Contents Office 365 Groups in Outlook 2016 on the web... 3 What are groups?... 3 Tips for getting the most out of Office 365 Groups...

Transcription

1 Contents Office 365 Groups in Outlook 2016 on the web... 3 What are groups?... 3 Tips for getting the most out of Office 365 Groups... 3 Create a Group in Web Outlook... 4 Group limits... 6 Group privacy... 6 Add or remove group members... 6 Add members... 7 Add guests... 8 Remove a member... 9 Add or delete your group photo Add a photo Delete a photo Join a group Sharing group files View group files Share group files with a guest Attach a shared file To migrate documents from a Team Site to Microsoft Groups To upload a file from your computer To upload a folder from your computer To create a new folder Schedule a meeting on a group calendar Open a group calendar in Outlook on the web Add an event to a group calendar Edit an event on a group calendar See who s attending your group event Cancel a group event Start a group conversation Create a conversation Reply to a conversation... 20

2 Forward a conversation Delete a conversation Leave a group Delete a group Version number Changes Updated 1.0 n/a Added section to migrate documents, upload a file, upload a folder, and create a new folder Page 2 of 22

3 Office 365 Groups in Outlook 2016 on the web If your team uses distribution lists, file sharing, collaborative note-taking to get things done, then you ll love Office 365 Groups! Office 365 Groups is a powerful and productive platform developed with collaboration in mind. It works with the Office 365 tools you already use and brings together conversations and calendar from Outlook, files from SharePoint, tasks from Planner, and a shared OneNote notebook into a single collaboration space for your team. What are groups? Groups in Office 365 let you choose a set of people that you wish to collaborate with and easily set up a collection of resources for those people to share. You don t have to worry about manually assigning permissions to all those resources because adding members to the group automatically gives them the permissions they need to the tools your group provides. Tips for getting the most out of Office 365 Groups 1. Use groups just like distribution lists New messages and meeting requests will come to your inbox, and anything you send to the group will be delivered to everyone in the group, just like with a distribution list. Any version of Outlook or Outlook on the web (formerly Outlook Web App) will work. Just type the group address on the TO line of your message to start communicating. 2. Favorite your group for quick access In Outlook 2016, the groups you own and/or are a member of are listed at the bottom of your navigation pane. Right-click a group and select Add to Favorites to move it to the top of your navigation pane for easy access. Adding to Favorites also enables you to access the content when you re offline. 3. No need to move messages to a private folder When you subscribe to a group, all the messages and meeting invitations are sent directly to your inbox. But they re also stored in your group folder. So don t worry about accidentally deleting something or creating a rule to move mail from your inbox to a private folder. Delete it from your inbox after reading it and know there s still a copy safely stored in your searchable group folder; in fact, all the messages since the group began are stored in the group folder. So even if you weren t a member at the beginning, you ll get to see the full history once you join. Page 3 of 22

4 If you don t want the mail to come to your inbox, just unsubscribe from the group (but stay joined). Mail will continue to be delivered to your group folder but not your inbox. 4. Easily schedule group meetings Any time you select one of your groups in the navigation pane you ll see a special groups ribbon at the top of the screen. Open the calendar to see all the group meetings that are scheduled for the month. To open your group calendar in: Outlook on the web, select Calendar. 5. Easily share files with everyone in the group You can easily upload shared files or attach files from the library to your messages. To open your group s file space on the groups ribbon in: Outlook on the web, select Files. 6. Quickly access the team notebook Use it to capture notes for your team discussions, meetings, plans, and activities. To open your group s notebook on the groups ribbon in: Outlook on the web, select Notebook. 7. Find what you re looking for Want to find the notes from last week s meeting? Group conversations, calendar, files, and notebook are searchable, o all group members can search for whatever they re looking for. 8. Read and respond quickly The modern conversation experience allows for quick back-and-forth messaging, and conversation threads are treated as topics in a group. This lightweight messaging facilitates team productivity by reducing the need for lengthy s. 9. Get social with likes It s quick and easy to let a group member know you like their idea. Want to get someone s attention? Use in an message and that message will go to the group member s inbox so they can follow up. Create a Group in Web Outlook 1. Open Outlook on the web. 2. In the navigation pane, next to Groups, select the + button. (If you don't see the + button, hover your mouse over the navigation pane.) Page 4 of 22

5 3. In Choose a name, enter a group name that briefly captures the spirit of the group. 4. A suggested group ID is provided. To assign a different name to your group which will be part of the group URL, click Edit next to the Group ID box. 5. If you see "not available," the group ID is already in use. Try something different. Note that once you choose a group ID, it cannot be changed. 6. In Add a description, enter a detailed description of the group to help others understand its purpose. This description will be included in the welcome when others join the group. 7. In Privacy, do one of the following: 8. To create a group in which anyone within your organization can view its content and become a member, select Public. 9. To create a group in which membership requires approval by a group owner and only members can view group content, select Private. 10. To enable subscribed members to receive and calendar event notifications in both their group inbox and personal inbox, select Send copies of all group messages and events to members' inboxes. This is recommended when members belong to multiple groups because it means they can see all group notifications in one place without having to visit each group mailbox in order to stay current with group activity. 11. Select Create. Page 5 of 22

6 12. If you're ready to add members to your newly created group (you aren't able to add external users at this time), continue with the create group wizard. Otherwise, select Not now. You can always come back and add group members later. Group limits Maximum... Value Owners per group 10 Groups a user can create 250 Groups an admin can create Up to default tenant limit of 500K More than 1,000 Number of members File storage Users might notice delays when accessing the calendar and conversations in large groups in Outlook 1 Terabyte Megabytes per subscribed user + any additional storage purchased. You can purchase an unlimited amount of additional storage. Group privacy When you first create an Office 365 group, you can choose to make the group public or private. Previously in Office 365, you couldn t change the privacy setting after you created the group. Now, you can change the privacy settings on an Office 365 group, in Outlook on the web, after you ve created it. For example, you created a group for the human resources team at your company and made it a public group, but now, you want to make it a private group. You can quickly and easily change the privacy settings in a few steps. 1. Open Outlook on the web. 2. Navigate to the Office 365 group that you want to change the privacy settings on. 3. From the group page, click or tap Edit group. 4. Under Privacy, choose Public or Private to match the setting you want. 5. Click Save to make your selection, and close the page. It may take a few minutes for the changes to take effect. Add or remove group members As projects come and go, so too will your group members. Undoubtedly, you'll need to add and remove members over the life of the group; you might even need to add or remove group owners. Page 6 of 22

7 Any member of a public group can add others to the group, but only the group owner can remove them. By default, the group owner is the person who created the group but others can be assigned this role as well. Add members 1. Open Outlook on the web. 2. In the navigation pane, under Groups, select your group. 3. In the group header, select. 4. Choose the Add members button. 5. Enter the name of a person in your organization who you want to add. The member must have a user mailbox within your Office 365 tenant. As you type, suggestions will be displayed. Select the appropriate person. To add multiple members, start typing the next name after each selection. Page 7 of 22

8 6. Choose Save. Add guests When you add guests, also known as external users, to a group, you're granting them access to all information within the group. This includes s, calendar, project notes, project files, and project plans. Guests don't see a Groups node in their navigation pane in Outlook but do receive group s and links to files through their inbox. The groups header indicates when guest users are included in the group. Indicators include text and a globe icon, as shown in this example. The members page also includes visual indicators to differentiate guest members. When you invite a guest to join a group, they will be notified by that they've been added. They'll begin to receive group conversations and calendar events in their inbox. But guest members do have limitations as to what they can see and do in a group. For example, guests can't: Page 8 of 22

9 Be group owners View the global address list View all information on group member contact cards View membership of the group The group owner can revoke guest access at any time. To add guests to a group 1. Open Outlook on the web. 2. In the navigation pane, under Groups, select your group. 3. In the group header, select > Members. 4. Enter the address of the guest. 5. Select Search Directory. You'll see a message that explains what access you're granting to the guest. 6. Choose Save. Remove a member Only group owners are permitted to remove members. 1. Under the group header, click All to see all of the group members. Page 9 of 22

10 2. Hover over the name of the member you want to remove, and then click > Remove from group. Add or delete your group photo The easiest way to add a photo is through Outlook on the web (Office 365). Changing the group photo from Outlook 2016 is not supported at this time. Add a photo 1. Open Outlook on the web. 2. In the navigation pane, under Groups, select your group. 3. In the group header, select the current picture. 4. In Edit group, select Change photo. 5. In Edit group, click Save. Delete a photo When you're ready for a different look or just want to revert back to the default image, it's easy to delete the current photo. 1. Open Outlook on the web. 2. In the navigation pane, under Groups, select your group. 3. In the group header, select the current picture. 4. In Edit group, select Delete photo. Page 10 of 22

11 5. The default photo will be displayed. Click Save. Join a group 1. Open Outlook on the web. 2. In the navigation pane, under Groups, select Discover. (If you don't see Discover, click More at the bottom of your groups list. Once all of your groups are displayed you should see the Discover link.) 3. All available groups will be listed in alphabetical order. Select the one you want and click Join. If the group is public, you'll see a confirmation message and become a member right away. If the group is private, type a reason why you want to join > Send. Tips: How do you know at a glance whether a group is private? It's noted at the top of the group card, as in this example. Once you've joined a group you'll receive a welcome message that contains important information and links to help you get started. If the group is public, you'll get the message right away. If the group is private, you'll get the welcome message after you've been approved by group owner. Page 11 of 22

12 Sharing group files Sharing content, such as files and folders, is a hallmark of group collaboration. An Office 365 group makes this 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. Group subscribers can view and edit the files; group members can only view. View group files 1. Sign in to Office 365, and navigate to Outlook, People, or OneDrive. 2. In the navigation pane, under Groups, locate the group, and then click the group name. 3. In the group header, click Files. Share group files with a guest You can share group files with guests by attaching any file stored in your group library. Attach a shared file 1. From your group, start a conversation. 2. At the bottom of the conversation pane, select. 3. Select the source of your file: group or computer. 4. If you select a group as your source, select the file you want to attach. If you select Computer as the source, select either Upload to group files or Attach as a copy. Uploading to group files enables group members to see the latest changes and coauthor in real time. Attaching as a copy gives each recipient their own copy of the file for review. Page 12 of 22

13 To migrate documents from a Team Site to Microsoft Groups 1. Navigate to your Team Site in MyMoreheadState and access your Team Site. 2. Highlight and click the file you want to open. 3. The document will open on your computer. Save the file in a location of your choice on your machine. This step will need to be repeated for each document or file you need to move to a Group from your existing Team Site. 4. After logging into your Microsoft Office 365 Web Outlook client, click the People icon at the bottom left side of the page. 5. Expand Groups at the bottom left side of the page and select the Group you will be adding files/folders to. 6. Click Files in the top menu. To upload a file from your computer 1. Click Files in the top menu. 2. Click upload. Page 13 of 22

14 3. A file upload dialog box will open. Navigate to the location where you saved the file you want to upload. Double click the file to upload it to your Group. 4. Repeat Steps 2 and 3 for all other files you want to add to the Group. To upload a folder from your computer 1. Click Browse library on the top navigation menu. 2. Click upload, then select Folder from the menu that appears. 3. A Select Folder to Upload dialog box will open. Navigate to the location where the folder you want to upload is saved. Click the folder you want to upload to select it, then click upload. 4. Repeat Steps 2 and 3 for all other folders you want to add to the Group. To create a new folder 1. If you would like to create a new folder to upload your document to, click New then select Folder from the dropdown menu that appears. Page 14 of 22

15 2. Enter the name of the new folder, and click Create. 3. Click the new folder you just created to open it. Click Upload, and select whether you want to upload a single file or an entire folder from your computer. Schedule a meeting on a group calendar All events that you create on the group calendar are delivered to both the group mailbox and the personal inboxes of all group members. Every member of the group can edit the events, which means that if the organizer of the event is sick or decides to take a vacation day and forgets to cancel the event, anyone else in the group can cancel it for them. Open a group calendar in Outlook on the web 1. Sign in to Office In the app launcher, select Calendar. Page 15 of 22

16 3. In the navigation pane, select Groups, and then select your group. If you have multiple calendars open, the events for each will be displayed. Colored tabs across the top indicate which events align to each group. 4. Select Day, Work week, or Month to change the calendar view. Add an event to a group calendar Adding an event to a group calendar is very similar to adding an event to your personal calendar, and invitations are sent to all group members. When you create an event on a group calendar, it appears as organized by the group. You're automatically added as an attendee, and the event is added to your personal calendar. 1. From the group calendar, select the time at which you'll schedule the event. 2. Enter a meeting title, location, and end time in the details window. Page 16 of 22

17 3. By default, the meeting invitation will be sent to every member's inbox in the group. If you don't want this, clear the checkbox and select More details to specify the invitees. 4. Select Save. Edit an event on a group calendar 1. From the group calendar, double-click the event to open it. 2. Make the changes you want and select Send. See who s attending your group event notifications such as Accept, Tentative, and Decline, are distracting and can clutter your inbox. When you use a group calendar to schedule your event, you can easily get an at-aglance view at who's coming, who's not, and who has yet to respond. 1. From the group calendar, double-click the event to open it. 2. Under Attendees, see the status (Accepted, No response, Tentative, Declined) under each invitee name. Page 17 of 22

18 Cancel a group event When an event is created on the group calendar, anyone in the group can cancel it. 1. From the group calendar, double-click the event to open it. 2. Click Cancel and select the appropriate cancellation option. Start a group conversation Having a group conversation is similar to having an thread but only group members participate. You can start a new conversation with the group members or reply inline to a message. Conversations are stacked in your group inbox, and when you select one, you'll see the original message plus all the replies in sequence from oldest to newest. Create a conversation 1. Open Outlook on the web. 2. In the navigation pane, under Groups, select your group. Page 18 of 22

19 3. Select Start a group conversation. If guests are part of your group, you might see this message informing you that some recipients are outside of your organization. If the tenant admin has restricted guest access to group conversations and calendar invitations, you'll see this message: 4. Select Send. Tip: You can also send an to a group from your main Outlook Inbox, just like using a distribution list. Just add the group's alias in the To line in your . Page 19 of 22

20 Reply to a conversation 1. To reply to the latest message in the conversation, select Reply all. 2. To reply to an earlier message in the conversation, select the message > > Reply all. Forward a conversation When forwarding a conversation, you'll send a copy of the conversation as an message. You can send it to a group or to individuals inside or outside of your organization. 1. Select a message in the conversation. 2. Select > Forward. 3. Type the recipients' addresses and your message to them. 4. Select Send. Delete a conversation Only group owners can delete conversations. It's not possible to delete multiple conversations so you'll have to delete them one at a time. 1. Select the conversation you want to delete. 2. At the first message in the conversation, select > Delete conversation. 3. Select Yes to confirm. Leave a group 1. Open Outlook on the web. 2. In the navigation pane, under Groups, select your group. Page 20 of 22

21 3. In the group header, select > Leave group. You'll no longer be a part of the group and won't be able to access the files or other data. Delete a group After a group outlives its intended purpose, you can delete it to free up system resources and to remove the group from being listed or displayed. Warning: When you delete a group, you are permanently removing the group team site, group conversations, messages, files, calendar events, and any other related information. There is no way to recover the information once it's been deleted. 1. Open Outlook on the web. 2. In the navigation pane, under Groups, select your group. Page 21 of 22

22 3. In the group header, click More actions, and then click Edit group. 4. At the bottom of the Edit group pane, click Delete group. 5. Select I understand that the group will be permanently deleted > Delete. Page 22 of 22