SOP: Sending an Email Using Microsoft 365 Group (As the Group)

🧭 Purpose

To guide Group Owners in sending emails from the Microsoft 365 Group address, ensuring consistent communication and visibility across the organization.

✅ Prerequisites

• You must be an Owner of the Microsoft 365 Group.
• The group must be mail-enabled.
• You must have Send As permissions for the group (configured by your Microsoft 365 admin).

🛠️ Step-by-Step Instructions

1. Open Outlook (Web or Desktop)

• Go to https://outlook.office.com or launch the Outlook desktop app.

2. Start a New Email

• Click New Message.

3. Edit the “From” Field

• In Outlook Web:

  • Click the ellipsis (...) next to the “From” field.
  • Select “Show From” if it’s not already visible.
  • Click the From dropdown and choose “Other email address…”.
  • Type or select your Microsoft 365 Group email address (e.g., groupname@yourdomain.com).

• In Outlook Desktop:

  • Click Options > From to reveal the “From” field.
  • Click the From dropdown and choose “Other E-mail Address…”.
  • Enter the Group email address and click OK.

🛡️ If the group address doesn’t appear or you get a permission error, contact your Microsoft 365 admin to grant Send As rights for the group.

4. Compose Your Message

• Add a subject line and write your message.
• Attach any relevant files or links.

5. Send the Email

• Click Send.
• The email will be sent from the group address, and replies will go to the group inbox.

🧩 Tips for Group Email Management

• Use @mentions to highlight specific members.
• Use categories or tags for organizing messages.
• For announcements, consider using Group Calendar events with email reminders.