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Submission: On September 13 via manual from US — Scanned from DE
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LEARN ABOUT MICROSOFT 365 GROUPS
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2021 for Mac Outlook 2019 Outlook 2019 for Mac Outlook 2016 Outlook 2016 for Mac
Outlook.com New Outlook for Windows Outlook on the web for Exchange Server 2016
Outlook on the web for Exchange Server 2019 More...Less
Last reviewed December 2nd, 2022
Microsoft 365 Groups is a service that works with the Microsoft 365 tools you
use already so you can collaborate with your teammates when writing documents,
creating spreadsheets, working on project plans, scheduling meetings, or sending
email.
This article will help introduce you to what groups are, and give you some
helpful links to the next steps.
For the latest news and videos about Microsoft 365 Groups see Office Blogs
Tips:
* If you're looking for information on using Outlook contact groups to send
email to a list of people - such as a group of friends - see Create a contact
group or distribution list in Outlook for PC.
* To learn about Microsoft Family Safety and how a family group helps you stay
connected with your family members and keep them safe on Windows 10,
Xbox devices, and Android devices, see Microsoft family group.
WHAT ARE MICROSOFT 365 GROUPS?
Groups in Microsoft 365 let you choose a set of people that you wish to
collaborate with and easily set up a collection of resources for those people to
share. Resources such as a shared Outlook inbox, shared calendar or a document
library for collaborating on files.
You don’t have to worry about manually assigning permissions to all those
resources because adding members to the group automatically gives them the
permissions they need to the tools your group provides. Additionally, groups are
the new and improved experience for what we used to use distribution lists or
shared mailboxes for.
Tip: For information on upgrading your traditional distribution lists to
Microsoft 365 Groups, see Why you should upgrade your distribution lists to
groups in Outlook.
The specific resources that are provided depends slightly on the kind of group
you create.
WHICH KIND OF GROUP SHOULD YOU CREATE?
While you’re considering the options, it’s important to remember that one size
rarely fits all. Different teams may prefer to work different ways and Microsoft
365 has the tools to enable collaboration in whatever form your teams prefer.
If your team prefers to collaborate via email and needs a shared calendar:
Create a Microsoft 365 Group in Outlook.
If your team wants to collaborate in a persistent chat environment or use
embedded apps: Create a Microsoft Team.
If you want to create a large, open, discussion forum for your company - for
example for executive-level announcements and discussions: Create a group in
Yammer.
CreateUseManage
You can create Microsoft 365 Groups from a variety of tools including Outlook,
Outlook on the web, Outlook Mobile, SharePoint, Planner, Teams and more. Which
tool you choose to start from depends on what kind of group you're working with.
For example, at Microsoft we tend to start from Outlook when we're creating a
Group organized around email and calendar. If the Group is for company-wide
communication we tend to start with Yammer. For chat-based collaboration, we'd
start our Group from Microsoft Teams.
* Create a group in Outlook
* Create a Microsoft Team
* Create a family group
* Create a group in Yammer
* Create a team site in SharePoint Online
* Create a plan in Microsoft Planner
When creating a group you'll need to decide if you want it to be a private group
or a public group. Content in a public group can be seen by anybody in your
organization, and anybody in your organization can join the group. Content in a
private group must be seen by the members of the group and people who want to
join a private group have to be approved by a group owner.
Note: Currently, groups created from Outlook on the web are private by default.
Neither public groups nor private groups can be seen or accessed by people
outside of your organization unless those people have been specifically invited
as guests.
For more information on changing your groups from Public to Private (or
vice-versa), see Make Microsoft 365 groups public or private.
Owners, Members and Guests
Group owners are the moderators of the group. They can add or remove members and
have unique permissions like the ability to delete conversations from the shared
inbox or change different settings about the group. Group owners can rename the
group, update the description or picture, and more. If you're familiar with
SharePoint roles, then a group owner is a site collection admin.
Tip: It's best practice to have at least two owners for a Group, if you can.
That way if one owner is unavailable the other can make changes to the Group.
Group members are the regular users in your organization who use the group to
collaborate. They can access everything in the group but can't change group
settings. In the SharePoint world they are site members. For information about
adding or removing group members, see Add and remove group members in Outlook.
Guests are like group members, but they are outside your organization. By
default, your users can invite guests to join your group, and you can control
that setting. For more information, see Guest access in Microsoft 365 groups.
Select the type of Groups you want to use:
* Outlook
* Microsoft Teams
* Yammer
If you prefer the shared inbox mode of collaboration, then the groups experience
in Outlook is for you. By creating a group in Outlook, you’ll get:
* Shared Inbox– For email conversations between your members. This inbox has an
email address and can be set to accept messages from people outside the group
and even outside your organization, much like a traditional distribution list
* Shared Calendar – For scheduling events related to the group
* SharePoint Document Library– A central place for the group to store and share
files
* Shared OneNote Notebook – For gathering ideas, research, and information
* SharePoint Team Site– A central repository for information, links and content
relating to your group
* Planner– For assigning and managing project tasks among your group members
You don’t have to manually create any of those resources; creating the group
automatically creates them for you and assigns the necessary permissions for
your group members so they can start using them right away.
You can access these resources through the familiar Microsoft Outlook desktop
client (2016 or newer), via Outlook on the web, via Outlook 2016 for Mac (shared
inbox only), or via Outlook mobile. You'll find your Microsoft 365 Groups in the
navigation pane on the left in Outlook desktop or on the Web.
With the new Microsoft 365 Groups hover card, you have quick access to shared
group resources. Just hover over a group name in Outlook on the web or
SharePoint.
* Get started with Microsoft 365 Groups in Outlook
* Video: What can you do with Microsoft 365 Groups in Outlook? (YouTube)
* Join a group in Outlook
* Guest access in Microsoft 365 Groups
* Get more with Microsoft 365 Groups in Outlook
The newest part of our collaboration story is Microsoft Teams. Microsoft Teams
is the inner loop for your team – a persistent, chat-based workspace where you
can have informal, real-time, conversations around very focused topics or
specific sub-groups within the group.
* How do I get access to Microsoft Teams
* Microsoft Teams Quick Start
* Teams Help Center
* Welcome to Microsoft Teams
Yammer brings the enterprise social experience to your collaboration. It helps
you make new connections and discoveries across your organization. It can help
you communicate and discuss ideas company-wide or around common interest areas.
By creating a Microsoft 365 connected group in Yammer, you'll get:
* Yammer Group – A common place to have conversations and share information
* SharePoint Document Library – A central place for the group to store and
share files
* Shared OneNote Notebook – For gathering ideas, research, and information
* SharePoint Team Site – A central repository for information, links and
content relating to your group
* Planner – For assigning and managing project tasks among your group members
You can access these tools through Yammer in your browser or using the Yammer
app on your iOS, Android or Windows Phone device.
* Yammer and Microsoft 365 Groups
* Attach a file to a Yammer message from SharePoint
* Video: Use Yammer every day
* Edit documents from Yammer
* Say hello to Yammer
After a Group outlives its intended purpose, you can delete it to free up system
resources and to remove the group from being listed or displayed. See: Delete a
group. If you don't want to have to remember to delete outdated groups your
administrator can set expiration policies that will cause old groups to expire
and be removed automatically after a specified period of time. See: Microsoft
365 Group Expiration Policy.
Note: The content on this tab is intended for administrators.
There are three primary models of provisioning Microsoft 365 Groups: Open,
IT-led, or Controlled. Each has its own advantages.
Model
Advantages
Open (default)
Users can create their own groups as needed without needing to wait for, or
bother, IT
IT-led
Users request a group from IT. IT can guide them in selecting the best
collaboration tools for their needs
Controlled
Group creation restricted to specific people, teams, or services (See: Control
who can create Microsoft 365 Groups)
If you want to control how your Microsoft 365 Groups are named, you can use
naming policy to force Group names to adhere to certain standards, including
prefixed or suffixes, as well as blocking objectionable names. See Microsoft 365
Groups Naming Policy for more information.
Every group has at least one owner that can add or remove members and do some
basic curation of the group and its content. Usually the owner does that in
Outlook. See: Add and remove group members in Outlook. If a group's owner (or
owners) leaves the organization for any reason, the administrator can assign a
new owner to the group. See Assign a new owner to an orphaned group.
Additionally, if you have Exchange Online Administrator permissions you can
administer your groups from the Microsoft 365 Admin Center (See Manage Group
membership in the Microsoft 365 admin center) or from PowerShell (See Manage
Microsoft 365 Groups with PowerShell.
There may come a time when you want to delete a group from your tenant. For
information on how to delete a group see: Delete a group. If a group is
accidentally deleted, admins can restore that group for up to 30 days. See:
Restore a deleted Microsoft 365 Group.
If you prefer a more automated way to manage the lifecycle of your Microsoft 365
Groups, you can use expiration policies to expire groups at a specific time
interval. The group's owners will get an email 30, 15, and 1 day before the
group expiration that allows them to easily renew the group if it's still
needed. See: Microsoft 365 Group Expiration Policy.
* Allow members to send as or send on behalf of a Microsoft 365 Group
* Migrate distribution lists to Microsoft 365 Groups
* Guest access in Microsoft 365 Groups
* Manage your group-connected team site settings
Group Limits
Maximum...
Value
Owners per group
100
Groups a user can create
250
Groups an admin can create
Up to default tenant limit of 500K
Number of members
More than 1,000, though only 1,000 can access the Group conversations
concurrently.
Users might notice delays when accessing the calendar and conversations in very
large groups in Outlook
Number of Groups a user can be a member of
1,000
File storage
1 Terabyte + 10 GB per subscribed user + any additional storage purchased. You
can purchase an unlimited amount of additional storage.
Group Mailbox size
50 GB
The default maximum number of groups that an Microsoft 365 organization can have
is currently 500,000.
If you are planning to use the feature "Group Writeback" from Azure Active
Directory Connect tool, the maximum length is 448 characters related to the
"Description" attribute.
For more information on SharePoint Online storage see SharePoint Online Limits
and SharePoint Online software boundaries and limits.
Managing your Microsoft 365 Groups is more effective when you have actionable
information about Groups usage. The Microsoft 365 Admin Center has a reporting
tool that can let you see information such as storage use, how many active
Groups you have, and even how your users are using the Groups. See: Microsoft
365 Reports in the admin center for more information.
Microsoft 365 Groups gives you a number of tools for compliance, information
protection, and eDiscovery.
* Overview of retention policies
* Overview of labels
* Create or remove an in-place legal hold
* Create a preservation policy
* Content Search in Microsoft 365
* Introduction to IRM for email messages
SEE ALSO
* Overview of Microsoft 365 Groups for administrators
* Microsoft FastTrack for Microsoft 365
* Microsoft 365 Adoption Guide (PDF)
* Yammer and Microsoft 365 Groups
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