Unlocking the Power of Microsoft 365 Groups

Introduction

Many users of SharePoint Online and Microsoft Teams are unaware of the full value that Microsoft 365 (M365) Groups bring to the table. While SharePoint and Teams are often seen as standalone collaboration tools, their true potential is unlocked when used in tandem with M365 Groups. This article explores the practical benefits of M365 Groups—especially the shared mailbox, Outlook integration, and simplified membership management—and how they can transform the way teams work.

A Unified Space for Collaboration

When you create a Team in Microsoft Teams or a modern SharePoint Team Site, an M365 Group is automatically created in the background. This group acts as a virtual work environment that lets members keep everything related to a topic linked together: files, emails, notes, chats, and schedules. Most people only know of M365 Groups through using Teams, but there is much more to them.

Microsoft 365 Group

Shared Mailbox and Calendar: The Hidden Gems

One of the most overlooked features of M365 Groups is the shared mailbox and calendar that come with every group. These are accessible directly through Outlook under the Groups section. When members send email to the group mailbox, it creates a shared repository of email that any new member can reference when they join. Members can easily get cc’d in their personal inbox by choosing to Follow the mailbox.

Follow Emails

The shared calendar allows teams to schedule and track meetings without relying on individual calendars. This is especially useful for recurring team syncs or project milestones.Additionally, group files, conversations, and calendar events are all accessible from Outlook, providing a familiar interface for users who prefer email-based workflows.

For example, a project may start with a SharePoint Team site and have all members send email to the Group mailbox. As the project team changes, previous members lose access to the Group Mailbox and new members gain access; maintaining continuous knowledge transfer.

Simplified Membership Management

Managing access to SharePoint sites or Teams channels can be cumbersome when done manually. M365 Groups streamline this process by allowing the Group Owner to add and remove members in the M365 Group allowing them to automatically gain access to the linked SharePoint site, Teams workspace, Planner board, and Outlook resources. Unlike SharePoint site permissions, which can be confusing, Groups only have two roles: Owner and Member making it much easier to manage permissions.

Imagine onboarding a new team member: instead of adding them to multiple tools individually, you simply add them to the M365 Group—and they’re ready to go.

Conclusion

Microsoft 365 Groups are more than just a background feature—they are the glue that binds your collaboration tools together. By understanding and leveraging M365 Groups, teams can work more efficiently, communicate more clearly, and manage access with confidence.