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Outlook - Create and modify a group Tutorial

In this video, you will learn how to create and modify a group on Outlook Online using Microsoft 365. The video demonstrates the steps to create a new group, including naming the group, adding a description, and setting the privacy and language preferences.
It also shows how to add group members and manage group settings.
This tutorial will help you effectively create and manage groups on Outlook Online, enhancing your collaboration and communication within your organization.

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Description

Objectifs :

This document aims to provide a comprehensive guide on creating, modifying, and managing groups in Outlook, ensuring users can effectively utilize group functionalities for collaboration and communication.

Chapitres :

Creating a New Group
To create a new group in Outlook, follow these steps: 1. Navigate to the Home tab. 2. Select 'New Items' and then choose 'Group'. 3. In the 'Create Group' window, enter the required information: - **Group Name**: Choose a unique name for your group. - **Group ID**: Enter a different ID than the suggested one. - **Privacy Level**: Select either 'Public' or 'Private'. 4. Check the subscription box if you want members to receive group emails and calendar updates in their regular inbox. Uncheck it if you prefer that they access the group's mail only from the group's inbox. 5. Click 'OK' to create the group. Once the group is created, you can add a description and a photo for the group. This can be done after the group is created as well. Click 'OK' when you are done. You will see your newly created group on the left navigation bar and a welcome email in your group's inbox.
Modifying Group Information
After creating a group, you may need to modify its information. To do this: 1. Select your group from the navigation bar on the left. 2. Click 'Edit Group' on the ribbon. 3. You can edit the following settings: - **Group Name**: Change the name if necessary. - **Description**: Update the group's description. - **Language**: Adjust the language settings if needed. 4. To change the group photo, click the 'Edit' link in the bottom right corner of your current group photo. This will redirect you to Outlook Online, where you can upload a new photo from your computer.
Managing Group Members
To add members to your group: 1. Type the name of the person you want to join the group in the 'Search People' box and select their name. 2. In the 'Members' box, you can assign someone as an admin or remove admin permissions as needed.
Deleting a Group
If a group has outlived its intended purpose, you can delete it to free up system resources. To delete a group: 1. Click the 'Delete Group' button in the lower left corner of the window. 2. Be aware that deleting a group will permanently remove all group conversations, emails, messages, files, calendar events, and other related information. There is no way to recover this information once deleted.

FAQ :

How do I create a new group?

To create a new group, go to the Home tab, select New Items, then Group. Fill in the required information in the Create Group window and click OK.

What happens when I delete a group?

When you delete a group, all associated conversations, emails, messages, files, and calendar events are permanently removed and cannot be recovered.

Can I change the privacy level of a group after it's created?

Yes, you can modify the privacy level of a group by selecting Edit Group from the navigation bar.

How can I add members to my group?

To add members, type the name of the person in the Search People box and select them. You can also assign admin permissions if needed.

Is it possible to change the group photo?

Yes, you can change the group photo by clicking the Edit link in the bottom right corner of the current group photo.

Quelques cas d'usages :

Team Collaboration

Creating a group for project teams to share documents, schedule meetings, and communicate effectively through emails and calendar events.

Event Planning

Using a group to coordinate events, allowing members to share files, manage schedules, and keep track of tasks related to the event.

Community Engagement

Establishing a public group for community members to discuss topics of interest, share resources, and organize community activities.

Training and Development

Creating a private group for training sessions where members can access materials, share feedback, and collaborate on learning objectives.

Project Management

Utilizing groups to manage projects by assigning tasks, sharing updates, and maintaining a centralized communication channel among team members.

Glossaire :

Group

A collection of members within a platform that can share emails, calendar events, and files.

Privacy Level

The setting that determines who can see the group's information, either Public (accessible to everyone) or Private (restricted access).

Subscription Box

A checkbox that allows group members to receive group emails and calendar events in their regular inbox.

Edit Group

A function that allows the modification of a group's settings, including name, description, and language.

Admin Permissions

Special rights granted to a member that allow them to manage group settings and members.

Delete Group

The action of permanently removing a group and all associated data, including conversations, emails, and files.

Available in Microsoft365

00:00:04

New Items, then Group.

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In the Create Group window, enter the required information, such as the name

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and ID if you prefer

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a different ID than what was suggested,

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and the privacy level, Public or Private.

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Click the subscription box to let members receive

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the group's emails and calendar

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in their regular inbox or keep it unchecked

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if you prefer that they access

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the group's mail only from the group's inbox.

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Then click OK.

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When the group is created, add the members,

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description, and a photo for the group.

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You can do this after the group is created as well.

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Click on OK when you're done.

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You'll see your newly-created group

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on the left navigation bar, and a welcome email

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in your group's inbox.

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After you create a group, you can modify

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any information related to the group

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or delete it if you no longer need it.

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Select your group in the navigation bar on the left.

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Select Edit Group on the ribbon.

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You can edit any of the settings and options below.

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Group's name, description, or language.

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To pick a new group photo, click the Edit link

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in the bottom-right corner of your current group photo.

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You'll be redirected towards Outlook Online

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where you can change your photo

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and upload a new one from your computer.

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To add a member to your group,

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type and then select the name of the person

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you want to join the group in the Search People box.

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In the Members box, you can make someone

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an admin or remove admin permissions.

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After a group outlives its intended purpose,

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you can delete it to free-up system resources

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by clicking the Delete Group button

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in the lower-left corner of the window.

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Be aware, when you delete a group,

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you are permanently removing all group conversations,

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emails, messages, files, calendar events,

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and other related information.

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There is no way to recover this information.

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