Shared Digital Workspaces: Microsoft Groups


Microsoft Groups are shared workspaces for email, conversations, files, and events where group members can communicate and collaborate. For example, you can request a group for your team and then invite other Microsoft 365 users to join the group to share documents, conversations, meeting notes, and OneNote information related to your specific group.


Groups are best accessed via OneDrive on the web:

  1. Log into

  2. Any groups you belong to will be displayed in your OneDrive page's left navigation.

    • In smaller browser windows or mobile devices, you may need to use the menu button (three horizontal lines) to view your groups.

    • If you can't see your group in OneDrive, you might need to "follow" it. Instructions available at: Access a Group OneDrive space for the first time

Who can access

  • To request: Faculty, staff, emeriti, and advisors of registered student organizations

  • To be a member: Anyone with a valid OHIO ID

How to request access

Contact the IT Service Desk (via email or create a ticket from this page) with the following information:

  • Division or College: 

  • Department: For organizations, this should be the sponsoring department.

  • Preferred Display Name: A short, descriptive name of your Group. The Group's shared email address will be based on this name.  

  • Purpose of Group: 

  • Will the Group be used for an OHIO course? 

  • Will the Group be used to store sensitive data (HIPAA, FERPA, PHI, etc.)?

  • Group Owner(s): The Name and Ohio Email address of at least one person who will be responsible for managing Group membership.

 *Group Addresses are hidden from the Global Address List     


  • Shared email address/inbox based on the Group name

  • Shared calendar

  • OneDrive for Business file storage space that is separate from individual members' OneDrive spaces

  • Shared OneNote notebook

  • Microsoft Planner (exclusive to Groups) for creating a plan, assigning tasks, and updating statuses 

  • Microsoft Teams for individual and group chat within the Group

  • Approved for storing FERPA, HIPAA and PHI data

Best Uses

  • Collaboration space for departments, research groups, project teams, committees, etc.

  • Storing sensitive data

  • File Repository for files that will be linked to from an Ohio University website

    • Note: Groups that will be used to store files that will be linked to from an Ohio University website will need to have the "share with anyone" feature enabled by OIT.  Contact the IT Service Desk with the name of your Group and confirmation that NO SENSITIVE DATA will currently or ever be stored in the Group.

Additional resources

Join the Collaboration Tools Advisory Community

  • The Collaboration Tools Advisory Community is open to OHIO students, faculty, and staff who have an interest in collaboration tools including chat, remote meetings, intranets, and storage solutions.

Service support

Get help

  • Visit the Technology Help Center ( to get live support, view outages, and browse trainings.


Visit the following Microsoft support page for information about accessibility features available for Microsoft 365: 

Ohio University strives to make its digital resources and services accessible to all visitors, including those with disabilities who may also be using assistive technology. If special steps are necessary in order to improve the accessibility of experiences for end-users, those steps must be taken. 
If you experience a barrier that affects your ability to access OHIO websites, videos, online forums, documents, or other information technology, please let us know
For further information about OHIO's digital accessibility resources, see:


The Ohio University Information Security Office strives to educate and empower the University community to appropriately manage risks and protect OHIO’s information and systems. This effort is facilitated through policies, standards, and information security risk management program, as well as other tools and guidance that are provided to the University community. This modern approach creates a safe computing environment in which the University community can teach, learn, and conduct research. 

For additional information about OHIO’s security resources, see:

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Service ID: 108
Mon 1/31/22 1:53 PM
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