Add, edit, and remove members of a Microsoft 365 Group

Questions

  • How do I add people to a Microsoft 365 Group?
  • How do I remove someone from a Microsoft 365 Group?
  • How do I make someone a group owner?
  • How do I add someone from outside Bowdoin to a group?
  • How do I manage group membership in Outlook?
  • Can members add other members, or only the owner?

Environment

This article applies to current Bowdoin faculty and staff who own or manage a Microsoft 365 Group.

  • Platform: Outlook for Windows (new Outlook) and Outlook Online at outlook.office.com
  • Permissions note: Any group member can invite others to join, but only a group owner can remove members or assign new owners.
  • Not covered: Microsoft 365 Distribution Groups — see Manage a Microsoft Distribution Group you own for those

Resolution

All of the following steps start from the same place — your Groups panel in Outlook:

  1. In the left navigation bar, select Groups.
  2. In the left panel under Groups, select the group you want to manage.
  3. Under the group name, click the text showing the number of members (for example, "5 members") to open the membership panel.

Add a member

  1. Click Add members.
  2. Type the name or email address of the person you want to add and select them from the results.
  3. Click Add.

Make a member a group owner

It is recommended to have at least two group owners so that the group can be managed if one owner is unavailable.

  1. In the member list, find the person you want to promote.
  2. Click the arrow next to their Member role label.
  3. Select Owner from the drop-down menu.

Remove a member

  1. In the member list, find the person you want to remove.
  2. Click Remove from group next to their name.
  3. Click Yes to confirm.

Add a guest (person outside Bowdoin)

Group owners can add guests — people with non-Bowdoin email addresses — to a Microsoft 365 Group. Guests receive a welcome email and gain access to the group's shared inbox.

  1. Click Add members.
  2. Enter the guest's full external email address.
  3. Click Add. The guest will receive an invitation email.
Need to update a guest's email address? Microsoft does not allow direct editing of a guest's email once added. See Reinvite a Guest to a Microsoft 365 Group Using a New Email Address in the Related Articles section for the remove-and-re-invite process.

Additional Help

If you need further assistance, you have several options:

  • Bowdoin Bot: Chat with Bowdoin Bot directly from any KB page for instant answers.
  • Phone: Call the Bowdoin College Service Desk at (207) 725-3030.
  • In person: Visit the Tech Hub in Smith Union during business hours.
  • Submit a ticket: Request assistance through the Service Catalog.

Additional Resources

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Related Articles (6)

Create a Microsoft 365 Group in Outlook for Windows
Step-by-step instructions for creating a new Microsoft 365 Group in Outlook for Windows, including setting the group name, email address, privacy level, and adding initial members.
Leave or unsubscribe from a Microsoft 365 Group in Outlook
How to leave a Microsoft 365 Group in Outlook for Windows, Outlook Online, and the Outlook mobile app, including what to do if you cannot leave a group or want to stop receiving emails without fully leaving.
Manage a Microsoft Distribution Group you own
How to add or remove members from a Microsoft 365 Distribution Group you own in Outlook Online, using the Microsoft 365 admin portal for distribution groups.
Microsoft 365 Groups and Distribution Groups — what's the difference?
Explains the difference between Microsoft 365 Groups and Microsoft 365 Distribution Groups at Bowdoin, including what each type can do, who can be a member, and how to request or create one.
Reinvite a Guest to a Microsoft 365 Group Using a New Email Address
To update a guest user's email address in a Microsoft 365 Group, the guest must be removed and re-invited using the new email, as direct email editing is not supported. After reinvitation, shared content may need to be re-shared and access permissions reviewed to ensure continuity.
Send an Email to a Microsoft 365 Group
How to send an email to a Microsoft 365 Group at Bowdoin, including how to find the group's email address and what to do if you receive a message rejection.