Group Owner Guide

For all CCS staff who manage access to Microsoft 365 groups

Overview

Some CCS staff members are designated as owners of Microsoft 365 groups. These groups are used to control access to important resources such as:

• Web applications
• SharePoint sites
• Shared folders
• Email distribution lists

If you are a group owner but do not have access to administrative tools, you can still manage your group using the My Groups portal.

This portal is the primary self-service option for updating group membership and reviewing access.

What Is My Groups?

My Groups is a Microsoft self-service portal that allows staff to view and manage the groups they own without needing IT-level access.

Using My Groups, you can:

• View groups you own or belong to
• Add new members
• Remove members who no longer need access
• Review group membership and details
• Manage access to resources tied to the group

My Groups is safe to use and designed for non-technical users.

When You Should Use It

You should use My Groups when:

• You need to grant someone access to a SharePoint site or application
• A staff member leaves or changes roles
• You are responsible for keeping access lists updated
• You need to review who currently has access

If you do not see a group you expected to manage, contact the CCS IT Service Desk.

How to Access My Groups

1. Open a web browser
2. Go to My Groups – Groups I Own
3. Sign in with your CCS account

After signing in, you will see:

• Groups I Own – groups you manage
• Groups I Belong To – groups you are part of
• Any pending or requested group access

Managing Group Members

Group owners are responsible for keeping membership accurate.

Add a Member

• Select the group from Groups I Own
• Open the Members section
• Click Add members
• Search and select the user
• Select Add

The new member will gain access to associated resources almost immediately.

Remove a Member

• Open the group
• Go to Members
• Locate the user
• Select Remove

Removing a member immediately removes their access to all group-controlled resources.

Group Details You Can View

• Group name
• Description
• Owners
• Members
• Group type (Microsoft 365 or Security)

Important Limitations

• You cannot change group type
• Some groups are managed automatically (dynamic or synced groups)
• Some groups may not allow manual membership changes

Quick Reference

Add someone:

• Open My Groups → Select group → Members → Add

Remove someone:

• Open group → Members → Remove

View access:

• Open group → Review members list

Need Help?

If you cannot find your group or need assistance:

• Contact the CCS IT Service Desk
• Provide the group name
• Describe the change you are trying to make