Summary: This article explains how Microsoft 365 Group Owners can add or remove members and adjust roles using Outlook on the web.
For group owners and school/department leadership
Overview
Microsoft 365 Group Owners are responsible for managing membership and ensuring the correct staff have access to group resources such as email, files, calendars, and Teams.
Membership changes made in Outlook automatically apply across all connected services.
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Member changes made in Outlook will sync to Teams, SharePoint, Planner, and all related resources. |
Before you start
- You must be a Group Owner
- The group must be visible in Outlook
- You must use Outlook on the web (desktop Outlook does not support full group management)
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If you do not see member management options, confirm you are listed as a Group Owner. |
Step-by-step instructions
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Open Outlook on the Web
Go to Outlook and sign in with your account.
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2
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Select the Group
In the left navigation pane, locate and select your Group.
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3
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Open Group Membership Settings
Click the group name and open the Members or Manage Group option.
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4
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Add Members
- Click Add Members
- Search for staff by name or email
- Select the user(s) and click Add
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Remove Members
- Locate the user in the member list
- Select Remove next to their name
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6
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Adjust Roles
- Change a user between Owner and Member
- Owners have administrative control
- Members have standard access
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Role Definitions
| Role |
Permissions |
| Owner |
Manage members, change roles, update settings, delete the group |
| Member |
Access files, email, calendar, and participate in group activities |
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Best Practice: Always have at least two group owners to ensure continuity if one owner is unavailable. |
Additional Notes
- Changes made in Outlook apply to all Microsoft 365 services (Teams, SharePoint, etc.)
- If you cannot manage members, confirm your ownership status with IT