Applies ToOutlook for Microsoft 365 Outlook 2024 Outlook 2021 Outlook 2019 Outlook 2016 Outlook 2013 Outlook.com Outlook 2010 Outlook on the web for Exchange Server 2016 Outlook on the web for Exchange Server 2019 Outlook Web App

A Microsoft 365 Group​​​​​​​ makes sharing files easy by including a dedicated library, which is the primary place for storing all your group files.

When you create a file or folder in the group's library, all members of the group will be able to access it. When you add new members to the group, including guests (external users), they too will be able to access the files. By default, group members have view/edit access to the files, while everyone else in your organization has view access.

Recent files can be accessed from the Files section of the Group view

With groups in Outlook, it's easy to collaborate on and share documents and other files with the group members.

  • Recent view shows all of your group documents - The recent files view gives you access to all the files shared with the group, including files shared as email attachments, files stored in the group’s SharePoint document library, and files shared from OneDrive or other SharePoint document libraries.  

  • Co-author and communicate updates quickly – Edit a document and reply via email side by side in Outlook. There's no need to switch contexts in order to update a document and communicate about the changes with your colleagues.

  • Quickly access the email related to a file – Access a file that was shared with you via email instead of scrolling through the group inbox.

Note: These features are only available to individuals using a work or school account with a qualifying Microsoft 365 subscription. 

Share files in a Group in new Outlook

  1. Open new Outlook.

  2. There are two ways to find your groups:

    1. Select Groups  in the App bar located in the left of the window. 

    2. In the mailbox folder list, select Go to Groups ​​​​​​​ From your folder list, select Go to new Groups, or Go to Groups​​​​​​​

  3. In the left pane, under Groups, select the group where you want to share files.

Share group files with guests

You can share group files with guests by attaching any file stored in your group library. See Guest access in Microsoft 365 Groups for information.

If, when sharing group files with guests, you see a message informing you that attachments to guests are blocked, your guest will not be able to open the shared files until your tenant admin enables file sharing for guests.

Post files to the group library

Any time you post a file to the group document library, it will be accessible to all group members. Just drag it from your computer to the group's library. See Upload files to a library for more information.

If the file you want to share is already in your document library, you can keep it where it is and invite the group to it.

See Also

Learn about Microsoft 365 groups

Create a group in Outlook

Join, leave, or follow Groups in Outlook

Add, edit, and remove members of Groups in Outlook​​​​​​​

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