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Summary: This article explains how Microsoft 365 Group Owners can add or remove members and manage ownership roles using Outlook on the web.
For Group Owners and School/Department Leadership
Overview
Microsoft 365 Group Owners are responsible for managing membership and ensuring the correct staff members have access to shared resources such as email, files, calendars, Planner, SharePoint, and Microsoft Teams.
Because Microsoft 365 Groups are connected services, membership changes made to the group automatically apply across all associated Microsoft 365 resources.
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Member changes made within a Microsoft 365 Group automatically synchronize to Teams, SharePoint, Planner, Outlook Groups, and other connected resources. |
Requirements
Before managing a Microsoft 365 Group, verify the following:
- You are assigned as a Group Owner.
- The Microsoft 365 Group is visible in Outlook.
- You are using Outlook on the web, which provides the full group management experience.
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Important: If you do not see member management or owner management options, verify that you are listed as a Group Owner. |
Step-by-Step Instructions
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Open Outlook on the Web
Go to Outlook and sign in with your CCS account.
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Select the Group
Locate and select the Microsoft 365 Group from the Outlook navigation pane.
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Open Membership Management
Select the group name and open the Members, People, or Manage Group option.
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4
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Add Members
- Select Add Members.
- Search by name or email address.
- Select the user or users to add.
- Choose Add to save the membership change.
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Remove Members
- Locate the user within the membership list.
- Select Remove beside the member name.
- Confirm the removal if prompted.
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Manage Ownership Roles
- Promote members to Owner when administrative access is required.
- Demote owners back to Member when appropriate.
- Review ownership periodically to ensure continuity.
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Role Definitions
| Role |
Permissions |
| Owner |
Manage members, assign owners, update settings, and administer group resources. |
| Member |
Access group email, files, calendar, Teams, Planner, and participate in group activities. |
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Best Practice: Maintain at least two Group Owners to ensure group administration can continue if one owner is unavailable. |
What Happens When Membership Changes?
Membership updates automatically flow to connected Microsoft 365 services.
- Microsoft Teams membership is updated.
- SharePoint site permissions are updated.
- Group mailbox access is updated.
- Planner assignments and access are updated.
- Group calendar visibility is updated.
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Managing membership in one location helps ensure access remains synchronized across all Microsoft 365 services associated with the group. |
Need Help?
If you are unable to add members, remove members, or change ownership roles:
- Verify that you are listed as a Group Owner.
- Confirm you are using Outlook on the web.
- Review the group membership list for existing permissions.
- Contact the CCS IT Help Desk for assistance.
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Proper membership management helps maintain secure access to Microsoft 365 resources while supporting collaboration across schools, departments, and teams. |