What is a Microsoft 365 Group? The Ultimate Explanation

Among a wide range of collaboration features that Microsoft 365 offers, Microsoft 365 Group is one.

Similar to SharePoint Online, Microsoft 365 Groups provide teams with a robust collaboration platform. However, it is quite different from SharePoint Online and Distribution lists.

This article provides the ultimate explanation of Microsoft 365 Groups and helps you understand everything about it, including usage tips.

What is a Microsoft 365 Group? The Ultimate Explanation

What is a Microsoft 365 Group?

A Microsoft 365 Group is a shared group where multiple team members can be added. Microsoft 365 admins can create Microsoft 365 Groups and add team members to share access to shared resources like document libraries, shared mailboxes, calendar, etc.

And from this fact, it is evident that Microsoft 365 Groups can be integrated with various Microsoft 365 apps, such as:

  • Outlook
  • SharePoint Online
  • Teams
  • Planner

Key Benefits of Microsoft 365 Groups

There are many benefits your company can gain from creating and using dedicated Microsoft 365 Groups. Here are some of them:

1. Eliminates Context Switching

Microsoft 365 Groups can help users avoid context switching by providing the needed apps and shared resources under a single roof of a shared workspace. By eliminating context switching, users can significantly improve their productivity.

2. Improved Collaboration Between Team Members and Teams

With Microsoft 365 Groups, members of a single team or multiple teams can collaborate dedicatedly with features such as: task tracking, real-time document editing, and more.

3. Allows Multiple Access Options

Microsoft 365 Groups also provide group members with the option to collaborate from various types of devices, including computers, phones, and tablets.

How to Create Micrsoft 365 Groups?

There are two ways to create Microsoft 365 Groups:

1) Using Microsoft 365 Admin Center

2) Using Outlook

1) Create Microsoft 365 Groups Using Microsoft 365 Admin Center

Here’s a flowchart that show the process of creating Microsoft 365 Groups using the Microsoft 365 admin center:

Creating a Microsoft 365 group Using Microsoft 365 Admin center

2) Create Microsoft 365 Groups Using Outlook

Here’s a flowchart that show the process of creating Microsoft 365 Groups using Outlook:

Creating a Microsoft 365 group in out look

Differences Between Microsoft 365 Groups and Distribution Lists

When it comes to Microsoft 365 Groups, many people have doubts on whether it is the same as Distribution lists. The answer is, it is not.

To help you understand the differences between the two, we have created this simple and brief Microsoft 365 Group vs Distribution List table:

Feature Microsoft 365 Group Distribution List
Functionality For collaboration across various apps and shared resources among team members. For broadcasting emails only.
Integration Integrates with various Microsoft 365 apps like SharePoint Online, Outlook, etc. Limited to email communication only.
Two-Way Collaboration Supports collaboration inputs from all team members. Designed only for one-way email communication.
File Sharing and Management Supports extensive file sharing and management. Not supported.

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