Microsoft 365 – Groups

Microsoft 365 (M365) Unified Groups—often just called Groups —are a foundational collaboration tool within the Microsoft ecosystem, integrating email, file sharing, calendaring, and more. At UVM, they serve as a flexible alternative to departmental accounts and distribution lists, offering integrated access to email, Teams, SharePoint, and more.

What is an M365/Unified Group?

You may not realize it, but you likely have been using M365 Groups for a while. Every Microsoft Team is built on a M365 group. When you create a new SharePoint Online site or share a Microsoft Planner plan, you also create a new M365 group.

• An M365 Group in Microsoft 365 provides:
  • A shared email address (e.g., groupname@office.uvm.edu)
  • A shared mailbox and calendar
  • A SharePoint site and OneNote notebook
  • Optional integration with Microsoft Teams, Planner, and Power BI

Groups can be public (anyone at UVM can join) or private (membership by invitation only). Groups can also be hidden from the Global Address List (GAL) to reduce clutter or limit visibility.

Common Use Cases at UVM

• Replacing departmental accounts with more flexible, user-managed groups.
• Managing access to SharePoint, Teams, and Power BI resources.
• Collaborative communication for committees, working groups, and projects.

Creating a New Group in Outlook on the Web (OWA)

Any UVM user can create a new M365 Group using Outlook on the Web.

1. Visit the Groups section of Outlook on the Web and click New group
2. Fill in the required fields:
   • • Name: This becomes the display name and part of the email address
       • The email address will be in the format of groupname@office.uvm.edu.
     • Description: Optional but helpful for context
     • Privacy: Choose Public or Private
3. Click Create.
4. Add members to the group or skip and add them later.

Email Delivery and Subscriptions

• Messages sent to the group’s address are delivered to the group mailbox.
• Members can choose whether to receive a copy in their personal inbox.

Managing Your Subscription

To subscribe or unsubscribe from group messages:

1. Visit the Groups section of Outlook on the Web
2. Select your group and click the the Settings (gear) icon in the top right corner
3. Select Follow in inbox or one of the options under Stop following in inbox as desired

Managing Group Membership

Roles

• Owners: Can add/remove members, manage settings, and configure permissions.
• Members: Can participate in conversations, access shared files, and use group resources.

Adding Members

1. Visit the Groups section of Outlook on the Web
2. Select your group, then click the Add members button in the top right corner
3. Enter the email address or NetID of the person to be added, optionally make them an owner, then add them to the group
4. Select Manage Group or Settings
5. Use the Add members or Remove members options

Removing Members

1. Visit the Groups section of Outlook on the Web
2. Select your group, then click Members
3. Click the X next to the member, then click Yes to confirm removal from the group

Admin-Only Actions