Outlook: Creating and Managing M365 Groups in Outlook on the Web

Summary

This article provides information on how to create and delete an M365 Group in Outlook on the Web and contains several links on how to best use your group for collaborating. It covers the following sections:

 

Content

Microsoft 365 Groups allows you to select a set of people as collaborators and set up a collection of resources such as a shared Outlook inbox, shared calendar, or a document library for those people to share. Group members automatically have all the required permissions to all the shared resources.

Notes: 

 

How-To

Task: To create an M365 Group in Outlook on the Web.

 

Instructions

Step 1 - Access your USNH email account 

Step 2 - Select Groups > New group.

Outlook navigation bar with Groups and New group selected.

 

Step 3 - Enter a meaningful name in the Name field.

Note: The name you assign to your group is automatically prefixed with M365- when it is created.

 

Step 4 - Enter an email address in the Email address field.

Step 5 - Enter a description in the Description field.

Step 6 - Click the edit button to modify the Default settings.

Notes:

  • Content in a Public group can be seen by everyone in your organization, and anyone in your organization can join the group. Groups created from Outlook on the web are Private by default
  • Content in a Private group can only be seen by members of the group, and anyone who wants to join must be approved by a group owner.
  • Neither Public nor Private groups can be seen or accessed by people outside of your organization unless invited as guests.

 

Step 7 - Click Create.

 

 

 

 

 

 

 

 

 

 

 

 

 

Outcome

All the groups that you create can be viewed/edited by selecting Groups from the navigation pane on the left of Outlook desktop application and Web interface.

 

 

 

 

 

 

Note: For instructions specific to Windows, MacOS, Web, and mobile versions of Outlook, select a tab on the Create a group in Outlook webpage.

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Task: To familiarize yourself with your group's features.

Your new group includes a shared inbox where group conversations take place. The shared inbox looks similar to your personal Outlook inbox. Members can read and reply to messages, search, and scroll back through the message history.

 

Instructions

Step 1 - In the navigation pane, under Groups, select your group.

Step 2 - Select New Conversation on the ribbon.

Step 3 - Type your message, add any attachments, and select Send All.

 

Outcome

All group members receive your email.

Notes:

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Task: To access your group's SharePoint Document Library.

 

Instructions

Step 1 - In the navigation pane, under Groups, select your group.

Step 2 - Click Files on the ribbon.

 

Outcome

The SharePoint Document Library opens in a browser where you can create new files, and upload files for your group to share.

Notes:

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Task: To schedule a group meeting.

 

Instructions

Step 1 - In the navigation pane, under Groups, select your group.

Step 2 - Select Calendar on the ribbon.

Step 3 - Select New Teams Meeting, or New Meeting.

Step 4 - Enter a subject, location, start and end time for your meeting. The group's alias is entered automatically in the To field.

Step 5 - Enter an agenda.

Step 6 - Select Scheduling Assistant on the ribbon to make sure you have the best time for the meeting.

Step 7 - Click Send.

 

Outcome

An event invitation is sent to the group members and the group calendar is updated with the event information.

Notes:

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Task: Consider additional suggestions for your group

 

Additional Suggestions

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Task: To delete a Group in Outlook on the Web.

 

Instructions

Step 1 - Access your USNH email account 

Step 2 - Select Groups, and the group you want to delete.

Outlook navigation pane with Groups expanded.

 

Step 3 - Select Edit Group on the ribbon.

Ribbon with Edit Group selected.

 

Step 4 - Click Delete Group.

Click Delete Group

 

 

 

 

 

 

 

 

 

 

 

 

 

Step 5 - Check the box: I understand that all group content will be deleted.  NOTE: This cannot be undone.

Step 6 - Click Delete.

Delete group dialog with I understand that all group content will be deleted selected.

 

 

 

 

 

 

 

 

Note: For instructions specific to Windows , Web, and Mobile, select a tab on the Delete a group in Outlook webpage.

 

Outcome

Your group and all the group's content have been deleted.

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Further Readings

Outlook: Managing Email Distribution Groups

Outlook: Adding Members to your M365 Group

Learn about Microsoft 365 Groups 

Use Groups in the Outlook mobile app (iOS) 

Get started with Microsoft 365 Groups in Outlook 

Create a group in Outlook - click on a tab: Windows, macOS, Web, Mobile

Have a group conversation in Outlook - click on a tab: Windows, macOS, Web

Share group files in Outlook - click on a tab: Windows or Web

Schedule a meeting on a group calendar in Outlook - click on a tab: Windows or Web

Add and remove group members in Outlook - click on a tab: Windows, macOS, Web, Mobile

Planner help & learning 

What is Microsoft Teams? - video

Why you should upgrade your distribution lists to groups in Outlook 

SharePoint Team collaboration site

Delete a group in Outlook - click on a tab: Windows, Web, Mobile

 

Need additional help?

For assistance concerning site creation, content sharing, file synchronization, or other common SharePoint, OneDrive, Teams, or Office app activities, we recommend our Microsoft 365 Learning sites:

Learn more about the great tools our Microsoft 365 Learning sites offer!

Visit the Technology Help Desk Support page to locate your local campus contact information or to submit an online technology support request.  For password issues you must call or visit the Help Desk in person.  

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