the role assignment that grants a permission level to the group you care about.
If you keep getting “no change,” don’t re-edit endlessly—use the troubleshooting steps to confirm scope, inheritance, overlapping groups, and effective permissions.
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