Title: Tutorial: How to Define Prefixes and Suffixes for Microsoft 365 Group Naming Policies
Consistency in naming Microsoft 365 groups is more than just a cosmetic detail—it’s a key part of good governance. Without a clear structure, Teams, SharePoint, and Outlook groups can become disorganized, making it hard for admins and users to identify ownership or purpose.
This tutorial will walk you through the step-by-step process of setting up prefixes and suffixes for Microsoft 365 group names in Microsoft Entra ID. You’ll also learn best practices to keep your naming conventions clean and scalable.
What Are Prefixes and Suffixes?
A prefix or suffix automatically adds a fixed word or dynamic attribute to a group name when it’s created. This helps users quickly understand what the group is for and where it belongs.
Examples:
- Prefix only:
TEAM_Sales - Suffix only:
Finance_US - Both:
TEAM_ProjectX_Marketing
You can use:
- Fixed text (e.g.,
TEAM_,_EU) - Dynamic attributes (e.g.,
[Department],[Office],[Country])
Dynamic attributes pull data directly from Microsoft Entra ID (formerly Azure AD), so the system automatically applies the right name details when a new group is created.
Step-by-Step Tutorial: Setting Up Prefixes and Suffixes
Follow these steps in the Microsoft Azure portal to configure your group naming policy.
Step 1: Sign in to the Azure Portal
- Open your browser and go to https://portal.azure.com.
- Sign in with a Global Administrator or Group Administrator account.
- From the left menu, select Microsoft Entra ID.
Step 2: Access the Group Naming Policy
- In the Microsoft Entra ID panel, select Groups.
- Click Naming Policy under the Groups section.
- Choose Group Naming Policy (you’ll also see a “Blocked Words” section here).
Step 3: Define Your Prefix and Suffix
Now you’ll set the structure for new group names.
- Under Group Naming Policy, locate the Prefix and Suffix fields.
- Enter a static prefix or suffix—or select dynamic user attributes from the list.
Examples:- Static Prefix:
TEAM_ - Dynamic Suffix:
[Department] - Combination:
TEAM_[GroupName]_[Department]
- Static Prefix:
Example in action:
If a user in the Sales department creates a group called “Q4Pipeline,” the system names it automatically as:
👉 TEAM_Q4Pipeline_Sales
Step 4: Save and Apply the Policy
Once your prefixes, suffixes, and blocked words are defined:
- Review the configuration for accuracy.
- Click Save.
From now on, any newly created Microsoft 365 group will automatically follow this naming structure.
Note: The policy only applies to new groups. Existing groups won’t be renamed automatically—you’ll need to update them manually if you want consistency.
Best Practices for Naming Policies
Implementing a naming policy is most effective when it’s maintained and communicated properly. Here are some tips:
🧩 1. Keep the Blocked Words List Updated
Review your blocked words periodically. Add new terms as your organization evolves, and remove those that are no longer relevant.
📢 2. Communicate the Policy
Let users know how naming conventions work and why they’re important. A quick internal guide or message helps reduce confusion and ensures compliance.
🔍 3. Monitor and Adjust Regularly
Evaluate your naming structure every few months. If teams reorganize or departments merge, update your prefixes and suffixes to match the current structure.
⚙️ 4. Standardize Admin Naming
Global and User Administrators are exempt from the policy by default. Encourage them to follow the same naming format for uniformity across your environment.
Optional: Managing Policies with PowerShell
If you manage large environments or prefer automation, you can configure naming policies and blocked words using Microsoft Graph PowerShell.
Microsoft provides the latest scripts and command references here:
🔗 Microsoft Docs – Configure Group Naming Policy
Why Use Prefixes and Suffixes?
| Benefit | Description |
|---|---|
| Consistency | Ensures all group names follow the same pattern across Teams, Outlook, and SharePoint. |
| Clarity | Helps users identify purpose, department, or location at a glance. |
| Governance | Enforces company-wide naming standards to maintain structure and compliance. |
| Scalability | Automatically applies the right names even as new groups are created. |
Quick Example Layout
| Group Type | Prefix | Suffix | Example Result |
|---|---|---|---|
| Teams group | TEAM_ | [Department] | TEAM_ProjectX_Marketing |
| Security group | SEC_ | _Global | SEC_Admins_Global |
| Communication group | COMM_ | [Office] | COMM_Announcements_Toronto |
Final Thoughts
Defining prefixes and suffixes in Microsoft Entra ID is a simple but powerful way to bring order to your Microsoft 365 ecosystem. Once set, every new group will follow a consistent pattern that helps users and admins identify ownership, purpose, and scope instantly.
By combining prefixes, suffixes, and blocked words, your organization builds a structured foundation for collaboration—reducing confusion, improving governance, and maintaining brand consistency across Teams and Microsoft 365.
