Learn how to create a new group from various group types and add others from the organization to your group. Also learn how to view groups in the organization and make a group one of your favorites.
- [Instructor] One of the greatest features of Workplace is your ability to set up groups. And groups can be set up for various reasons. Maybe you're on a team that's working on a project and you want your own area where you can communicate and share ideas, collaborate on files even. Or perhaps you want to set up a task force or open up discussions, like help topics and feedback forms, get announcements out to a group of people, a department, an office, or the entire company for that matter. There are a number of different reasons you might want to set up a group, there are different types of groups you can create here in Workplace, and that's exactly what we're going to do in this movie.
We'll start though by going back to your landing page, just click the Workplace logo if you're not there already, and select Groups down on the left hand side. By default a couple of groups are created with every Workplace account. For example, you'll see General and you'll also see Workplace Tips. So it's an area where you can go to get tips on using Workplace or just go to a General area where the entire organization can communicate with one another. And let's click General. You should be able to see that by default, unless your administrator has decided it's not needed.
Now we're actually inside the group, so any discussions, posts, et cetera, the sharing of photos or videos, all of it's done within the group. You can see the group members over here on the right, happens to be everyone in the organization at this point. And this is where you can go to get specifics on the organization. And, of course, you can create your own groups. Let's go back to the landing page, clicking the Workplace logo. When you go to Groups, as we did a moment ago, you'll notice the groups that you're already part of, and then, as I said, by default General and Workplace Tips typically appear there.
You can go to Suggested Groups, there maybe other groups you're not seeing under Your Groups, like this one for me, Admin Teams. And there's a Join button if I wanted to join it. If I'm part of the administration I might consider doing that. Clicking All Groups won't necessarily let you see every single group that's been created in the organization, but any that you're allowed to see. We'll talk about privacy in a moment. You can see, there's the Admin Teams, along with the others, General and Workplace Tips. And if you don't see a Join Group button you'll see another button, which is to add it to your favorites, so it'll always be easily accessible.
Notice up here in the top right hand corner a Create button to create a group. But we can go back to the landing page, let's just click the Workplace logo to get back to our main screen here and News Feed where you'll see further down the list on the left a Create Group option as well. So we can create groups from here if we need to. Let's say that we're working on a project for next year, next year's user conference. Well, we can click Create Group and you'll see the different types of groups you can create.
There's Teams & Projects right at the top, Open Discussions, Announcements, anything else you can think of that you'd need to connect with coworkers about, Social & More, for example, maybe a social committee would use this one. There's even one for creating groups that would include people outside the organization, we'll talk about that a little later. But for our purposes we have a project coming up, so we'll go to Teams & Projects and select that. All right, step one is to describe the group, we'll need to give it a name.
Let's call it User Conference 2018, like so. Now down below, before you click the Next button, you'll notice that anyone in Landon Hotel can see the group, its members and their posts, that's the default, and that's the privacy I was talking about. We can customize that. In our case we don't want the entire organization being able to see the posts, but maybe at least see that there's such a group. Click Customize, you'll see the different Privacy options. Open is the default, Open, like our General and our Workplace Tips groups that we saw earlier, means that anyone in the organization can see the group, its members, and their post.
If we choose Closed anyone in Landon Hotel, in this case, will be able to find the group and see who's in it, but only members of the group will be able to see and post. And then there's one called Secret. With that selected only members who are part of the group will be able to find the group and see posts. In other words, anyone else in the organization when they go to look at all groups won't even know that it's there. I think Closed is what we need. And clicking Next will save that option and take us to the next step, which is choosing who's going to be in this group.
Now by default as the creator you're part of the group. You can see that we can invite people by e-mail from here as well, but all we need to do is select names from the organization. I think Dahlia needs to be there, and this guy, David Rivers, should be part of the group. Now anyone who has not joined Workplace yet doesn't show up on this list, but once they join we can always come back. You will notice if we scroll down that this is a step we can Skip and come back to at any time, so if we need to add people down the road, take people off, that's something we can do, but for now these are the people we want to add to the group, so we click add group.
That creates the group, adds the people, and you can see your first post is ready to go. There's a default message, Hi everyone! Let's use this group to keep track of current status and discuss new ideas. We can add to that, take out the period, for example, I'm going to type in re: next year's User Conference. There we go. Now all I have to do is click Post, it's posted to the group, User Conference 2018, that's what we're looking at here. So the News Feed we see is for the group.
As we scroll down you can see nothing else but posts from this group. And anything we do here in this group is reserved for group members. Yes, the organization will be able to see the group, but they won't be able to come in here and see the posts, because of the privacy settings that we selected. All right, let's go back now to our Workplace landing page, clicking the logo, and let's go down to Groups. From here now you're going to see the groups you're in, as well as groups you manage. You'll also see buttons over here to add them to your favorites.
So as groups begin to accumulate over time in your organization there maybe groups that you want to see at the top and have easy access to, simply click Add to Favorites and they'll always appear at the top. We don't have many at this point, so it's not all that relevant, but it will be once there are many, many groups created in your organization. All right, let's go back to our landing page again, clicking the Workplace logo. So creating a group and inviting people to that group is easily done, but you can also join groups, we'll talk about that next.
- What is Workplace?
- Creating and organizing groups
- Joining, leaving, or unfollowing groups
- Setting up multicompany groups
- Messaging coworkers
- Staying connected on a mobile device
- Conferencing with live video
- Sharing documents, pictures, and video
- Responding to shared items
- Creating events