Outlook: Customize M365 Group Notification Settings

Summary: This article explains how to control whether conversations and calendar events from a Microsoft 365 Group are delivered to your personal Outlook inbox. You can follow all group activity, receive only replies and events, or access group content without receiving it in your inbox.

For CCS Staff who are members of Microsoft 365 Groups

Overview

Microsoft 365 Groups provide shared conversations, calendars, and files for departments, schools, projects, and other collaborative teams.

Each group member can control how group conversations and events appear in their personal Outlook inbox. Changing this setting affects only your inbox experience. It does not change the notification preferences of other group members or remove you from the group.

Personal Setting: Your selection applies only to your account. Other group members can choose different notification settings for the same Microsoft 365 Group.

Available Notification Options

Option What You Receive Recommended Use
Follow in Inbox Group conversations and applicable group calendar events are delivered to your personal inbox. Select this option when you need to closely follow group activity without regularly opening the group mailbox.
Only Replies to You and Events You receive messages when someone replies to your conversation and receive applicable group event notifications. Select this option when you want important responses and events without receiving every group conversation.
No Email or Events Group conversations and events are not delivered to your personal inbox. Group content remains available from the group itself. Select this option when you prefer to review the group manually or do not need inbox notifications.
Recommended Starting Point: Use Only Replies to You and Events when you want to reduce inbox traffic while still receiving direct responses and event-related information.

Prerequisites

  • You must be a member of the Microsoft 365 Group.
  • You must be signed in with your CCS Microsoft 365 account.
  • You must use a supported version of Outlook.

You can use:

Change Microsoft 365 Group Notifications

1

Open Outlook

Open Outlook and sign in using your CCS Microsoft 365 account.

  • For Outlook on the web, go to Outlook on the web.
  • You may also use New Outlook for Windows or a supported version of Classic Outlook.
 
2

Open Groups

  • Locate Groups in the Outlook navigation area.
  • If Groups is not visible, select More Apps or the three-dot menu.
  • Select Groups.
 
3

Select the Microsoft 365 Group

  • Review the groups available to your account.
  • Locate the group you want to manage.
  • Select the group card or group name to open the full group view.
 
4

Open the Follow in Inbox Menu

  • Locate the notification menu in the group header.
  • The menu may appear near the group name or in the upper-right area of the group page.
  • Select Follow in Inbox or the currently displayed notification option.
Uploaded Image (Thumbnail)
5

Select Your Notification Preference

Select the option that best matches how you want to receive group activity:

  • Follow in Inbox
  • Only Replies to You and Events
  • No Email or Events
 
6

Verify the Selection

  • Confirm the menu now displays the selected notification preference.
  • The setting is normally saved immediately.
  • Repeat the procedure for any additional Microsoft 365 Groups you want to manage.
 

What Changes After You Update the Setting?

Setting Personal Inbox Group Content
Follow in Inbox Group conversations and applicable events are delivered to your inbox. Content remains available from the group.
Only Replies to You and Events Direct replies and applicable event notifications are delivered to your inbox. Other conversations remain available from the group.
No Email or Events Group activity is not delivered to your personal inbox. Content remains available when you open the group.
No Email or Events: Selecting this option does not remove you from the Microsoft 365 Group. You remain a member but must open the group to review conversations and other group activity.

Troubleshooting

Issue Recommended Action
Groups is not visible in Outlook Select More Apps or the three-dot menu and look for Groups. You may also try Outlook on the web.
The Microsoft 365 Group is not listed Confirm that you are signed in with the correct CCS account and that you are a member of the group.
The Follow in Inbox menu is not visible Open the full group view rather than an individual message. Review the group header and available group menus.
The selected setting does not appear to save Refresh Outlook, reopen the group, and verify the setting. Sign out and back in if necessary.
Group messages continue appearing in the inbox Confirm the messages are being delivered through the Microsoft 365 Group and not through a separate distribution list, inbox rule, direct recipient address, or forwarding configuration.
Notifications differ between Outlook versions Use Outlook on the web to verify or change the group notification setting.

Tips

  • Use Follow in Inbox for groups whose conversations require frequent attention.
  • Use Only Replies to You and Events to reduce inbox traffic while retaining relevant responses.
  • Use No Email or Events for groups you review manually.
  • Notification settings must be configured separately for each Microsoft 365 Group.
  • If the option is unavailable in your version of Outlook, use Outlook on the web.
  • Changing this setting does not change your group membership.
Successful Outcome: The Microsoft 365 Group displays your preferred notification setting, and future group conversations and events are delivered to your personal inbox according to that selection.

Need Help?

If you cannot locate the Microsoft 365 Group, cannot change the notification preference, or continue receiving unexpected group messages, contact the CCS Help Desk.

When requesting assistance, provide:

  • Your CCS email address
  • The Microsoft 365 Group name
  • The Outlook version being used
  • Your current notification setting
  • The notification setting you want to use
  • A screenshot of the group notification menu, if available
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