For Staff

🧭 Purpose

To guide Microsoft 365 Group members and owners on how to send an email to a Microsoft 365 Group using Outlook, ensuring messages are delivered to the group inbox and visible to all group members.

✅ Prerequisites

• You must be a member of the Microsoft 365 Group.
• The group must be mail‑enabled.
• You must have access to Outlook on the web or desktop.
• The group must allow members to post (default behavior).

ℹ️ If you need to send as the group address, see the related KB: Sending an Email as the M365 Group.

🛠️ Step‑by‑Step Instructions

1	Open Outlook Go to https://outlook.office.com, or Open the Outlook desktop app (New Outlook or Legacy Outlook)
2	Locate the Group In Outlook Web or New Outlook: Select Groups from the left navigation pane. Click the Microsoft 365 Group you want to email. In Legacy Outlook: Expand Groups in the folder list. Select the desired group.
3	Start a New Group Conversation Click New conversation (Outlook Web / New Outlook), or Click Send Email / New Conversation from the group ribbon (Legacy Outlook). ✅ This automatically addresses the message to the group email address. (See Screenshot in step 4)
4	Compose Your Message Enter a subject and message body. Attach files or include links as needed. Files can be attached directly or shared from OneDrive or SharePoint.
5	Send the Email Click Send. 📬 The message will: Be delivered to the group inbox Be visible to all group members Allow replies to stay within the group conversation

🖼️ Outlook Examples

New Outlook / Outlook on the Web

(Screenshot placeholder – Group “New conversation” button)

Legacy Outlook

(Screenshot placeholder – Send Email from Group ribbon)

🧩 Tips for Group Email Management

• ✅ Use clear subject lines for easier tracking.
• ✅ @mention group members to draw attention.
• ✅ Attach files using cloud links instead of local uploads.
• ✅ For announcements, consider:
  • Posting in the Group
  • Creating a Group Calendar event
  • Pinning important messages (if available)

🛡️ Troubleshooting

• Can’t post to the group?
  • Verify you are a group member.
  • Some groups restrict posting to owners only.
• Group not visible in Outlook?
  • Ensure the group is not hidden from Outlook.
• Messages going to individual inboxes only?
  • Check group subscription settings.

➡️ If issues persist, submit a ticket in TDX.