Microsoft 365 Groups are a shared workspace for email, conversations, files, and events where group members can communicate and collaborate. For example, you can create a group for your team and invite other Microsoft 365 users to join the group, and then share documents, conversations, meeting notes, and OneNote information related to that specific group. Note: Certain features require that you have an Microsoft 365 account.

For additional information see https://its.uiowa.edu/services/microsoft-365/microsoft-365-groups

Create a Group and Add Members

Outlook Classic

  1. Open Outlook
  2. In the folder list, scroll to Groups
  3. Right click and choose New Group
  4. In the Name field, type the name of the group.  NOTE: the name should be descriptive and include department or student organization)
  5. In the Description field, type the description of the group and what it is used for. 
  6. Select the Privacy for your group (Private or Public)
  7. Make sure the checkbox for "Send all group emails and events to members' inboxes. They can change this setting later" is selected.
  8. Click Create
  9. In the Add member field, type the names or email addresses of the members.
  10. Click Add Members

If you want to allow external users to access your group:

  1. Select your group and click Group Settings (gear icon)
  2. Click Edit Group
  3. Select the checkbox for "Let people outside the organization email the groups"
  4. Click Ok


OWA (Outlook on the web) and Outlook New (Windows)

  1. Log into Outlook on the web
  2. Open Outlook
  3. In the navigation pane, click the arrow to the left of Folders
  4. Click Groups
  5. Click New group and select New group
  6. In the Name field, type the name of your group.  NOTE: the name should be descriptive and include department or student organization)
  7. In the Description field, type the description of the group and what it is used for.
  8. Select the Privacy for your group (Private or Public)
  9. Select Create.
  10. If you're ready to add members to your newly created group, begin typing the name or email address of the members and click Add Members. Otherwise, select Not now. You can always come back and add group members later.

If you want to allow external users to access your group:

  1. Select your group and click Settings (gear icon)
  2. Click Edit Group
  3. Select the checkbox for "Let people outside the organization email the groups"
  4. Click Save

 

Outlook for Mac users should use OWA for group maintenance.  You can create the group in Outlook for Mac but not edit it or change membership.  

Can I use Microsoft 365 Groups in my email app or only through Outlook on the web?

Outlook (Windows and Mac) has the ability to use Groups as well as Microsoft 365. See Compare Outlook Groups on All Platforms for more details.  

You can also use groups in the Outlook Mobile app - see Use Groups in the Outlook mobile app for more details. 

Can I send a message "From" a Microsoft 365 Group?

Question -- In Outlook, I change the From field to my Microsoft 365 Group but get an undeliverable error after sending the email. Why? 

A Microsoft 365 Group is a list of email addresses so you can only email to a Microsoft365 Group and not "from" the group.

How do I add a Microsoft 365 Groups calendar to my Outlook calendar pane?

The groups will appear in your list of calendars under All Group Calendars (Outlook Classic) or Groups (OWA and Outlook New)

You can select the Group from the list to display it.

I deleted my Microsoft 365 Group and want to get it back, what do I do?

Please contact the ITS Help Desk and request that your Microsoft 365 Group be restored. Depending on when it was deleted, we may not be able to restore the group. Plan to provide the exact group name and time it was deleted.  A previous email to the group should have the group name.

Why do I receive email to my Group from people who aren't members?

When you create a group, even if it is private, the group appears in the Global Address list (GAL) and anyone can send an email to that group.  If you wish to have the group hidden from the GAL, contact the ITS Help Desk. 

Last updated
Article number
4686