Add and remove group members in Office 365

As projects come and go, so too will your group members. Undoubtedly, you'll need to add and remove members over the life of the group; you might even need to add or remove group owners.

Any member of a public group can add others to the group, but only the group owner can remove them. By default, the group owner is the person who created the group but others can be assigned this role as well.

Applies to    This article applies groups in Outlook on the web (Office 365). If you're using groups in Outlook 2016, see Add a member to an existing group in Outlook 2016.

  1. Open Outlook on the web.

  2. In the navigation pane, under Groups, select your group.

    Left nav from Outlook in Office 365

  3. In the group header, select Member icon in groups .

  4. Choose the Add members button.

    Add member button

  5. Enter the name of a person in your organization who you want to add. The member must have a user mailbox within your Office 365 tenant. As you type, suggestions will be displayed. Select the appropriate person. To add multiple members, start typing the next name after each selection.

    Add a group

  6. Choose Save.

When you add guests, also known as external users, to a group, you're granting them access to all information within the group. This includes emails, calendar, project notes, project files, and project plans. Guests don't see a Groups node in their navigation pane in Outlook but do receive group emails and links to files through their inbox.

The groups header indicates when guest users are included in the group. Indicators include text and a globe icon, as shown in this example.

Visual indicators that guests are included in the group

The members page also includes visual indicators to differentiate guest members.

Visual indicator on guest member

When you invite a guest to join a group, they will be notified by email that they've been added. They'll begin to receive group conversations and calendar events in their inbox. But guest members do have limitations as to what they can see and do in a group. For example, guests can't:

  • Be group owners

  • View the global address list

  • View all information on group member contact cards

  • View membership of the group

The group owner can revoke guest access at any time.

To add guests to a group

  1. Open Outlook on the web.

  2. In the navigation pane, under Groups, select your group.

  3. In the group header, select The More Actions icon > Members.

  4. Enter the email address of the guest.

  5. Select Search Directory. You'll see a message that explains what access you're granting to the guest.

    Warning message about adding guests to groups

  6. Choose Save.

Group owners can add guests to the group using the Outlook Groups mobile app. How do I know if I'm a group owner? Once added to the group, the guest will receive groups conversations and calendar invitations in his or her inbox. Guests cannot use the Outlook Groups mobile app.

To add guests with the mobile app on Android

  1. Open the Outlook Groups mobile app on your Android device.

  2. Tap the name of the public group to which you'll add members. Guests can't be added to private groups.

  3. In the header, tap the members button.

    Members button on the Groups app for Android

  4. Tap Add members button in the groups app for Android .

  5. Enter the email address of the guest you want to add and tap Search directory. A globe icon indicates the member is a guest.

    The globe icon indicates the group member is a guest

  6. Tap Save.

To add guests with the mobile app on iOS

  1. Open the Outlook Groups mobile app on your iOS device.

  2. Tap the name of the public group to which you'll add members. Guests can't be added to private groups.

  3. Tap the members icon.

    Tap the members icon to add guests

  4. Tap Add, and, if asked, tap OK to allow groups to access your contacts.

  5. Type the email address of the guest > Done. A globe icon indicates the member is a guest.

To add guests with the mobile app on Windows Phone

  1. Open the Outlook Groups mobile app on your Windows Phone.

  2. Tap the name of the public group to which you'll add members. Guests can't be added to private groups.

  3. In the group header, tap Public group.

    Tap public group to add members

  4. Tap Add member button on Outlook Groups for Windows Phone

  5. Type the email address of the guest > Save Button on Outlook Groups for Windows Phone . A globe icon indicates the member is a guest.

You must be a group owner to remove members. How do I know if I'm a group owner?

  1. Under the group header, click All to see all of the group members.

    Groups header with All button highlighted

  2. Hover over the name of the member you want to remove, and then click The More Actions icon > Remove from group.

  1. Under the group header, select Owners to see all of the group owners.

    Groups header with Owners link highlighted

You have to be a group owner to promote one of your group members.

  1. Under the group header, select All.

    Groups header with All button highlighted

  2. Hover over the name of the member you want to promote and choose The More Actions icon >Make owner.

When demoting an owner to member status, keep in mind that the group must have at least one owner. Only group owners can demote.

  1. Under the group header, select Owners.

    Groups header with Owners link highlighted

  2. Hover over the name of the member you want to promote and select The More Actions icon > Remove owner status.

See Also

Guest access in Office 365 Groups

Delete a group

Leave or unsubscribe from a group

Learn about Office 365 groups

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