There is more than one way to create a public or private group in Office 365 Groups. In this movie, you will know how to use Outlook on line or Outlook installed on a computer to create a public group, name it appropriately, and a description, and also choose members to join the group. You will also know the various parts of the user interface inside a group after it has been created.
- [Instructor] It's time now to create our very first group here in Office 365 Groups and take a tour of the user interface to get comfortable in our surroundings. There's many different ways to create groups. One option is to use Outlook. That could be Outlook online when logged into Office 365 here in a browser, for example. You could also use Outlook installed on your computer if you have an Office 365 account and you're connected. We're gonna look at both options, beginning here in Office 365. If you're following along, just log into your account.
May look different on-screen than mine. I'm using Office 365 for Business. You can see I can get Skype for Business down here because of my specific privileges. But as we scroll down we're going to see the tiles representing some of the apps we're connected to. The first three: Mail, Calendar, and People, are all Outlook, it's just gonna take you to a different section of Outlook: Contacts, Calendars, or your mail. So we'll start with Mail and give it a click. That's where most people go when they log in, directly to their mail.
Here in Outlook you can see folders, et cetera; but then you're going to see another category, and that is Groups. There's an arrow next to it that may be pointing down, meaning it's been collapsed; or, if it's pointing up; and you can click it to expand it, which might display a number of groups that already exist in your organization, which means you can see them whether they're public or private. You can't see inside private ones, and you can't join private ones without permission or an invitation, but you can see the different groups and you can select them to learn about them and decide if you wanna join them.
But that's not what we're going to do, not yet. We're going to create our own group; and that means going to the top of the category where we see groups. Just to the right, you'll see New and a plus sign; you can click either one to create a new group. Let's give it a click. And when you create a group, it's usually for a specific reason. Maybe it's a standing committee of people who meet on a regular basis and you want a place where they can go to share files and hold conversations, coordinate things in calendars, et cetera.
Or, maybe it's a specific project. Let's use a project as our scenario here at Landon Hotel. Maybe we're gonna be moving a couple of departments physically from one floor in the building to another. So we're going to create a group of people who are gonna be involved in that project that we may need to coordinate with. So let's choose an appropriate name. You wanna choose a name that makes sense and is gonna be easy to understand when people are browsing, say down the left-hand side. We'll call this one departmental move or relocation.
I'm gonna go with Departmental Move, like so. And you can see down below, things are happening. And in green, I'm seeing a new site that's being created in the background: [email protected] It happens to be available. You can't have two groups named the same thing, so if there were other departments doing this they might have to use the word relocation, for example, or something different. It would let you know if it's acceptable or not. This one is available.
A group ID is created. Departmental Move is the group ID. If you want to change that, click the pencil off to the right to edit it. So we could do that if we needed to. I think it's OK. We do wanna add a description, though, so that when people are browsing this group in the organization they know exactly what this specific group is all about. So we'll click inside. And how about "Coordinating the move of two departments." I'm gonna put in brackets "HR and pro services", for professional services.
And it's going to be from the second floor to the fifth floor. That's very specific. People will understand what this group is all about. Down below we can choose the privacy level. Now, public is the default. Anyone can see what's going on inside; anyone in the organization, that is. And, if we want to keep this private between members, we can click the dropdown here and choose Private. Only approved members will be able to see what's inside. So as the owner of this group, because I'm creating it, I can choose who gets to be part of this group by inviting specific people.
Anyone who wants to join would have to get my permission; or, if I assign another owner, get their permission. But we're gonna go with public. And we'll keep the language at the default; for me, it's English. And now, down below I can also choose to have things like group conversations and calendar events go directly to the members' personal calendars and inbox, by clicking this checkbox, not just the group inbox. So I'm gonna leave that checked off, and come up here to click Create.
It's going to create the group. And the next step will be to add members. Here's where we get to choose the people we wanna add. And we can use our contacts here. Just by starting to type in some names, we can use a search to find the members we're looking for. If I type in Mark, for example, and nothing's showing up here automatically, I can search the directory, and there you can see there's Mark Tristener and he's added automatically. If I don't want him added, it's the wrong Mark, we can click the X over here on the right-hand side to remove that member from the list we're about to create.
There's one other person, Phyllis Lucero. I'm gonna type in just the beginnings of her last name. And, you can see, search directory shows up, and there's Phyllis right there. Beautiful, I have two members. All I have to do now is click Add to add them. You can see they're getting added to the group. And at any time we can add more members if we wanted to. Because it's public, people can join as well. And, now we're looking at our default user interface here in Office 365 using Outlook.
Notice the Groups section now just shows the group that I've created and I am a part of. I could start a new conversation because there are tabs up here at the top to switch between conversations, calendars, files, our OneNote notebook, and we can connect things as well. With Conversations selected, you can see there's things over here, like starting a conversation. Here's "View group files and activity"; that's the same as going to Files. I can use the calendar from here and connect my apps from here as well.
So it's just a welcome screen that allows us to access these different sections directly from this first window that we see. Now, up here at the top right-hand corner we can see who the members are. Notice there's a Joined dropdown that we can click if we wanted to unsubscribe from email or leave the group, we could do that from here. There's also an ellipsis here. As the owner of the group, I can come in here to add members or manage members, like removing people as well, add to my favorites.
I can edit the group here, including deleting the entire group. We'll be doing that much later. So all of those options available to me here as the owner of the group. Now, the other tabs, for example, clicking Calendar is gonna take us to the group calendar. This is just for the group. Files is where we're going to go to access files. Notice it opens up a new tab, and it's busy working in the background, creating something here for sharing files. You'll also see these little popups from time to time, asking if you wanna learn a little bit more.
You can do that by clicking Next, or just close this up and follow along with me. Notice that in this separate tab it's using the SharePoint icon and it's created this site in the background for our documents. Here's where we go to add files, et cetera; something we'll be doing a little later on as well. For now, though, we can close up this tab by clicking the Close button. Control + W is your keyboard shortcut. And we're looking at the calendar now. Let's go to Notebook. That too opens up a SharePoint tab.
You can see what's happening. And it's going to be using, there it is, the OneNote icon to create a group notebook where we can share notes and access notes, collaborate. Let's close that one up. We're back to our calendar. And check out the last option, which is connectors. This opens up something over here on the right-hand side of our screen where we can access connectors. Connectors are kinda cool, things that can be added to the group. A popular one is Twitter, for example. And as you scroll down, you'll see there's quite a long list, RSS feeds, for example.
Scrolling further down, MailChimp, if we wanted to use that. Sales Force is on this list. You can see it's a long alphabetical list of connectors. We'll talk about connectors later on as well, so let's click the Close button in the top right-hand corner. We've created our first group here, looking at our calendar. Let's go back now to the top left-hand corner where we can change between our apps. Now, if you're looking at Calendar and you wanna go to People, your contacts, you're still gonna see groups over here on the left-hand side.
We're still in Outlook. Go back to the Apps button, and switch to Mail, and sure enough, down the left-hand side, while looking at mail, there's our groups category. So with Outlook we can create and access our groups with ease. Now, if you are using Outlook and it's installed on your computer, and I've just switched over to my calendar here in Outlook, notice there is a Groups section on the ribbon. You can be looking at your mail, your contacts. Doesn't really matter which one you're looking.
I'm gonna go to Contacts, for example. There's always this Groups section on the ribbon where we can go to create a new group. Clicking New Group gives you the options for the name. You can see the privacy, the options for sending out personal emails and calendar entries. So it's very similar to what we just did online, but we can do it from our Outlook app installed directly on our computer as well. We'll continue working, though, in Office 365. There is another way to create a group: using Planner.
We'll talk about that next.
In this course, David Rivers walks users through the basics of Office 365 groups, from creating a group and adding members to finding and joining other groups. Learn how to communicate with colleagues in a group, schedule group meetings, and collaborate on documents and larger projects.
- Describe the benefits of using Office 365 groups.
- Differentiate between group owners and group members.
- Explain how to subscribe or unsubscribe to a group’s email.
- Recall how to leave or delete a group.
- Describe how to schedule meetings with groups.
- Recall who can edit or cancel an event.
- Explain how to find and open a shared file.
- Cite the method for sharing a file externally.