Comprehensive Guide to Managing Microsoft 365 Groups in the Admin Center

Managing Microsoft 365 Groups is a critical task for administrators to ensure seamless collaboration across organizations. While users can create Microsoft 365 Groups from Outlook or other apps, administrators have advanced tools in the Microsoft 365 admin center to create, delete, and manage these groups effectively. This guide walks you through creating and managing Microsoft 365 Groups, including tips for optimal use.

What Are Microsoft 365 Groups?

Microsoft 365 Groups enable team collaboration by providing shared resources like a group inbox, calendar, document library, and Planner. These groups can be created through various apps, but the Microsoft 365 admin center is the central hub for managing them.

Creating a Microsoft 365 Group in the Admin Center

Follow these steps to create a Microsoft 365 Group:

1. Navigate to Active Teams & Groups:
In the Microsoft 365 admin center, expand Teams & Groups, then select Active teams & groups.

2. Initiate Group Creation: Select Add Microsoft 365 group.

3. Provide Group Details:

• On the Basics page, enter a group name and optional description. Click Next.

4. Assign Group Owners:

• On the Owners page, select one or more individuals to manage the group. Owners can delete emails from the group inbox, unlike regular members. Click Next.

5. Add Group Members:

• On the Members page, choose members for the group. Click Next.

6. Configure Group Settings:

• On the Settings page, set a unique email address for the group, select a privacy option (public or private), and decide whether to integrate Microsoft Teams. Click Next.

7. Review and Create:

• Review your selections and click Create group.

8. Finalize:

• Click Close to complete the process.

Adding Members to a Group

Once the group is created, you can add members or configure additional settings:

1. Refresh the Admin Center:
Locate the new group under Active teams & groups.

2. Access Membership Settings:

• Select the group name.
• On the Membership tab, click Members.

3. Add Members:

• Click Add members, choose users, and click Save.

4. Complete Changes:

• Click Close three times to finalize.

The group will now appear in Outlook, and members will have access to its shared resources.

Managing Email in the Group Inbox

Understanding permissions for email deletion is crucial for managing the group inbox:

• Owners: Can delete any emails from the group inbox.
• Members: Can only delete their initiated conversations, and only via Outlook on the web. This is not possible using the Outlook desktop app.

Note: Deleting an email from the group mailbox does not remove it from members’ personal mailboxes.

Microsoft 365 Connected Viva Engage Groups

Viva Engage groups connected to Microsoft 365 must be created within Viva Engage. However, their management, such as adding members or changing settings, can be done in the Microsoft 365 admin center, similar to other groups. Learn more about Viva Engage here.

Advanced Configuration and Next Steps

After creating a group, you can further configure it by:

• Editing the group name or description.
• Changing group owners or members.
• Allowing external senders to email the group.
• Enabling group conversations to be sent to members’ mailboxes.

Explore more advanced options in the Manage a Microsoft 365 Group guide.

Conclusion

Managing Microsoft 365 Groups via the admin center is essential for ensuring seamless collaboration and maintaining administrative oversight. By following this guide, administrators can efficiently create, customize, and manage groups to enhance organizational productivity.

At Medha Cloud, we specialize in providing tailored Microsoft 365 solutions to help businesses optimize their collaboration tools and streamline IT management. Partner with us to leverage expert support and ensure your Microsoft 365 environment aligns with your organization’s needs.