Summary: This article explains what a Microsoft 365 Group is, how it is used in a school environment, and how it supports communication, collaboration, and file sharing among staff.
For school leaders, teachers, secretaries, and support staff
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 different locations, a group gives your team a central hub for messages, files, calendars, and tasks.
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Think of a Microsoft 365 Group as a shared “team space” for your building, department, or project — not just an email list. |
What Is Included in a Group?
When a group is created, it automatically includes:
- Shared Email Inbox – Send messages to the entire group
- Shared Calendar – Schedule meetings and events
- File Storage (SharePoint) – Store and share documents
- OneNote Notebook – Take shared notes and meeting minutes
- Planner – Track tasks and responsibilities
- Microsoft Teams (optional) – Add chat, channels, and meetings
How Schools Use Microsoft 365 Groups
Microsoft 365 Groups are commonly used in school buildings for:
- Building Leadership Teams – Principals and support staff coordination
- Grade-Level Teams – Shared lesson planning and communication
- Departments – Content-area collaboration (e.g., Math, ELA)
- Committees or Projects – School improvement, special programs, or events
- Classroom Teams – Organizing student and teacher resources
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Tip: Use groups for teams that need to regularly communicate and share files — not just send announcements. |
How It Differs from Other Tools
| Tool |
Purpose |
| Contact Group |
Simple email list (no shared files or tools) |
| Distribution List |
Send messages only (no collaboration features) |
| Microsoft 365 Group |
Full collaboration workspace with files, calendar, and tools |
| Microsoft Teams |
Built on a group, adds chat and meetings |
Group Membership and Access
- Members can send messages to the group and access shared resources
- Group owners manage membership
- Staff can find groups using Outlook’s group search (Group Discovery)
- IT can assist with setup when needed
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Groups can be managed by staff without needing to submit IT tickets for every membership change. |
Best Practices for Schools
- Create one group per team (avoid duplicates)
- Use Teams if your group prefers chat and meetings
- Use Outlook groups if your team primarily communicates via email
- Store shared documents in the group instead of personal folders
- Add new staff members early to keep communication consistent
Requesting a Group
To create a new Microsoft 365 Group, submit a request through the CCS IT portal.
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Note: Creating a group automatically creates multiple connected resources (email, files, planner, etc.). Plan carefully to avoid duplication. |