Make Microsoft 365 Groups Public or Private

This article provides instructions on how to change the privacy setting of a Microsoft 365 group between public and private. Changing group privacy ensures the appropriate level of access and visibility for members and non-members.

• Vanderbilt University Community

  • Faculty and Staff

  • Undergraduate Students

  • Graduate and Professional Students

• VUIT Internal Knowledge 

• Have access to Microsoft 365 and appropriate permissions to modify group settings.

• Have membership in or ownership of the Microsoft 365 group you wish to modify.

Microsoft 365 groups can be set to either Public or Private. In a Public group, anyone in your organization can view the group's content and join the group. In a Private group, only members can view the content, and group membership requires approval from a group owner.

This article guides you through changing these settings in Outlook on the Web, Outlook for Windows, and Outlook for Mac.

Change Privacy Settings in Outlook on the Web

1. Open Outlook on the Web:

   • Navigate to https://outlook.office.com/vanderbilt.edu and sign in with your Microsoft 365 account.

2. Locate Your Group:

   • In the navigation pane on the left, select Groups.

   • Find and click on the group whose privacy settings you want to change.

3. Access Group Settings:

   • In the group view, click on the Settings icon (gear) located in the upper-right corner of the page.

   • From the dropdown menu, select Edit group.

4. Change the Privacy Option:

   • Under Privacy, select the appropriate option:

     • Public: Anyone in your organization can see the content and become a member.

     • Private: Only approved members can view the content and participate in the group.

5. Save Changes:

   • After selecting the desired privacy setting, click Save to apply the changes.

Change Privacy Settings in Microsoft Outlook Desktop

1. Open Microsoft Outlook:

   • Launch Microsoft Outlook on your computer and log in with your Microsoft 365 account.

2. Navigate to Groups:

   • In the left-side navigation pane, locate Groups.

   • Select the group you want to edit.

3. Access Group Settings:

   • In the group window, click on the Edit group button in the ribbon (top of the window).

4. Adjust Privacy Settings:

   • Under Privacy, choose either Public or Private, depending on your preferences.

5. Save Your Changes:

   • Confirm your new privacy setting by clicking OK or Save.

• Public Groups: All members of your organization can see the content and choose to join.

• Private Groups: Only members can see the content. Non-members can request to join, but they won’t be able to see the group’s content unless approved.

You can only change the privacy settings if you are an owner of the group or have the appropriate administrative permissions. Consider the visibility needs of your team before making a group public or private.  

Microsoft - Make Microsoft 365 Groups Public or Private