Microsoft 365 Groups - Before You Create a Group

Microsoft 365 Groups provide a centralized way for teams to collaborate by sharing email, calendars, files, SharePoint sites, and other Microsoft 365 resources. Before creating a group, it's important to understand its purpose, naming conventions, and configuration options.

Benefits of Microsoft 365 Groups

Microsoft 365 Groups provide several collaboration benefits, including:

• Shared email and conversations
• Shared Outlook calendar
• Shared SharePoint site
• Shared document library
• Shared OneNote notebook
• Integration with Microsoft Teams

Before You Begin

Before creating a Microsoft 365 Group, consider the following:

Group Purpose

Determine whether your group requires:

• A SharePoint site
• An Outlook email address
• An Outlook calendar
• A Microsoft Teams workspace

Membership

• Determine who should have access.
• Assign at least two owners to prevent access issues if one owner leaves.

Naming Conventions

When creating a group:

• Include the school or department abbreviation.
• Include the group's purpose.
• Avoid generic names.
• Use consistent capitalization.

Examples:

• PHS-Science
• PHS-Science-PLTW
• IT-App Technology

Privacy

Choose whether the group should be:

• Public – Anyone in the organization can join.
• Private – Only invited members can join.

Data Retention

Deleting a Microsoft 365 Group also deletes the associated mailbox, SharePoint site, calendar, and files.

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Related Articles

• Microsoft 365 Groups - Create a Group in Outlook (Classic)
• Microsoft 365 Groups - Manage a Group
• Microsoft Teams - Create a Team Without an Outlook Group
• Microsoft 365 Groups - Understanding Group Expiration