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How to manage Microsoft 365 Groups in MyHub

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You can use MyHub to perform various actions for Microsoft 365 Groups (Groups).

These actions include:

  • Create a Group 
  • Delete a Group
  • Update Group contacts 
  • Update Group members
  • Update Group owners 
  • Update Group storage for the linked SharePoint site 

You must be the Group’s primary/secondary contact or owner to perform the management tasks. Please note, creating a Group does not create a Team.   

Please review the Governance section on the MyHub for managing Microsoft 365 resources for more information on how to appropriately and effectively use this tool. 

Microsoft 365 Groups lifecycle management

Every 6 months, the primary and secondary Group contacts will receive a renewal notification. For inactive Groups, a renewal prompt will be sent every 3 months. If the renewal task is not completed within 4 weeks, the Group will be considered inactive and the Group owners will be removed. The renewal task confirms the Group owners, members, and the associated department.   

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Microsoft 365 Groups creation requirements

The following are the definitions of the terms you will encounter when filling out a request to create a new Team. 

FieldDescription
Request summaryThe business purpose or function for the Group.
Additional NotesAny optional notes.
PrivacyThe privacy for the Group is automatically set to private, which means only members can see the Group content.
Primary contactAn internal user who will be responsible for managing the Group in MyHub and will receive regular emails to review the permissions and information about the Group. 
Secondary contactThis is a second person also responsible for the Group. Two contacts are required in case one is unavailable or leaves UQ. They will also be added as a Group owner.
Group ownersOne or more internal users are to be assigned the role of Group owner. This role is an administrator who manages Group settings, adds or removes members, and handles administrative tasks directly in relevant Microsoft apps.  
Predefined Group ownersThe primary and secondary Group contacts are automatically populated in this field.
Department/OU

This is the department at UQ that will oversee the lifecycle of the Group. This may differ from the organisational unit you work for, such as if you work for multiple departments or are an IT staff member creating it on behalf of another department.

Important: The department you select will be responsible for the Group’s lifecycle (e.g., existence, archiving). Group contacts, owners, and members can be from any department. 

To enter the department, select the tag symbol on the right to locate and input the department, or start typing the department name in full and select it from the search results when it appears. 

Department (Acronym)This field is automatically populated when you enter the department in the previous step.
Relationship ManagersThis field is automatically populated when you enter the department for which you are creating the Group.
External sharing profileThis field is fixed to Internal Sharing Only profile, restricting the use to UQ users only.
Name prefix

The acronym will be applied as a prefix to the start of the Group name. The OU acronym in the Group name will help to identify the owning department outside of MyHub as well as assist in searching, sorting and reduces the risk of trying to create Groups with the same name.  

 In most cases, Organisational Unit Acronym should be selected. This will add the department acronym to the Group name, showing that the department is responsible for the Team and its lifecycle.  

The UQ prefix is for rare cases where the Group's lifecycle is managed by more than one department or operates at a high level where a department acronym is not suitable. Using the UQ prefix can make identification and management more complex. If you select the UQ prefix, the IT team will review your request. You will be notified if your request is accepted or rejected. Rejection may happen if the Organisational Unit Acronym is more appropriate or if the Group name needs updating. 

Group nameThis is where you nominate your Group name. Please make sure the name is appropriately descriptive and unique. Group names cannot be duplicated. You do not need to add your Group name prefix as it is automatically populated when you input the department responsible for the Group. The Group name prefix cannot be removed.  
Group descriptionA description stating the purpose of the Group. This will be visible in the about section of the Group once it is created.
Group IDThe Group ID is a unique identifier that is automatically populated using the Group name. The populated text can be changed if desired.
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How to create a Microsoft 365 Group

When you create a Group, you will automatically get a Planner, Notebook and a generic SharePoint Site. 

Creating a Group will not create a connected Microsoft Team. If you want a Microsoft Team, choose the form Create | New Team (or for student owned and managed Teams Create | New Team - Students. 

Steps to create a Microsoft 365 Group: 

  1. Open the MyHub app. 
  2. Select the Start a request tab. 
  3. Scroll to the service you want to manage – in this scenario it is Microsoft 365 Groups. 
  4. Select Create | New Microsoft 365 Group. 
  5. Fill out the form (each field is explained in the above section Microsoft 365 Group creation requirements). 
  6. Once you have filled out all the required fields, select Submit. 
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How to delete a Microsoft 365 Group

Please note, you cannot delete a Group that is linked to a Team. Additionally, if the Group has been active in the last 60 days, it cannot be deleted. 

Steps to delete a Microsoft 365 Group: 

  1. Open the MyHub app.   
  2. Select the Start a request tab. 
  3. Scroll down to the Microsoft 365 Groups section and select Manage | Delete Microsoft 365 Group. 
  4. Input the required details under Request summary.  
  5. Under Group name, type the name of the Group. 
  6. Select the correct Group from the search results.  
  7. Input reason for the request. 
  8. Click Submit. 
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How to update Group contacts

The primary Group contact is an internal user responsible for managing the Group. The secondary Group contact takes over this person’s responsibilities if the primary contact is unavailable. 

Steps to update your Group contacts: 

  1. Open the MyHub app. 
  2. Select the Start a request tab. 
  3. Scroll down to the Microsoft Teams heading and select Manage | Update Group Contacts. 
  4. Input the required details under Request summary.  
  5. Object type will prepopulate with Microsoft 365 Group. 
  6. Under Object name or URL, enter the name of the Group (do not input the URL). This will populate the Group’s primary and secondary contacts.  
  7. Select the X symbol of the user you want to remove as a contact. 
  8. Type the name or email address of the user you would like to be the new contact and select their name from the search results. 
  9. Input reason for the request. 
  10. Click Submit. 
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How to update Microsoft 365 Group members

Please note, adding another Microsoft 365 Group to your Group will only add the individual members within it. If a Team is connected to the Group, adding members to your Group will also add them to the Team. 

Steps to add Microsoft 365 Group members: 

  1. Open the MyHub app.   
  2. Select the Start a request tab. 
  3. Scroll down to the Microsoft 365 Groups section and select Manage | Update Microsoft 365 Group Members. 
  4. Input the required details under Request summary. 
  5. Under Group/team name, type the name of the Group. 
  6. Select the correct Group from the search results. 
  7. Select Manage members. 
  8. Select Add from the pop-up window. 
  9. In the Select users or groups field, enter the name or email address of users within the UQ Microsoft 365 environment; you can also enter the name of any known existing Groups. 
  10. Select the appropriate user from the search results. By hovering your cursor over each entry, you can identify whether it is a staff member, student, or Group. You can also enter multiple entries at once.  
  11. Select Save. 
  12. Select Save again to exit the pop-up window. 
  13. The table will summarise your membership changes. 
  14. Click Submit. 

Steps to remove existing Microsoft 365 Group members: 

  1. Open the MyHub app.   
  2. Select the Start a request tab. 
  3. Scroll down to the Microsoft 365 Groups section and select Manage | Update Microsoft 365 Group Members. 
  4. Input the required details under Request summary. 
  5. Under Group/team name, type the name of the Group. 
  6. Select the correct Group from the search results. 
  7. Select the Manage members. 
  8. Select the name of the member you want to remove. 
  9. Select Remove, which has now become visible next to Add. 
  10. Select Save to exit the pop-up window. 
  11. The table will summarise your membership changes. 
  12. Click Submit. 
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How to update Microsoft 365 Group owners

Please note, changes to the owners of your Group will also be reflected in the Team if one is connected. 

Steps to add Microsoft 365 Group owners: 

  1. Open the MyHub app.   
  2. Select the Start a request tab. 
  3. Scroll down to the Microsoft 365 Groups section and select Manage | Update Microsoft 365 Group Owners. 
  4. Input the required details under Request summary. 
  5. Under Group/team name, type the name of the Group. 
  6. Select the correct Group from the search results. 
  7. Select Add. 
  8. A pop-up window titled Add Owners will open. In the field, enter the name or email address of a user within the UQ Microsoft 365 environment. 
  9. Select the appropriate user from the search results. By hovering your cursor over each entry, you can identify whether it is a staff member or student. You can enter multiple entries at once.  
  10. Select Save. 
  11. The table will summarise the Group owner changes. 
  12. Click Submit. 

Steps to remove existing Microsoft 365 Group owners: 

  1. Open the MyHub app.   
  2. Select the Start a request tab. 
  3. Scroll down to the Microsoft 365 Groups section and select Manage | Update Microsoft 365 Group Owners. 
  4. Input the required details under Request summary. 
  5. Under Group/team name, type the name of the Group. 
  6. Select the correct Group from the search results. 
  7. The table will populate with the current Group owners. 
  8. Next to the name of the owner you want to remove, select the bin icon in the Action column. 
  9. Click Submit. 
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How to increase the storage of my Microsoft 365 Group’s associated SharePoint site?

Your Group site refers to the SharePoint site that is automatically created when you create a Group. By default, the storage limit is 100GB.  

Before submitting this form, please ensure you have performed housekeeping on the site and determine if the storage increase is still needed. You can request to increase the site's storage to the next tier. Once the form is submitted, it will be sent to the IT admin Team for approval.  

Steps to increase the storage of your Microsoft 365 Group’s linked SharePoint site: 

  1. Open the MyHub app. 
  2. Select the Start a request tab. 
  3. Scroll down to the Microsoft 365 Groups heading and select Manage | Update Microsoft 365 Group Storage Quota. 
  4. Input the required details under Request summary.  
  5. Under Change Microsoft 365 Storage Quota, enter the name of the Group. 
  6. A new field will appear where you can choose a new storage management profile for your Group’s site. Select the new storage tier you’d like to request. For a storage increase, it is expected you will request one level up from your current quota. You can view your current Storage limit (GB) by selecting the relevant Group in the Workspaces tab.
  7. Input reason for the request. 
  8. Click Submit. 
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Frequently asked questions

Why would I create a Microsoft 365 Group?

A Group is used to control membership and access to a particular suite of resources. Adding members to a Group automatically grants them the required permissions to all assets the Group has access to. Creating a Group includes access to a Planner, Notebook, and a generic SharePoint Site. The SharePoint site should not be used without speaking to the ITS Intranet Team to confirm requirements. The Intranet team can be contacted at intranet@uq.edu.au.

A SharePoint site is created with a Microsoft 365 Group but do not use this for hosting an Intranet. Please request SharePoint sites via the UQ Intranet team.

The Microsoft 365 Group workspaces are not to be used as email groups or shared mailboxes as they are not correctly set up for email.

See When should I create a Microsoft 365 Group versus a Microsoft Team under Frequently asked questions for more information.

Is this the same as a distribution group or shared mailbox?

A Microsoft 365 Group is not the same as an email distribution group where emails sent to the group are delivered to multiple member user mailboxes.

To create a distribution group, submit a request to your department’s IT administrator.

To create a shared mailbox, submit a request for creation of a shared account with ITS.

Using those processes will see the correct resource created and ensure they are able to be fully managed by the email administration tools.

Can I add students to my Group?

Yes, you can invite anyone who is a part of the UQ Microsoft 365 environment. This includes staff and current students.

What happens to my SharePoint site (and files) when I delete my Group?

The SharePoint site will be deleted.

How do I access the SharePoint site connected to my Microsoft 365 Group?

  1. Open MyHub.
  2. Go to the Workspaces tab.
  3. Select the name of the relevant Microsoft 365 Group.
  4. In the pop-up box, select the Site hyperlink. A new window will now open with the connected SharePoint site.
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Need help?

Please use this form if you have any questions or feedback.