Shift - Create and organise a group Tutorial

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

1:30
2946 views

Available in Microsoft365

Objectifs :

This video aims to guide users on how to effectively use the Shifts application within Microsoft Teams to create and manage groups for better collaboration and organization.

Chapitres :

Introduction to Shifts in Teams
Shifts is a tool within Microsoft Teams that allows users to manage schedules and create groups for collaboration. This section introduces the purpose of using Shifts and its integration with Teams.
Creating Groups in Shifts
After downloading Shifts and attaching it to one or more teams in Microsoft Teams, you can begin adding members to create a group. It's important to note that you are not required to add all members of your company, allowing for flexibility in group composition.
Member Notifications and Group Naming
When adding members to a group, the system does not notify them automatically. Therefore, it is your responsibility to inform them of their addition. The system will create a nameless group by default, so it is crucial to decide in advance which colleagues belong to which groups. You can rename the group to reflect its purpose, such as using the name of a project to help remember the context.
Managing Groups
Once the group is created, you have the ability to reorganize members as needed. You can change the order of members or delete a member if they no longer belong to that group. Importantly, removing a member from a Shifts group does not delete them from the associated Teams channel.
Using the Options Menu
To manage your groups effectively, utilize the options available in the top right corner of the Shifts interface. By clicking on the three dots, you can access features to rename groups and adapt them to your needs, ensuring that your group structure remains relevant and organized.
Conclusion
In summary, using Shifts within Microsoft Teams allows for efficient group management and collaboration. By understanding how to create, name, and manage groups, users can enhance their teamwork and project organization.

FAQ :

How do I create a group in Shifts?

To create a group in Shifts, download Shifts and attach it to one or more teams in Microsoft Teams. Then, add the people you want to include in the group. You can rename the group using the three dots option.

Will members be notified when added to a group in Shifts?

No, the system does not notify members when they are added to a group in Shifts. You will need to inform them yourself.

Can I delete a member from a group in Shifts?

Yes, you can delete a member from a group in Shifts if they belong to another group or are no longer part of the Shifts. This action will not remove them from the associated Teams channel.

What should I consider when adding members to a group?

Decide beforehand which colleagues belong to which groups you will create, as you are not obliged to add all members of your company.

Can I create multiple groups in Shifts?

Yes, you can create multiple groups in Shifts to fit your purpose. Use the option on the top right to manage your groups.

Quelques cas d'usages :

Project Management

In a project management scenario, a team can create a group in Shifts specifically for a project. This allows team members to collaborate effectively, share schedules, and stay organized. By naming the group after the project, members can easily identify the relevant colleagues.

Department Scheduling

A department can use Shifts to create groups for different teams within the department. This helps in managing schedules and ensuring that all team members are aware of their shifts without overwhelming the entire department with notifications.

Event Planning

For organizing events, a group can be created in Shifts to include all team members involved in the event. This allows for streamlined communication and scheduling, ensuring that everyone is on the same page regarding their responsibilities.

Cross-Functional Collaboration

When working on cross-functional projects, groups can be created in Shifts to include members from different departments. This facilitates collaboration and ensures that all relevant stakeholders are included in the scheduling process.

Glossaire :

Shifts

A scheduling tool within Microsoft Teams that allows users to create and manage work schedules for teams.

Teams

Microsoft Teams is a collaboration platform that integrates with Office 365, allowing users to communicate, share files, and collaborate on projects.

Group

A collection of individuals within Teams that can collaborate on specific tasks or projects. Groups can be created for various purposes and can include any number of members.

Channel

A dedicated space within a Teams environment where members can communicate and collaborate on specific topics or projects.

Three dots (ellipsis)

A user interface element in Teams that provides additional options or settings for a selected item, often referred to as 'more options'.

00:00:02

After you have downloaded Shifts

00:00:05

and attached it to one or several

00:00:08

teams in Teams, you can start adding the

00:00:13

people you want to create a group with.

00:00:16

Please remember that, like with

00:00:18

any channel in Teams,

00:00:19

you are not obliged to add all

00:00:22

the members of your company.

00:00:25

Also, be careful,

00:00:26

as the system is not notifying

00:00:29

the person added, you would

00:00:31

have to inform them yourself.

00:00:34

The system will automatically

00:00:36

create a nameless group.

00:00:38

Remember, the people you add

00:00:40

are part of such group.

00:00:43

So decide beforehand which

00:00:44

colleagues belong to which of

00:00:47

the groups you will create.

00:00:49

If you need several groups

00:00:51

to fit your purpose,

00:00:52

you can use the option on the top right.

00:00:55

With the three dots, you can go and

00:00:58

change the name and adapt it to the needs.

00:01:01

It's simple,

00:01:02

even if it's a project you can use the

00:01:05

name of the project to remember people

00:01:07

it is related to that topic.

00:01:09

Once you have created the group,

00:01:12

you will be able to re-organize

00:01:14

them in the order you see fit

00:01:16

or just delete a member if they

00:01:19

belong to another group or are

00:01:21

no longer part of the Shifts.

00:01:24

This will not delete them from the Teams

00:01:27

channel you have associated your Shifts with.

Mandarine AI: WHAT YOU SHOULD KNOW

RELATED COURSES This tutorial is part of the following courses

2079 Views

Microsoft Shift Video Training - Getting Started with Microsoft Shift

Learn how to use Microsoft Shift: the user-friendly schedule management tool linked to your Office 365. Create a team schedule, modify it, s...

ALL COURSES