Explore Office 365 Groups, shared workspaces, and licensing. Watch a demo of how to create Office 365 Groups using Exchange Online.
- [Instructor] There's a new type of group called Office 365 groups that you may have seen before if you've used Office 365 recently. These are now fully integrated into Exchange Online. These Office 365 groups offer some significant collaboration features and make them more powerful than either distribution or security groups. Let's take a look at what they can offer and how to manage them. Office 365 groups let you create a shared storage and messaging space, which is useful to communicate, collaborate, and schedule events with colleagues on a task or a shared project.
Think of them as a project oriented group space. Your users can create, find, and join groups right from their Outlook inbox or calendar and invite colleagues to participate in a group. By default, any user can create an Office 365 group and they can also join groups. Once created, groups are displayed in the member's inbox and also in the Group section of the Office 365 Admin center. When you create an Office 365 group this allows members of the group to collaborate and to use multiple technologies, such as to send email in Outlook, share files using OneDrive, communicate using Skype, and even create a members only area using teams.
All users can create their own Office 365 groups, though you can disable this feature. Unlike SharePoint team sites, with an Office 365 group you don't have to manually assign permissions to the resources. This is because by adding members to the group automatically gives them permissions to the resources contained within the group. This really simplifies the process of collaboration and reduces the need of IT administration, especially since users can effectively self-service the creation of Office 365 groups.
Another benefit of Office 365 groups is that if required, external users can also be invited to join an Office 365 group and then share documents, conversations, and notes with other members. So long as your subscription plan has Exchange Online or SharePoint Online then you'll have access to Office 365 groups. You should note that only the Business and Enterprise plans are licensed for Office 365 groups. You won't find Office 365 groups on a Home Office 365 subscription.
Let's drop onto our demo PC and take a look at how to create Office 365 groups using Exchange Online. First, I'll open a browser, and then I'll sign into Office 365 as a user. I'll choose Adele Vance and log in. And notice, we can see that the user is not an administrator, because the admin tile is not displayed. Let's click the Mail tile. And we'll see that Outlook opens. Below the Folders item on the left hand side we can see a Groups item and a list of group labels appears.
Adele is a member of several groups that she has either created or has joined and these are listed underneath the Groups. To join an existing group we need to click the More link, and then click the Discover icon at the top. We can then select the public group and click Join. We can click the Competitor Analysis and now that group is under our Visited groups.
To join the group we can select the Join link at the top of the menu. This will send a request to the owner of the group and if there are no restrictions we will be automatically added to the group membership. Let's now take a look at how easy it is to create a group. I'll click the More link, and then click the Create link. The Create a group dialog box appears on the right hand side. I'll create a new group for the Annual Conference.
Notice by default an Email address has been created. I can add a description, and I can then modify the Privacy and Language settings for this group. I can make the group Public or Private. If we select Private then only approved members can join the group, and for everybody else it will be hidden from the Discover menu. Let's click Create at the top. And now we can add members.
I want to add Joni and Emily, who co-work on this project. I'll type in their names. I've selected Emily and Joni to be members of this private Office 365 group. To complete the task I need to click the Add link at the top. The group is now created and the welcome landing page appears. Notice along the top there are several tabs available, which give you access to your resources, such as Conversations, Files, Calendar, and more, including Notebook, Planner, and Site.
At the bottom of the welcome page there are also links to download the app for working with Office 365 groups on a smartphone. Let's leave this group and head over to the Engineering group. We can see by the number 99+ that there is some activity within this group. I'll highlight the Engineering group. The default tab opens, showing the most recent conversations between the members. Notice that this public group has 14 active members, as displayed in the top right hand corner. If we wanted to ensure that we never missed an important message we can subscribe to all messages from this group.
To do this we need to click the link called Joined on the top right hand side, and then select the Subscribe to this group by email. Let's explore the other tabs and you can see there are tabs for Conversations, Files, Calendar items, I'll click the three dots, a Planner, which opens in a new window, and also a Site, which opens SharePoint in a new window. If we now log out of Adele's account I want to show you a quick look at the Office 365 groups feature from the admin perspective.
I'll now sign back into Office 365 as an admin user. I'll access the Admin portal by clicking the Admin tile, and then click the Groups tile on the left hand side, and then select Groups. All of the available groups, including the Office 365 groups, are listed. We can use the filter to show us just the Office 365 groups. Let's take a look at the Annual Conference group that Adele created. It should be at the bottom of the list, or we can search for it.
I'll click the group and we can now see the properties and make changes to the items. If we select the Edit button we can change the Name, Description, and how members receive messages, and whether the group can be emailed from outside of the organization. Let's click Save. And then click Close. We can also modify the group membership by clicking Edit next to the Members.
We can add new members by clicking the Add members button at the top. I want to add Chris Bee to the list of members and then click Save. The list of members has been updated and I can click Close, and then Close again. We can see that Chris Bee has been added to the list of members. If we wanted to delete the Office 365 group we'd click the Delete group button, and then click Delete. I'll click Cancel.
Instructor Andrew Bettany helps IT professionals responsible for their company's cloud master key skills related to managing Exchange Online, using antispam and antimalware resources, and configuring Endpoint Protection. Learn how to configure mailbox permissions and sharing, set up contacts and groups, configure antimalware filters in Office 365, and use Exchange Active Sync for mobile device management. Plus, learn how to use Intune Endpoint Protection, which allows you to control the security features on your Intune-enrolled devices and further protect them from malware and spam.
- Managing recipients and mailboxes
- Managing mailbox permissions and sharing
- Managing contacts and groups
- Exploring Exchange ActiveSync for mobile device management
- Leveraging antispam and antimalware features
- Using Microsoft Intune Endpoint Protection