Summary: This article guides Microsoft 365 Group Owners on how to send emails from a group address to ensure consistent communication with staff and teams.
Overview
Microsoft 365 Group Owners can send messages from the group email address instead of their personal account. This helps ensure communication is consistent, professional, and visible to all members of the group.
This is commonly used in schools for building-wide announcements, department communication, and leadership messaging.
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Emails sent from the group address appear as coming from the team (example: school or department), not an individual user. |
Before you start
- You must be a Microsoft 365 Group Owner
- The group must be mail-enabled
- You must have Send As permissions for the group
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If the group address does not appear or you receive an error, submit a request to IT for access. |
Step-by-step instructions
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1
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Open Outlook
Go to Outlook on the web or open the Outlook desktop application.
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Start a New Email
Click New Message or New Mail.
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3
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Show the “From” Field
Use the Options menu to enable the "From" field if it is not already visible.
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New Outlook
 
Legacy Outlook
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4
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Select the Group Email Address
In the From field, choose Other email address and enter your group email (example: school or department).
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5
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Compose and Send
Write your message, attach any files if needed, and click Send.
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Tip: Use group email for school announcements or department communication instead of sending individual emails. |
Best Practices
- Use group email for consistent messaging
- Keep subject lines clear and descriptive
- Use @mentions when needed to highlight key staff
- Use calendar events for important announcements
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