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🧭 Purpose
To guide Group Owners in adding or removing members and adjusting roles within a Microsoft 365 Group using Outlook.
✅ Prerequisites
- You must be an Owner of the Microsoft 365 Group.
- The group must be visible in Outlook and mail-enabled.
- You must have access to Outlook Web (desktop version does not support member management).
🛠️ Step-by-Step Instructions
1. Open Outlook Web
- Navigate to https://outlook.office.com/.
2. Access the Group
- In the left navigation pane, scroll to Groups.
- Select the Microsoft 365 Group you want to manage.
3. Open Group Settings
- Click the group name to open its Group card.
- Select Members or Manage Group.
4. Add Members
- Click Add Members.
- Search for users by name or email.
- Select the user(s) and click Add.
5. Remove Members
- In the member list, locate the user you want to remove.
- Click the trash icon or Remove next to their name.
6. Adjust Roles (Owner vs. Member)
- In the member list, click the dropdown next to a user’s name.
- Choose Owner to grant administrative privileges.
- Choose Member to assign standard access.
🧩 Role Definitions
| Role |
Permissions |
| Owner |
Can add/remove members, change roles, manage group settings, delete the group |
| Member |
Can participate in conversations, access files, and view calendar events |
🛡️ Best Practice: Always have at least two Owners to ensure continuity and backup management.
📌 Notes
- Changes made in Outlook Web sync across Microsoft 365 (Teams, SharePoint, etc.).
- If you don’t see the option to manage members, confirm you’re listed as an Owner in the Microsoft 365 Admin Center.