Explore things you can do in Outlook that tie into our collaboration tools. We will use @mentions for adding a recipient to an email while also drawing their attention to specific content in a message. Explore how Office 365 groups can be used to email several people at one time.
- [Instructor] In this movie, I want to talk about some things that you can do in Outlook that tie into our collaboration tools, and no, I'm not counting the simple act of sending an email message as a collaboration tool. First, I want to talk a bit more about Office 365 groups and how they can facilitate email communication with your collaborators. Now, I want to start in Outlook on the web, so I'm going to click on the Mail tile here on the Office 365 website. We're working in Outlook on the web, but most of what we'll see here will also work in the Outlook desktop application as well if you have it linked to your Office 365 email account.
Of course, over on the sidebar on the left, I can see a list of the groups that I am a current member of. I could go there, and I could post a conversation message for the members of my groups. But that's not the same as email. Plus, I may want to send an email to a group that I'm not a member of, which of course would not be on this list. So let's start by writing a new email message. I'm going to hit the new button up here at the top of the window. This takes me to the standard email message format. So I'm going to go into the To field, and instead of typing in the email address for a specific person or even multiple people, I could send this email to a group.
I'll just start by typing in the name of the group, and it should search my organization and find that group, if it exists. Now, you may see this situation, where you type it in but it doesn't find it. In that case, just hit Search Directory, and then it will force it to perform the search, and in this case, it did find the group. So I can click on that, and that is now the recipient for this email message. So if I finish this email and send it, it will go to every member of this group. But wait, how do I know who is in this group? Well, if I click on the name of the group, I see some information about the group, and if I click on this button that says Members, I can see a list of all of the people in that group.
So if I know the name of an existing group, I can find it, I can confirm the members of the group, and send an email. But what if I don't know the name of the group, or what if I suspect that a group may exist, but I'm not actually sure? Well, there's an easier way to search and even browse through existing groups. So for now, I'm going to discard this email message. I don't want to actually send it. Again, I'm going to look at the sidebar on the left, but instead of clicking on a group that I'm currently a member of, I'm going to go to this option labeled Discover. That will open up this interface where I can browse through the different groups that have been set up at my organization.
I can look at Active groups, or if I go to All groups, I can see a list of every Office 365 group in my organization. So I could go through this list, or if the list is too long, I could use this search field to filter it down. But if I find a group that I'm looking for, I can click on it to get more information. Now, what's actually happening here is it's opened a new tab in my browser. It's taken me to the address book tool in Outlook on the web, and it's showing me information about this group. I can see a list of the members.
I could go over to this Owners button, and I could see who is the owner of this group. That's the person who created the group and who has administrative control over the group. I could go into the Conversations for this group or the shared calendar or the Files library, and if I want to join the group, I could hit this button to join it. But that's only going to work for public groups. I can see below the name of the group, it's labeled as a Public group. So let's see what it looks like if I go to a private group. I'm going to close this browser tab, and I still have this other tab open where I'm in Outlook Mail, and I'm still in the Discover view, so I'm going to choose a different group on this list.
I'm going to go to this Management Team group. This is a private group, so below the name of the group, I can see it says Private group. And here, and I can see the list of members. I can see the owner, but I cannot go into the Conversations or the shared calendar or the Files library for this group, and if I I hit the join button, it just opens up this panel where I can send a message to the owner of the group, asking them to add me to the group. So for now, I'm just going to cancel that. Okay, so let's look at another thing here with these groups.
Again, I'm going to close this tab. Back here in the Discover view. I want to talk again about sending email to these groups. Now, I can send an email to this group, naturally, because I'm on Office 365, and I can easily search for it in Outlook Webmail. But it's important to note that anybody can send an email to this group, even if they are not using an Office 365 account. Now, that is an option that's enabled by default, though the person who created the group can disable that option. So there are a few ways to find the email address that outside users can send a message to, and one way to do it would be to just right-click on the group right here on this list.
There's an option for Copy email address. You could copy this text, and then just send that to somebody in an email or something like that, or you might get a little bit more granular here. This specific line right here, of course, is the email address that you would send a message to. So I could send this to somebody outside of my organization, and they could use that to email that group. For now, I'm just going to cancel that. Okay, so we've been doing this all in the Outlook web tool, but you can access a lot of this information in the Outlook desktop application as well.
Let me switch over to the Outlook desktop application. And to be clear, here in Outlook, I have already linked my Office 365 email address. This will not work if you're not set up to send and receive messages with your Office 365 account. So, over here in the sidebar on the left, of course I can scroll down. I can see this category of Groups. I can open and close that by hitting the triangle next to the word Groups, and again, I can see a list of the groups that I am currently a member of. And from here, I could select one of these groups, and I can see the conversations that have been posted to this group, but that's about it.
I don't see the links to the other Office 365 services from here. Now, if I want to send an email to a group here in the desktop application or even find a group, what I'll need to do is start by composing a new email message. Now, up in the Home ribbon, currently I see New Conversation. That's because I'm in this group. I'm going to go to the Inbox. Now, that button in the Home ribbon changes to New Email. That's what I need. So I'm going to start a new email message, and here in the To field, I'm going to click on this button right next to the To field, and here, I can see a list of my contacts.
And it includes groups. So I might want to go to this menu here and filter this down just to groups, and so this is a list of all the groups in my organization. I could choose one. I could hit this To button here, and it adds it to the To field. Hit OK, and now that group is a recipient for this email. All right, so that's all I wanted to see here with groups, so let me close this message, and I do not want to save it. And I want to finish up by talking about one other feature in Outlook Mail that is not specifically a groups feature.
I want to talk about the @ mention feature. This works in both the desktop application and Outlook on the web. So, I have an email draft that I started, but I never finished. I've got that here, and you can see that I was writing a message about one of my coworkers. Now, I could finish writing this sentence by just typing in that person's name, or I could use an @ mention, and here's how that works. I'll type in the @ symbol, and then I'll start typing in the name of the person that I want to mention. It's searching through people in my Office 365 organization.
I can see that it already found this person. I did not even have to type in their whole name. I can click on that person here on this list and it's added that @ mention. So this has changed color in the message, and it's also added her as a recipient to this email message. So she will receive this message, and she will also see where she is mentioned in the body of the message. This is a great way to draw somebody's attention to a specific part of a message. It's really useful when you send a message to several recipients, but there's one important piece of information for a specific person buried somewhere in that message.
And if you want, you can even @ mention an Office 365 group. So I could continue typing here, and then if I want to mention the group here, I'm going to type in the @ symbol, start typing in the name of that group. It finds it here on this list. I'll click on it. And now it mentions that group here, and it adds that group as a recipient to this message. So I think you can see how your relationship with other users in your company's Office 365 deployment can facilitate more efficient email communication.
Groups and @ mentions should make collaboration over email run more smoothly.
- Office 365 accounts and tools
- Office 365 Groups and SharePoint
- Choosing the right tools for your collaboration needs
- Working with shared calendars in Outlook
- Making video and audio calls with Skype for Business
- Managing collaborative conversations with Teams
- Editing and co-authoring files stored on OneDrive or SharePoint
- Choosing a location to store files
- Sharing files from OneDrive or SharePoint
- Sharing files in Teams