Groups - Creating a group Tutorial

In this video, you will learn how to create 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, setting the confidentiality, and selecting the reporting language.
It also shows how to subscribe new members and add existing members to the group.
Creating and managing groups in Outlook Online can help you collaborate effectively with your team.

2:38
4022 views

Available in Microsoft365

Objectifs :

This tutorial aims to guide users through the process of creating a group in Outlook Online on the Office 365 platform, ensuring they understand the steps involved and the options available for group settings.

Chapitres :

Introduction to Group Creation in Outlook Online
Welcome to this tutorial! In this session, we will demonstrate how to create a group in Outlook Online, accessible through the Office 365 home page. This feature allows users to manage their online applications, including email, and facilitates collaboration within teams.
Accessing the Group Creation Feature
To begin creating a group, navigate to the left side of the screen where the list of existing groups is displayed. Click on 'More' and then select the 'Create' button located at the top of the window. This action will open a new window for setting up your group.
Naming Your Group
In the new window, you will need to name your group. For example, you might create a group specifically for the Human Resources Department. As you type the name, a group ID is automatically generated below, using the terms from the name you provided.
Adding a Description and Setting Privacy
You can enhance your group by adding a description that outlines the project's purpose for other members. Additionally, it is crucial to define the group's confidentiality settings. To do this, edit the privacy field by selecting 'Private' instead of 'Public', ensuring that only eligible members can access the group.
Language and Notification Settings
You also have the option to change the reporting language for the group. If you wish to notify new members about conversations within the group, make sure to tick the box for notifications. This will ensure they receive updates in their inbox.
Finalizing Group Creation
To finalize the creation of your group, click the 'Create' button at the top of the window. You can add group members directly at this stage or do so later. This flexibility allows you to prepare the group's content before inviting members.
Adding Members to Your Group
In this example, I will add two members by entering the initial letters of their names. After entering the names, validate the addition by clicking the 'Add' button. Once the group is created, all members will receive a notification email in their inbox.
Accessing Group Settings
To make changes to the group after its creation, locate the small gearwheel icon at the top right of the screen. Clicking this icon will allow you to access various group settings. If you need to leave the group, you can do so from this menu.
Conclusion
Now you know how to create and manage a group in Outlook Online. This process not only enhances collaboration but also ensures that communication within your team is organized and efficient.

FAQ :

How do I create a group in Outlook Online?

To create a group in Outlook Online, log in to your Office 365 account, click on 'More' in the groups section, then click the 'Create' button. Enter the group name, description, set the privacy settings, and add members before clicking 'Create' to finalize.

What is the difference between a private and public group?

A private group restricts access to only invited members, while a public group is open for anyone to join. Choose private if you want to control who can see and participate in the group.

Can I add members to the group after it has been created?

Yes, you can add members to the group at any time after its creation. You can do this by accessing the group settings and entering the names or email addresses of the new members.

What happens when I create a group in Outlook Online?

When you create a group, all members receive a notification email, and the group is set up for collaboration, allowing members to share files, communicate, and manage tasks together.

How can I change the reporting language for my group?

You can change the reporting language by selecting a different language option in the group settings during the creation process or by editing the group settings later.

Quelques cas d'usages :

Human Resources Collaboration

A Human Resources department can create a private group in Outlook Online to manage employee onboarding processes. This group allows HR members to share documents, track progress, and communicate effectively while ensuring that sensitive information is only accessible to authorized personnel.

Project Management

A project manager can create a public group for a cross-departmental project team. This group facilitates collaboration by allowing team members from different departments to share updates, files, and feedback, improving overall project efficiency and communication.

Event Planning

An event planning committee can use Outlook Online to create a group for organizing an upcoming company event. Members can collaborate on tasks, share schedules, and manage budgets, ensuring that all aspects of the event are coordinated effectively.

Training and Development

A training coordinator can create a group for employees participating in a training program. This group can be used to share training materials, schedule sessions, and facilitate discussions, enhancing the learning experience for all participants.

Glossaire :

Outlook Online

A web-based email service provided by Microsoft as part of the Office 365 suite, allowing users to send, receive, and manage emails and other applications.

Office 365

A subscription service offered by Microsoft that includes access to various productivity applications and services, such as Outlook, Word, Excel, and more.

Group ID

A unique identifier automatically generated for a group based on the name provided, used to manage and reference the group within the system.

Confidentiality

A setting that determines who can access the group, ensuring that only authorized members can view its contents.

Privacy Field

An option that allows the creator of a group to set the visibility of the group as either private (restricted access) or public (open to all).

Reporting Language

The language used for notifications and communications within the group, which can be customized by the group creator.

Notification Email

An email sent to group members to inform them about the creation of the group and any updates or conversations within it.

00:00:21

Is displayed on the left of the screen to create a new group? I click more?

00:00:30

I click the create button at the top of the window to for my new group. I'll name. The group in the window to the right of the screen.

00:00:38

In my example there is a group specific to the Human Resources Department.

00:00:44

I type the name of my group.

00:00:46

A group ID is automatically created below by default. It uses the terms contained in the name. I can then add a description of the group to present the project to the other group members.

00:01:01

For this group, I will define the confidentiality to ensure that only eligible members will have access to the group. I will then edit the privacy field by selecting private instead of public.

00:01:16

I can also change the reporting language link to it, you can select a language other than that defined by default.

00:01:24

It is important to subscribe new members to ensure that they had notified via the inbox for conversations within the group.

00:01:32

Tick the box if you wish to choose this option finally to validate the creation of the group. I click the top button create?

00:01:43

It is possible to add group members directly overturned later.

00:01:48

This can be very useful if you want to prepare the contents of the group before inviting members.

00:01:54

In my example, I will add 2 members by entering the initial letters of their names.

00:02:06

I then validate by clicking the add button.

00:02:12

Now that the group is created group members will receive this notification email in their inbox.

00:02:20

You will find the small gearwheel on the top right, I can click it in order to access the group changes.

00:02:28

Or if I want to leave.

00:02:31

Now you know how to create and added a group on outlook online.

Mandarine AI: WHAT YOU SHOULD KNOW

RELATED COURSES This tutorial is part of the following courses

3307 Views

Microsoft Outlook Video Training – Advanced

You use Outlook on a daily basis, and you need to protect the contents of your messages and their attachments. Learn about the security opti...

2480 Views

Training Video Business Uses – Assistants

To write a last-minute document, optimize communication or quickly format documents, Office 365 provides a range of features that will meet ...

ALL COURSES