# Sharing with Groups

Share documents with entire groups instead of individual users. Group sharing saves time when collaborating with teams, departments, or project groups.

##### **What Are Groups**

Groups are collections of users created for easier permission management. Depending on your organization, groups may include:

- departments
- teams
- roles
- custom groups for specific purposes

##### **Sharing with a Group**

To share a document with a group:

1. **Right-Click** a folder and select **Properties**.  
    [![image.png](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/scaled-1680-/FhGimage.png)](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/FhGimage.png)
2. In the **Permissions** field click on the **+ icon** to add users. [![image.png](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/scaled-1680-/AK3image.png)](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/AK3image.png)
3. In the search field, type the group name. [![image.png](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/scaled-1680-/iGYimage.png)](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/iGYimage.png)
4. Select the group from the results.
5. Click **Add**.
6. Choose the permission level, **Apply** then **Save**. [![image.png](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/scaled-1680-/JEYimage.png)](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/JEYimage.png)

##### **Group Permissions**

When you share a document with a group:

- all current group members receive access
- new members added to the group may also receive access automatically
- users removed from the group may lose access
- all members of the group receive the same permission level from that group share

##### **Viewing Group Access**

To review which groups already have access:

1. Open the sharing dialog.
2. Look for the group entries in the sharing list. [![image.png](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/scaled-1680-/XeXimage.png)](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/XeXimage.png)
3. Select a group to review its access details.

##### **Changing Group Permissions**

You can update a group’s permission level at any time.

1. Open the sharing dialog.
2. Find the group in the list.
3. **Double-Click** and change the permission level using the dropdown.
4. The updated access level applies to the group.

[![image.png](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/scaled-1680-/JEYimage.png)](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/JEYimage.png)

##### **Removing Group Access**

If a group no longer needs access:

1. Open the sharing dialog.
2. Find the group you want to remove.
3. Click the **delete** option. [![image.png](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/scaled-1680-/OT6image.png)](https://wikidev.emailarray.com/uploads/images/gallery/2026-10/OT6image.png)
4. Confirm the removal if prompted.
5. Group members lose access through that group share.

##### **Groups vs. Individual Sharing**

Both methods are useful, but they work differently.

**Group Sharing**

- share once for many users
- can automatically apply to new group members
- gives the same permission level to everyone in the group
- is easier to manage for teams

**Individual Sharing**

- share separately with each user
- lets you assign different permissions per user
- gives more granular control
- is better for exceptions or one-off access

##### **Combining Group and Individual Sharing**

You can use both group sharing and individual sharing on the same document.

For example, you can:

- share with a group for general access
- add specific users separately with different permissions
- use individual permissions when someone needs access that is different from the rest of the group

##### **Best Practices**

- use groups for team-wide documents
- keep group membership updated
- review shared group access regularly
- use individual sharing only when different access is needed for specific users