M365 Groups List

Microsoft 365 Groups are used for collaboration between users, both inside and outside your company. They include collaboration services such as SharePoint and Planner. Microsoft Teams uses Microsoft 365 Groups for membership.

• Distribution groups are used for sending email notifications to a group of people.
• Security groups are used for granting access to resources such as SharePoint sites.
• Mail-enabled security groups are used for granting access to resources such as SharePoint, and emailing notifications to those users.
• Shared mailboxes are used when multiple people need access to the same mailbox, such as a company information or support email address.
• Dynamic distribution groups are created to expedite the mass sending of email messages and other information within an organization.

 

Microsoft 365 Groups - Overview:

                                            

 

 

What is a Microsoft 365 Group?

A Microsoft 365 Group is a powerful collaboration feature that enables teams to share resources and work together efficiently. It provides a unified group identity that grants members access to shared resources in Microsoft 365.

 

Key Features of Microsoft 365 Groups

When you create a Microsoft 365 Group, the following resources are automatically provisioned:

- Shared Outlook Inbox: A mailbox for group emails

- Shared Calendar: A calendar for group events

- SharePoint Site: For storing and managing files

- Planner: For organizing work and tasks

- OneNote Notebook: Shared note-taking

- Power BI Workspace (optional)

- Microsoft Teams (if created via Teams): Includes chat, channels, and file collaboration

 

How Microsoft 365 Groups Work

Membership Types:

- Private: Only approved members can access

- Public: Anyone in the org can join

Group Creation Sources:

- Outlook: For email collaboration

- Teams: For chat-based work

- SharePoint: Site-centric collaboration

- Planner: Task management

- Yammer: Community collaboration

Admin and Management Capabilities

- Managed via Microsoft 365 Admin Center, Azure AD, PowerShell, or Graph API

- Supports lifecycle and naming policies

- Guest access is supported

- Admins: Global and Group Admins

Benefits of Using M365 Groups

- Centralized resource management

- Seamless cross-app collaboration

- Easy permissions management

- Deep integration with Microsoft Teams

M365 Group vs Other Group Types

Comparison:

- M365 Group: Collaboration & access control (Mail-enabled: Yes, Security: Partially)

- Distribution List: For email only (Mail-enabled: Yes, Security: No)

- Mail-enabled Security Group: For email + access (Mail-enabled: Yes, Security: Yes)

- Security Group: Access control only (Mail-enabled: No, Security: Yes)

 

Lab Practice :

1. Access the Microsoft 365 Admin Center or an App:

• Admin Center: Navigate to the Microsoft 365 admin center and find the "Teams & groups" section, then select "Active teams & groups"

  You can create M365 group from Outlook on the web or MS Teams app

Provide Group Details:

• Name: Choose a descriptive name that reflects the group's purpose. 
• Description: Add a description to help others understand the group's function
• Select "Microsoft 365 group" as the type. This is recommended for collaboration and communication, allowing for features like Teams, shared files, and calendars
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4. Add Members:

• You can add members during the creation process or later.
• Search for and select the members you want to add.
• You can also add other groups as members. 

5. Complete the Process:

• Click "Create" or "Finish" to finalize the group creation.

 

 

 

 

 

2.Distribution list (or distribution group)

• A list of email addresses grouped under a single name.
• Primarily used for one-way broadcasting of information to a group of people at once.
• When an email is sent to the distribution list's address, it's delivered to all members in the group.
• Replies from members typically go to the original sender, not the entire group.
• Does not offer collaboration features like shared calendars or task assignment.
• Less expensive than shared mailboxes because it doesn't require extra storage or management resources.
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No, a license is not required to create and manage distribution groups, also known as distribution lists

3.Shared Mailbox in Microsoft 365

What is a Shared Mailbox?

 

A Shared Mailbox in Microsoft 365 (M365) is a collaborative email account that allows multiple users to access and manage a single email address, such as “info@company.com” or “support@company.com.” It is designed for team-based email communication, enabling groups to read, respond to, and send emails from a common account without requiring individual logins.

Key Features of a Shared Mailbox

• Centralized Email Access: Multiple users can access the inbox, sent items, and other folders.
• No License Required: Shared mailboxes do not need a separate M365 license (up to 50 GB storage).
• Shared Calendar: Includes a calendar for group-related event scheduling.
• Permissions-Based Access: Admins control who can read, send, or manage emails.
• Send-as and Send-on-behalf: Users can send emails as the shared mailbox or on its behalf, based on permissions.
• Outlook Integration: Accessible via Outlook (desktop, web, or mobile) for seamless collaboration.

How Shared Mailboxes Work

• Creation: Admins create shared mailboxes via the Microsoft 365 Admin Center, Exchange Admin Center, or PowerShell.
• Access: Users with permissions can add the shared mailbox to their Outlook profile or access it via Outlook on the web.
• Permissions:
• Full Access: Read, send, and delete emails.
• Send As: Send emails as the shared mailbox address.
• Send on Behalf: Emails show as sent by the user on behalf of the shared mailbox.
• Storage: Offers 50 GB by default (expandable to 100 GB with an Exchange Online Plan 2 license).
• No Password: Access is granted through user permissions, not separate credentials.

Shared Mailbox vs. Microsoft 365 Group Mailbox

Feature	Shared Mailbox	Microsoft 365 Group
Purpose	Email access and management	Broad team collaboration
Resources	Email and calendar	Email, calendar, SharePoint, Planner, Teams, OneNote
Guest Access	Not supported	Supported (public/private groups)
Use Case	Departmental emails, customer support	Team projects, cross-app collaboration

Common Use Cases

• Customer Support: Teams managing “support@company.com” for inquiries.
• Departmental Emails: HR or sales using a shared email like “hr@company.com.”
• Project Teams: Temporary email accounts for project-specific communication.

Management

• Tools: Managed via Microsoft 365 Admin Center, Exchange Admin Center, or PowerShell.
• Features: Supports auto-mapping (automatic access in Outlook) and conversion from user mailboxes.
• Security: Includes audit logs and compliance settings (e.g., retention policies).

For detailed setup instructions, refer to the Microsoft 365 Admin Center or official documentation at https://learn.microsoft.com.

 

 

 

What is a Dynamic Distribution Group In M365:

 

A Dynamic Distribution Group in Microsoft 365 (Exchange Online) is a type of distribution group that automatically adds or removes members based on filters and rules, instead of manually adding users.
   

 

In the EAC, you can create DDGs with only pre-canned filters.

To create a DDG in EAC, perform the following steps:

1. In the EAC, select Recipients > Groups.
2. Select Add a group and follow the instructions in the Details pane.

• Under Choose a group type section, select Dynamic distribution and select Next.

• Under Set up the basics section, enter the details and select Next.

3. Under Assign Users section, select the group owner from the Owner drop-down list.
4. Use the Members section to specify the types of recipients for the group and to set up rules that determine membership. Select one of the following boxes:

• All recipient types: Select this checkbox to send messages that meet the criteria defined for this group to all recipient types.

• Only the following recipient types: Select this checkbox to send messages that meet the criteria defined for this group to one or more of the following recipient types:

• Users with Exchange mailboxes: Select this checkbox if you want to include users that have Exchange mailboxes. Users that have Exchange mailboxes are those users that have a user domain account and a mailbox in the Exchange organization. Resource mailboxes are also included.

• Mail users with external email addresses: Select this checkbox if you want to include users that have external email addresses. Users that have external email accounts have user domain accounts in Active Directory, but use email accounts that are external to the organization. This enables them to be included in the global address list (GAL) and to be added to distribution lists.

• Resource mailboxes: Select this checkbox if you want to include Exchange resource mailboxes. Resource mailboxes allow you to administer company resources through a mailbox, such as a conference room or a company vehicle.

• Mail contacts with external email addresses: Select this checkbox if you want to include contacts that have external email addresses. Contacts that have external email addresses don't have user domain accounts in Active Directory, but the external email address is available in the GAL.

• Mail-enabled groups: Select this checkbox if you want to include security groups or distribution groups that have been mail-enabled. Mail-enabled groups are similar to distribution groups. Email messages that are sent to a mail-enabled group account will be delivered to several recipients.

What is  security group In M365?

 

 

Microsoft 365 offers several types of groups for managing access and communication. Two important types are Security Groups and Mail-Enabled Security Groups. Understanding their differences helps ensure the right group type is used for access management and communications.

Security Groups

• Purpose: Manage access to resources like SharePoint sites, documents, and applications.
• Email Capabilities: Not mail-enabled by default—you cannot send emails to all group members using the group name.
• Membership: Can include users and devices; supports dynamic membership via Microsoft Entra ID (Azure AD).
• Administration: Managed mainly in the Microsoft 365 admin center or Azure Active Directory.
• Use Case: Granting permissions to resources without the need for group-based email communication.

 

Mail-Enabled Security Groups

• Purpose: Provide resource access controls and also function like a distribution list; allows sending email to all members.
• Email Capabilities: Mail-enabled—any email sent to the group’s address reaches all members.
• Membership: Only users can be members; cannot include devices or use dynamic membership.
• Administration: Managed in the Exchange Admin Center or with PowerShell; cannot be dynamically managed via Entra ID.
• Use Case: When you need both resource access permissions and the ability to communicate with the group via email
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When to Use Which?

• Security Group: Use when the goal is to manage access permissions for resources without emailing group members.
• Mail-Enabled Security Group: Ideal when you need to control access and also communicate with members as a group via email, but do not require dynamic membership or device inclusion