Know Google Groups? Use Microsoft 365 Groups in Outlook

Start with your group

Microsoft describes Groups as access to “files, emails, events, and member management” (Groups in Outlook). If you know a group as an email address, start there; Microsoft 365 also brings the shared calendar and files into the same workspace.

1. Open Outlook on the web and sign in with your VT account.
2. Select Groups in the navigation bar (under More apps if needed), then open AAD AI Users Group.
3. Use the group’s email, calendar, files, and membership areas for the tasks below.

Our example is AAD AI Users Group, with the address AAD_AI_Users_Group@groups.office365.vt.edu. Ask the owner to add you if you are not a member.

Send and receive group email

Microsoft’s instructions say, “Just add the group’s alias in the To line in your email” (send group email). Compose a message from your inbox and address it to AAD_AI_Users_Group@groups.office365.vt.edu. Check the recipients before replying to a conversation.

Microsoft also notes, “you’ll get to see the full history once you join” (follow a group). Read earlier conversations inside the group. To receive group mail in your own inbox, open the group card and choose your follow preference. Choose the option for all email and events if you want both delivered; choose a narrower preference if you prefer reading in the group.

Find upcoming sessions

Microsoft’s web instructions say, “In the folder list, under Groups, select your group” (group calendars). Open AAD AI Users Group → Events → View in calendar, then navigate to the session’s date. You can also open Calendar → Groups → AAD AI Users Group. Use the AI Users group calendar to check sessions alongside your own calendar. If the Events summary looks empty, check View in calendar before concluding there are no sessions.

Joining later is different from receiving the original invitation. A Microsoft Q&A moderator explains: “There’s no automatic back‑invite for events that existed before someone joined the group” (new-member invitations). Use the group calendar to look for sessions already scheduled; do not assume joining will place them on your personal calendar.

Put a session on your own calendar

Microsoft’s group-calendar guidance names “Add to my calendar” (Microsoft’s explanation). For an existing session:

1. Check your personal calendar first to avoid adding a session you already have. Then open the session’s group-calendar event.
2. If Add to my calendar is available, select it.
3. Return to your personal calendar and confirm the session’s date, time, and meeting link.
4. Repeat for each separate session you want to attend.

You can then view your personal calendar alone. If the session is missing from the group calendar, or you cannot add it, contact the organizer for an invitation. Avoid recreating it as a separate appointment.

Open shared files

Microsoft’s web guide says, “click Files in the groups header” (shared files). Open Files inside the group to find shared documents. For the SharePoint site, select Site in the group header (under … if needed); select Documents on the site for its document library. Keep shared working documents here so newcomers have a common place to find them.

Owners: manage membership and welcome newcomers

Microsoft documents “Add members” and “Remove from group” in the group’s membership controls (manage members).

1. Open the group and select the member count beneath its name.
2. Choose Add members to add colleagues using their VT accounts. Use the membership controls to remove someone when appropriate.
3. For another owner, open the arrow beside Member and select Owner. Have a second owner for continuity.
4. Send each newcomer one welcome message explaining where to find the group and upcoming sessions. Check that the sessions are actually visible there first.

For AAD AI Users Group, the existing sessions were created on the organizer’s personal calendar with the group invited. Keep the organizer responsible for changes. When planning future sessions, decide whether that ownership model or scheduling directly on the group calendar fits: Microsoft notes that group-calendar events “can be edited or deleted by anyone in the group” (calendar ownership).

Suggested welcome wording:

Welcome to AAD AI Users Group! In Outlook on the web, open Groups and select AAD AI Users Group for our conversations and files. Open Events → View in calendar and navigate to the upcoming sessions. Use the Microsoft 365 Groups guide to put sessions on your own calendar. If a session is missing, contact the organizer.

Request a new group

To create a Microsoft 365 Group for your team, open a ticket with AAD IT. Include the proposed name, purpose, desired email address, owners, and initial members. AAD IT will create the shared resource and help with setup. This is the college’s request process; you do not need to work through Microsoft’s general group-creation instructions yourself.