What a group in Teams actually does
A group in Teams is a container for conversations and files that a specific set of people can see and use together. When you create a group, you're setting up a space where those people can message each other, share documents, and organize work — separate from your broader Teams workspace. Think of it as a dedicated channel for a subset of your organization or project team.
The group itself is not the same as a channel. A channel lives inside a team and is visible to everyone in that team. A group is smaller and more private — only the people you add can see it. Groups are useful when you need a focused conversation space without creating an entire new team.
When you create a group, Teams automatically generates a shared mailbox and a SharePoint folder where files live. Everyone in the group can access both. The group also appears in the left sidebar of Teams, and members get notifications when someone posts a message.
Key Takeaways
- A group in Teams is a private conversation space for a specific set of people, separate from your main team channels.
- You create a group by clicking the plus icon next to "Teams" in the left sidebar, selecting "Create a team," and choosing "From a group" or by right-clicking an existing group.
- Only the people you add to the group can see messages, files, and conversations — others in your organization cannot access it.
- Groups come with a shared mailbox and SharePoint folder automatically, so members can store and find files in one place.
- You can add or remove people from a group at any time, and the group owner controls who has access.
The fastest way to create a group from scratch
Open Microsoft Teams on your computer or phone. In the left sidebar, look for the word "Teams" with a plus icon next to it. Click that plus icon. A menu will appear with options including "Create a team" and "Join a team with a code."
Click "Create a team." Teams will ask you to choose between "From scratch" and "From a group." If you're starting fresh, select "From scratch." Then choose whether this is a "Private" team (only people you invite can see it) or "Public" team (anyone in your organization can find and join it). For most group purposes, "Private" is the right choice.
Give your team a name and add a description so people know what it's for. Then click "Create." Teams will ask you to add members — type the names or email addresses of the people who should be in this group. You can add people now or skip this step and add them later.
Creating a group from an existing Microsoft 365 group
If your organization already has a Microsoft 365 group (sometimes called a distribution list or shared mailbox), you can turn it into a Teams group without starting over. Open Teams and click the plus icon next to "Teams" in the left sidebar. Select "Create a team," then choose "From a group."
A list of existing groups will appear. Find the one you want to convert and click it. Teams will ask you to confirm the name and description. The people already in that group will automatically become members of the new Teams group. You can add more people after creation if needed.
This route is faster if your group already exists elsewhere in your organization — you don't have to re-add everyone by hand.
Adding and removing people from your group
Once your group exists, you control who can see it and participate. Click on the group name in the left sidebar, then look for the group name at the top of the main window. Next to it, you'll see three dots (the menu icon). Click those dots and select "Manage team."
In the Manage Team window, click the "Members" tab. You'll see everyone currently in the group. To add someone, click "Add member," type their name or email, and click their name when it appears. To remove someone, hover over their name and click the X that appears on the right side.
Only the group owner can add or remove members. If you created the group, you're the owner by default. You can make someone else an owner by clicking the three dots next to their name and selecting "Make an owner."
Where files and messages live in your group
Every message you send in the group appears in the main conversation area. These messages stay in Teams and are searchable — you can find an old conversation by using the search box at the top of Teams.
Files you share in the group are stored in a SharePoint folder that Teams creates automatically. You don't have to do anything to set this up. When you click the "Files" tab at the top of your group, you're looking at that SharePoint folder. You can upload files there, organize them into subfolders, and everyone in the group can read or edit them.
The group also has a shared mailbox. If someone outside the group sends an email to the group's email address, that message appears in the group's inbox. You can find the group's email address by clicking the three dots next to the group name and selecting "Get email address."
Changing group settings after creation
Click on the group name in the left sidebar, then click the three dots next to the group name at the top. Select "Manage team" to open the settings window. From here you can change the group description, add a profile picture, and control who can post messages.
Under the "Settings" tab, you can decide whether members can add channels, create tabs, or install apps. You can also set rules about who can post — for example, you might allow only owners to post if this is an announcement-only group. These controls help keep the group organized if it's large or formal.
If you want to archive the group (hide it but keep all the messages and files), click "Manage team," then look for the "Settings" tab. Scroll down and click "Archive this team." Archived groups don't appear in the sidebar, but owners can still access them if needed.
Common reasons groups don't work the way you expect
If you can't see a group you were added to, check your sidebar. Groups appear under "Teams" in the left sidebar. If the sidebar is collapsed, click the Teams icon to expand it. If you still don't see the group, scroll down — Teams hides groups you haven't used recently.
If you can't add someone to a group, they may not have a Teams license. Contact your IT department to confirm they have access to Teams. You also can't add people outside your organization unless your organization has turned on external access.
If messages aren't showing up, check that you're looking at the right channel. Groups can have multiple channels, and each channel has its own message history. Click on the channel name to see its messages. If you're still not seeing something, it may have been deleted — deleted messages don't appear in the conversation, but they may still be in the group's shared mailbox.
Frequently Asked Questions
Can I create a group if I'm not the team owner?
That depends on your organization's settings. Some organizations let any member create a group, while others restrict it to owners. If you don't see the plus icon next to "Teams," ask your IT department or team owner to turn on group creation for your role.
What's the difference between a group and a channel?
A channel is part of a team and visible to everyone in that team. A group is private — only the people you add can see it. If you need a conversation space that's separate from your main team, create a group. If you need to organize conversations within your existing team, create a channel inside that team.
Can I delete a group after I create it?
Yes. Click the three dots next to the group name and select "Manage team." Scroll to the bottom and click "Delete the team." Teams will ask you to confirm. Once deleted, the group and all its messages are gone, so be certain before you do this.
Do people outside my organization see my group?
No. Groups are private to your organization by default. Only people you add can see the group, its messages, and its files. If your organization has turned on external access, you can add people from outside, but they still won't see the group unless you invite them.
What happens to files in a group if I delete it?
Files stay in the SharePoint folder for 93 days after deletion. After that, they're permanently deleted. If you think you might need the group again, archive it instead of deleting it — archived groups keep all their files and messages.