Summary: This article explains what a Microsoft 365 Group is, how it is used within Columbus City Schools, and how it supports communication, collaboration, file sharing, and team organization.
For School Leaders, Teachers, Secretaries, and department leaders
Overview
A Microsoft 365 Group is a shared workspace designed to help school staff communicate, organize, and collaborate in one place.
Instead of sending emails back and forth or storing files in multiple locations, a Microsoft 365 Group provides a central hub for conversations, documents, calendars, notes, and tasks.
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Think of a Microsoft 365 Group as a shared team workspace for a building, department, committee, or project team—not simply an email distribution list. |
What Is Included in a Microsoft 365 Group?
When a Microsoft 365 Group is created, several collaboration tools are automatically provisioned for members.
- Shared Email Inbox – Send messages to the entire group.
- Shared Calendar – Schedule meetings, events, and activities.
- File Storage through SharePoint – Store, share, and collaborate on documents.
- OneNote Notebook – Maintain meeting notes and shared information.
- Planner – Track projects, action items, and responsibilities.
- Microsoft Teams (Optional) – Adds chat, online meetings, channels, and other collaboration features.
How Schools Use Microsoft 365 Groups
Microsoft 365 Groups support communication and collaboration across many schools and district functions.
- Building Leadership Teams – Coordinating administrative work and communications.
- Grade-Level Teams – Sharing lesson plans, resources, and meeting notes.
- Departments – Supporting collaboration among instructional and operational teams.
- Committees and Projects – Managing school initiatives, events, and improvement efforts.
- Classroom Teams – Organizing student and teacher resources.
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Tip: Use Microsoft 365 Groups for teams that regularly collaborate, exchange information, and share documents—not solely for sending announcements. |
How Microsoft 365 Groups Differ from Other Tools
| Tool |
Purpose |
| Contact Group |
Simple email list with no collaboration tools. |
| Distribution List |
Email distribution only with limited collaboration features. |
| Microsoft 365 Group |
Complete collaboration workspace with shared resources. |
| Microsoft Teams |
Built on a Microsoft 365 Group and adds chat, meetings, and channels. |
Group Membership and Access
- Members can access group conversations, files, calendars, and other shared resources.
- Group owners manage membership and permissions.
- Staff can locate and join groups through Outlook's Group Discovery feature.
- Group owners can approve requests for private groups.
- IT support is available when assistance is needed.
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Many group membership changes can be performed by group owners without submitting an IT support request. |
Best Practices for Schools
- Create one group per school or department whenever possible.
- Avoid creating duplicate groups with similar purposes.
- Use Microsoft Teams when your group relies heavily on chat and meetings.
- Store shared documents in the group's SharePoint library instead of personal file locations.
- Add new staff members promptly to ensure access to communications and resources.
- Review group membership periodically to keep access current.
Requesting a Microsoft 365 Group
To request a new Microsoft 365 Group, submit a request through the CCS IT Service Portal.
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Important: Creating a Microsoft 365 Group automatically provisions several connected resources, including a shared inbox, calendar, SharePoint site, Planner, and other collaboration tools. Review existing groups before creating a new one to avoid duplication. |
Need Help?
If you need assistance with Microsoft 365 Groups:
- Contact a current group owner regarding membership questions.
- Use Outlook Group Discovery to search for available groups.
- Review related articles about SharePoint, Teams, and Group Membership.
- Contact the CCS IT Help Desk for additional assistance.
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Microsoft 365 Groups are the foundation for many collaboration services in Microsoft 365, including Outlook Groups, SharePoint sites, Planner plans, and Microsoft Teams. |