Unlike contact lists, Office 365 groups are collaboration spaces for your colleagues and, optionally, external guests. In this video, learn how to join or create an Office 365 group.
- [Instructor] In Outlook on the web, contact lists were created for the distribution of email, but they're not meant for collaboration. If you need to collaborate with a group of people, you don't need a contact list. You actually need an Office 365 group. A space where users can collaborate, share documents, work together, share a calendar. You'll find the groups in the left pane. There's a list of groups that you're a member of, a list of groups that you own, if you own any. I'm an administrator, so I own lots of groups. And, finally, deleted groups. If you wanted to search for a group, you can begin typing its name, and groups will actually show up here. But if you wanted to browse all of the groups that exist, whether you're an owner or a member, you can't easily do that here. We'll do that back in email. I'm going to right-click and open this in a new tab, so that I can switch to the mail tab, and scroll down, and discover groups. There's a group that I might wish to join called Facilities, but I can search for other groups. So, if I want to see what groups we have related to sales, type it in and Enter. We have four different sales groups. I can request to join this group. I'm a member of three others. In fact, I'm the owner of all three. Returning to people, if I want to create a new group for a specific purpose, for example, a group for just my project managers, then I click the new contact button and choose new group. The group name is Project Managers, and Outlook is checking to see if that name without spaces is available as an email address. Now, it is, what if I had entered sales though? You'll note that the sales email address is already being used. This would be a clue that I might need to know more about the existing group. I shouldn't simply give it a name like sales1. I could be creating a group moments after someone else has. So, make sure that you're clear what the purpose of the group is, and that it doesn't already exist. Another good reason to have gone through the discovery phase over in the mail application. Tell people the purpose of your group. Active project managers resources and collaboration. That's it because when someone wants to learn more about a group that they discover, what they'll do is click the name of the group, and they'll see that group description. There are two possible settings for privacy. One is that a group is private, and only approved members can see the content inside the group. They'll see everything listed above on the page. They'll see the group name, the email address that can be used to email the group as a whole, and they'll see the description, but they won't see anything inside this group's workspace. The other possibility is public. Anyone in the organization can see what's inside. And the choice of whether your groups are public or private by default has a lot to do with company culture. There are some organizations where every single group, they choose to have them private. There are other organizations that believe in working out loud, and they tend towards making all the groups public. Whatever your setting is, whatever your choice here is, go ahead and set it. And, to begin with, whether your group is public or private, members receive all group communications and events in their inbox here on Outlook on the web, but they can choose to stop following the group at any time. The last setting is actually hidden for a reason. It's the only setting that you can't change afterward. I can make a private group public later, I can change the description, but if I decide that I want to launch this group, for example, in Mexican Spanish, that decision is for all time. So, only change the language if you know you're making the right choice. When you're all done, you create the group. You can then add members to the group. Though, remember, this process where I'm adding Rob Molina. I'm going to add Griffin Snow. I'm going to add Rodney Tilden, and so on. I can choose to add no one now while I'm setting up the group. And note that as well as adding colleagues, people who work for Kineteco, if Kineteco allows it, I can also add external users. People outside my organization who will receive all of the emails that are sent to this group and can collaborate with Rodney, and Griffin, and Robert on work. Those people are called guests. When I'm all done, I'm simply going to add these group members, and my group is then created right here.
- Identify the ways to access Outlook on the web.
- Review options for sending emails and copying other recipients on emails.
- Describe methods to reply to emails that best utilize the features of Outlook on the web.
- Explain the various processes in creating calendar items.
- Distinguish between the three ways to create meetings in Outlook on the web.
- Differentiate between the various functionalities of Outlook on the web in utilizing lists.