How to Add and Remove Users from a Microsoft 365 Group

Summary

This guide explains how end users can add or remove members (and owners, if allowed) in a Microsoft 365 Group using common tools like Outlook on the web and Microsoft Teams.

Assumptions

• You have access to Microsoft 365 and are signed in with your work account.

• The Microsoft 365 Group already exists.

• You are a Group Owner (or your organization allows members to manage membership).

• Your organization hasn’t restricted who can add/remove members (some tenants limit this to owners or IT).

Quick Guide

1. Outlook on the web: Groups → select group → Members → Add members or Remove

2. Teams (if the group is connected to a Team): Team → More options (… ) → Manage team → Members → Add or Remove

3. If you can’t edit membership, you’re likely not an owner or the group is restricted—contact IT Support.

Step-by-Step Instructions

Add or Remove Members in Outlook on the Web (Recommended)

1. Go to Outlook on the web (Outlook in your browser) and sign in.

2. In the left navigation, find Groups.

3. Select the Microsoft 365 Group you want to manage.

4. Open the Members area (may appear as “Members” or an info panel for the group).

5. To add someone:

   1. Select Add members.

   2. Search for the user by name or email.

   3. Select the user, then click Add / Save.

6. To remove someone:

   1. In the member list, find the user.

   2. Select Remove (or the … menu next to their name → Remove).

   3. Confirm when prompted.

Add or Remove Members in Microsoft Teams (If the Group Has a Team)

1. Open Microsoft Teams (desktop app or web).

2. On the left, select Teams.

3. Find and select the Team tied to your Microsoft 365 Group.

4. Click More options (… ) next to the Team name → Manage team.

5. Select the Members tab.

6. To add someone:

   1. Click Add member.

   2. Search by name or email and select the user.

   3. Choose a role if prompted (Member vs Owner), then Add.

7. To remove someone:

   1. Find the user in the member list.

   2. Click the X or Remove option.

   3. Confirm.

Add or Remove Members in Outlook Desktop (Classic Outlook)

Note: Options vary by Outlook version and how your organization has configured Groups.

1. Open Outlook.

2. In the folder pane, locate Groups.

3. Select the Group.

4. Look for Group Settings / Edit Group or Members.

5. Use Add members or Remove as available.

Troubleshooting

You don’t see “Add members” or “Remove”

• You may not be a Group Owner, or your organization restricts membership changes.

• Fix: Ask a current owner to add you as an owner or make the changes for you.

The person you added doesn’t receive group emails or can’t access files

• It can take a few minutes for membership to sync across Outlook, Teams, and SharePoint.

• Fix: Wait 5–15 minutes, then have the user sign out/in and try again.

You can add members in Teams but not in Outlook (or vice versa)

• The Team and Group permissions may be managed differently depending on configuration.

• Fix: Use the platform that works, then contact IT to standardize permissions.

You removed someone but they still appear

• Cached views can lag behind actual membership updates.

• Fix: Refresh the app/browser, or check membership again in Outlook on the web.

When to Contact IT Support

Contact IT Support if:

• You are an owner but still cannot add/remove members.

• The group is missing from Outlook/Teams or you can’t find it.

• You need to bulk add/remove users (large changes) or enforce naming/approval rules.

• You need to remove a user who has left the company and the account is disabled but still listed.

About MET Florida

MET Florida helps businesses manage Microsoft 365 securely and efficiently, including group access, ownership, and permission controls to keep collaboration working smoothly.