Office 365 groups give administrators a method to centralize governance and permissions across multiple Microsoft products, and apply policies at a team level rather than product level. Creating this centralized space gives users a common set of resources that they can share across their Office 365 tenant. Most Office 365 groups that get created, get created with the following resources:

  • Outlook Exchange Mailbox
  • Outlook Calendar
  • SharePoint Modern Team Site Collection
  • Planner Instance
  • OneNote Shared Notebook
  • Power BI Workspace
  • Yammer Group

Why Use Office 365 Groups?

Office 365 groups aim to provide the right set of tools from across the Microsoft stack to the right users at the right time. These Office 365 groups can be created without IT getting involved, which enables a self-service model that allows users to meet the challenges at hand with the right software.

How to Create an Office 365 Group

Prior to Office 365 groups existing, an IT administrator would have to go and provision each individual workload as well as set the appropriate permissions which is incredibly time intensive. Now, users can simply create a SharePoint site or a Yammer Group and behind the scenes, Microsoft will automatically provision all of the other aspects of an Office 365 groups with the appropriate permission levels.

Office 365 groups can be created by the end user in a number of different ways, the following represent just a subsection of that total:

  1. Outlook – Users can often create Groups from inside their Outlook client.
  2. SharePoint – If a user creates a Team site, an Office 365 group is provisioned.
  3. OneDrive – Users can create a Shared Library which will also create an O365 group
  4. Teams – When a user creates a new Team, a Team is created with an Office 365 group.
    1. Users can also choose to connect a Team to an existing Office 365 group
  5. Power BI – Creating a new app workspace, will also create a new Office 365 group.

Benefits of Office 365 Groups

A few of the benefits of using Office 365 groups include:

  • A shared calendar that can be viewed easily from inside of Outlook
  • Centralized management of user access levels
  • Track and manage conversations that are taking place across the Group
  • Each Office 365 Group has a shared mailbox that has a searchable history, allowing new members to come up to speed quickly


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