Group Owner Guide

For CCS staff who manage Microsoft 365 group membership and access

Overview

Some CCS staff members are designated as owners of Microsoft 365 groups. These groups are commonly used to manage access to important district resources and services.

Microsoft 365 Groups may be used to control access to:

• Web applications
• SharePoint sites
• Shared folders and resources
• Email distribution groups
• Microsoft Teams and collaboration spaces

If you are a group owner but do not have access to administrative management tools, you can still manage many group functions through the My Groups self-service portal.

My Groups provides a simple way to review membership, grant access, remove access, and review group details without requiring advanced technical permissions.

What Is My Groups?

My Groups is Microsoft's self-service group management portal that allows designated group owners to manage memberships without requiring administrator privileges.

Using My Groups, you can:

• View groups you own.
• Review groups you belong to.
• Add new members.
• Remove members who no longer require access.
• Review group ownership and membership.
• Manage access tied to specific security or Microsoft 365 groups.

The portal is designed for everyday staff members and does not require advanced technical knowledge.

When You Should Use My Groups

Group owners should use My Groups whenever they need to manage access for staff members.

• Grant access to SharePoint sites, applications, or resources.
• Remove access when staff members leave a role or department.
• Review who currently has access to a resource.
• Maintain accurate membership lists for compliance and security purposes.
• Support new staff onboarding activities.

Accessing the My Groups Portal

To access the My Groups self-service portal:

1. Open a web browser.
2. Navigate to My Groups – Groups I Own.
3. Sign in using your CCS account.

After signing in, you can review:

• Groups I Own – Groups that you manage.
• Groups I Belong To – Groups where you are a member.
• Group membership details and ownership information.

Managing Group Members

Group owners are responsible for keeping memberships accurate and ensuring appropriate access is maintained.

Add a Member

• Select the group from Groups I Own.
• Open the Members section.
• Select Add Members.
• Search for the staff member by name.
• Select the appropriate user.
• Choose Add to complete the update.

New members typically receive access shortly after the membership change is saved.

Remove a Member

• Open the desired group.
• Select Members.
• Locate the member to remove.
• Select Remove.

Removing a member removes access to resources controlled by that group.

Group Details You Can Review

The My Groups portal allows owners to view important information about the groups they manage.

• Group Name
• Description
• Group Owners
• Group Members
• Group Type (Microsoft 365 Group or Security Group)

Important Limitations

Certain groups may have restrictions that prevent self-service membership management.

• Group owners cannot change the group type.
• Some groups are managed automatically through synchronization or automation.
• Dynamic groups may not allow manual membership updates.
• Certain IT-managed groups may restrict self-service changes.

Quick Reference

Need Help?

If you cannot locate a group, cannot manage membership, or need assistance using the My Groups portal:

• Contact the CCS IT Service Desk.
• Provide the group name.
• Describe the action you are attempting to perform.
• Include any error messages or screenshots if available.