SOP: Sending an Email to a Microsoft 365 Group from Outlook

For staff

Overview

Sending an email to a Microsoft 365 Group allows you to communicate with all members at once while keeping the conversation organized in a shared group inbox.

This method ensures messages are visible to the entire team and can be referenced later.

Before you start

• You must be a member of the Microsoft 365 Group
• The group must be mail-enabled
• You must have access to Outlook (Web or Desktop)
• The group must allow members to post (default setting)

Step-by-step instructions

1	Open Outlook Go to Outlook Web Or open the Outlook desktop app
2	Locate the Group In Outlook Web or New Outlook: Select Groups in the left navigation Choose the group you want to email In Legacy Outlook: Expand Groups in the folder list Select the group
3	Start a New Group Message Click New conversation (Outlook Web / New Outlook) Or click Send Email / New Conversation (Legacy Outlook) This automatically addresses the message to the group.
4	Compose Your Message Add a subject and message Attach files or include links Use OneDrive or SharePoint links for shared files
5	Send the Email Click Send After sending: The message appears in the group inbox All members can view the conversation Replies stay within the group thread

Best Practices

• Use clear and descriptive subject lines
• Use @mentions to highlight important recipients
• Share files using links instead of attachments
• Use group conversations for team communication (not individual emails)

Troubleshooting

• Cannot post to the group?
  • Confirm you are a member
  • Some groups allow only owners to post
• Group not visible?
  • It may be hidden or not joined
• Messages not appearing correctly?
  • Check your group subscription settings

If issues continue, submit a request through the IT Help Desk.