Microsoft 365 - Outlook - Groups Tips and FAQs


What is a Microsoft 365 Group? A Microsoft 365 Group is a collaboration tool - it offers more than just a shared mailbox. When you set up a Group, you automatically get a shared calendar, conversations (like an Inbox), files (via OneDrive) and a notebook (via OneNote).

Who can create a Group? Groups can be created by anyone, however if you need to allow incoming mail from someone outside of NEOMED, IT will need to change that setting for you. Use this form to submit a ticket: Microsoft 365 Apps Ticket

Can I receive copies of the Group conversation emails in my own Inbox? Yes, if you Follow the group inbox. To do this:

Make sure you are in the Conversations section of the group:


Then click the drop down next to Not following (top right of the screen) and change to Follow in inbox:


Tips and Important Points to Remember

  • Although Microsoft 365 Groups can be accessed from the Outlook desktop client, they seem to function better via Outlook on the web (, then click Outlook - or - They are also accessible via the Outlook or Groups mobile app on your mobile device.


  • You can leave a group at any time by navigating to the group, then clicking the settings cog at the top right of the group page:




From the Group settings pane, choose Leave group.

  • Microsoft 365 Groups appear in the Outlook Global Address List, and any faculty or staff member can send messages to the group; so choose a name that is specific and unique. Fortunately groups can be renamed.
  • Groups can be public or private. Any faculty or staff member can view the conversations, files and calendar for a public group; and anyone can join. Private groups restrict access to conversations, files and calendar to members only. Requests to join a private group must be approved by a group administrator. A group administrator (there can be more than one) can also add and remove individuals at any time.
  • Groups are not limited to NEOMED faculty/staff/students. If you need to collaborate with someone outside of NEOMED, they can be added as a Guest to your group:Microsoft 365 - Guest Access to Groups
  • The person who creates a group is the group's administrator (Owner) by default. Owners can add group members and also elevate group members to Owners. Owners can also remove group members, approve requests to join private groups, rename the group, and delete the group. 
    • WARNING: Be careful deleting a group. When you delete a group, you are permanently removing all group conversations, email, files, calendar events and related information. There is no way to recover the information.



For more information on getting started with Groups: Microsoft 365 Training Links

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Article ID: 13720
Tue 6/7/16 2:16 PM
Tue 5/9/23 11:04 AM