{"id":2331,"date":"2015-11-24T14:56:26","date_gmt":"2015-11-24T14:56:26","guid":{"rendered":"https:\/\/thebeagle.itgroove.net\/?p=2331"},"modified":"2023-02-24T21:39:39","modified_gmt":"2023-02-24T21:39:39","slug":"office-365-outlook-groups-part-1","status":"publish","type":"post","link":"https:\/\/regroove.ca\/archive\/2015\/11\/24\/office-365-outlook-groups-part-1\/","title":{"rendered":"Office 365 \u2013 \u201cOutlook\u201d Groups, Part 1"},"content":{"rendered":"

One of my favourite features in O365 is Groups<\/strong>.\u00a0 I think it is one of the most useful features that Microsoft has rolled into O365 over the past 12 \u2013 14 months and one that all organization sizes can utilize.\u00a0 Groups can be used for many tasks such as \u201clight\u201d project management, team collaboration, your own \u201cprivate\u201d sandbox, you name it.\u00a0 But I think Groups are of particular use to those smaller organizations that don\u2019t have any real IT support of their own (read as:\u00a0 organizations that don\u2019t have the skillsets available to \u201cwrangle\u201d SharePoint).\u00a0 Please don\u2019t misunderstand me \u2026 SharePoint is a veritable Swiss Army knife but it takes a lot of forethought before you start pushing buttons.\u00a0 Groups, on the other hand, don\u2019t require any advance \u201cwork\u201d as they bundle a lot of the basic functionality that would be expected of a small SharePoint team site implementation — a document library (Files), a OneNote (Notebook), a calendar,\u00a0 Conversations (simple IM within the Group) along with security controls \u2013 into the Group.\u00a0 Groups access is integrated into Outlook and the O365 Mail client and also supports Apps on iOS and Android devices.\u00a0 But, best of all, Groups can be created by regular<\/em> users!<\/p>\n

Now, as usual, there is a bit of a caveat.\u00a0 The O365 admin for your tenancy must allow users to create Groups before users can do so, so it is always best to verify that you are allowed to create Groups before you try.\u00a0 Assuming you are allowed to create Groups the process is as follows:<\/p>\n

<\/h1>\n

<\/h2>\n

Create in O365 Mail Client<\/h2>\n

In your O365 Mail Client look for the following on the left side of the screen:<\/p>\n

\"image\"<\/a><\/p>\n

When you click on the + sign you\u2019ll get the following prompt:<\/p>\n

\"image\"<\/a><\/p>\n

As you can see, there is not a lot of information required to set up a Group.\u00a0 I want to set up a Group for internal IT to use so I\u2019m going to call it Internal IT and add a description; these fields are obvious.\u00a0 It is the next three choices that need some attention.<\/p>\n

The Privacy<\/strong> selection is very important as it sets the basic security features for the Group.<\/p>\n

\"image\"<\/a><\/p>\n

Public<\/strong> is just that, \u201cpublic\u201d.\u00a0 Selecting this means that anyone in your tenancy can see and access this Group.\u00a0 Private <\/strong>implies you will need to invite (approve) people to the Group.\u00a0 And this is an important point because you<\/strong> are the Group owner and, therefore, also the Group administrator.\u00a0 Keep this in mind.<\/p>\n

The Language option is obvious but it does imply that you can set a specific language option for the Group that will over-ride the language setting in the O365 tenancy (for the Group only).<\/p>\n

And, finally, the last option is quite important to understand.\u00a0 Each Group has its own Calendar and its own Inbox.\u00a0 Selecting this tickbox will cause the Group to send Group email and calendar entries to the user\u2019s \u201cregular\u201d O365 inbox and calendar.\u00a0 This is probably the one setting that causes the most \u201cgrief\u201d for Group creators because they misunderstand the functionality.\u00a0 You should discuss this option with your desired audience prior to creating the Group so that users are prepared for the way the Group operates.<\/p>\n

\"image\"<\/a><\/p>\n

Once you have the settings the way you want click the Create icon to kick off the Group creation.<\/p>\n

The system will display a note that Group Creation is running then you\u2019ll get the following:<\/p>\n

\"image\"<\/a><\/p>\n

You can enter email addresses of users in your tenancy as well as external<\/em>\u00a0 users.\u00a0 I\u2019m going to invite Sam Beagle.<\/p>\n

\"image\"<\/a><\/p>\n

I could add more members at this point but I\u2019m just going to add Sam so I click Save to finish the process.<\/p>\n

Now when I look in Mail I see the Group in the Groups selection:<\/p>\n

\"image\"<\/a><\/p>\n

Clicking into the Group gives me an overview:<\/p>\n

\"image\"<\/a><\/p>\n

There\u2019s a lot happening here, there is a Conversation window (chat), links to the document library (group files), links to the group Calendar and beside the Internal IT icon there are more links available from the ellipses:<\/p>\n

\"image\"<\/a><\/p>\n

The notebook link takes you to the embedded OneNote.<\/p>\n

\"image\"<\/a><\/p>\n

As you can see the OneNote is ready to roll.\u00a0 And we have all the bits and pieces in place for Sam and I to collaborate on our Internal IT projects.\u00a0 We have central storage for files we need to share, we have a OneNote to capture all of our notes, procedures, screenshots, you name it as OneNote will hold it all.\u00a0 We have a internal email inbox and Calendar and we have a rolling conversation (kind of a Yammer \u201clight\u201d) for those things where we should be thinking out loud.\u00a0 And all of this was created with a few simple clicks without the assistance of an admin!<\/p>\n

In my next post I\u2019ll look at how you interact with Groups<\/strong> from your Outlook client and then we\u2019ll explore Groups<\/strong> from an App.\u00a0 Stay tuned!<\/p>\n","protected":false},"excerpt":{"rendered":"

One of my favourite features in O365 is Groups.\u00a0 I think it is one of the most useful features that Microsoft has rolled into O365 over the past 12 \u2013 14 months and one that all organization sizes can utilize.\u00a0 Groups can be used for many tasks such as \u201clight\u201d project management, team collaboration, your … <\/a><\/p>\n","protected":false},"author":10,"featured_media":2364,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[247],"tags":[342,411,447,484,492],"acf":[],"yoast_head":"\nOffice 365 \u2013 \u201cOutlook\u201d Groups, Part 1 - Archive<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/regroove.ca\/archive\/2015\/11\/24\/office-365-outlook-groups-part-1\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Office 365 \u2013 \u201cOutlook\u201d Groups, Part 1 - 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