If you have office 365 and Outlook 2016 and you want to provide people a great
way to share information consider Groups.
Welcome to Sele Training. I am Jason Sele. Groups is a great feature in
Outlook 2016 that a lot of people don't realize is there. In a corporate
environment with hundreds of users I often get asked how do we share
information and the natural location to think of would be SharePoint but SharePoints
a little cumbersome. A little bit difficult for people to understand and
so Groups is a great alternative. Outlook Groups is located on your Outlook 2016
screen right below your folder with your inbox. Here's how you create a group.
Right-click on the Groups button. Hit new group, type in a name for your group.
It'll tell you if it's available or not and then select whether or not you want
it to be Public or Private. Now I generally choose private because
you can control the users that have access to your group but if you want to
make it public where everybody in your organization sees it, you can choose to
do that too. In this case I'm going to pick private.
Then you have a choice here to subscribe new members so they receive group
conversations in their inbox. If you don't choose that then you can go into
the settings for the users and add people later but I'm going to go ahead
and choose that right now and hit OK. Since I check that box it's
asking me to add people to this private group right now. I'm going to type in the
name of one of my support personnel. Click his name. It's already added me as
the owner and added him as a member. Then I can give it a description for my group.
You hit OK and it creates your group for you with those users. Now I can click on
the Groups, bring up the one I just created and you'll notice that it
creates this initial email notification with some instructions on how you can
access different components. So taking a look at the top here you can
click a new conversation. What that does is it creates an email communication
that adds to this list which shows underneath your group that you've
created and all the members of that group will see it. Also this testing
Group that I created is going to automatically show up in the inbox
folder for the people that I've invited to the group. You can choose new items,
which gives you the ability to create new messages or an appointment or
meetings or you can create additional group members. You can also create
contacts and tasks. Essentially it's like having an Outlook channel specific to
that group. You can reply to messages. You can forward them to others. Here's where
you can manage the group membership. So if I click on membership here I can
choose to unsubscribe myself. Now I'm the owner so that would take me off of this
group and I'd no longer be able to control it. You can also click to add
members and it gets you back to that same location that we looked at a little
bit ago or we can add additional people into our group. Again, as you add people
it automatically adds to the group listing underneath their folder in
Outlook and it sends them an invite message saying, "Welcome to this group"
You can also edit the group, you can see the list of members that are in it and
you can choose to make somebody else an owner of the group and then they would
have control over adding and subtracting members as they choose. Notice also you
have a checkbox right here that says, "Let people outside the organization email
the group". So if you want to make this a public email address other people can
send to you, just check that box. Now the email address that you get by default is
going to be the name of your group at your domain name and you can see right
here the group ID is listed that way. This is also the location you need to go to to
click to delete the group and clear it completely out. The beauty of having this
group is this functionality right here. So I can click on a calendar and this
actually brings up a shared calendar just for this group so you can add
appointments you can create meetings and it'll all be available to every member
of the group. All they have to do is come up to the top, click on the calendar and
they're going to see the same information. You can also click on files.
That's going to prompt you to log into your portal and now you have a document
library. You'll notice its SharePoint. So this is the simple method of creating a
file share location in SharePoint without actually having to know all the
functionality of SharePoint to make it work and you can see in here you have
conversations, documents, notebook, pages, and you can add other site information
just like you normally do in SharePoint to expand this beyond this basic file
share location. So it's very powerful. Gives you all those functions that you
would normally find in SharePoint in a simple way. So I'm going to go back to
the other screen. You also have notebook. You can create new groups. You can browse
other groups. There's an address book so you can look up the names of other
people in your organization and be able to communicate with them. It's a very
powerful, very simple group share location and what I found is it works
really well to tell somebody in five minutes, "just go right-click on the
groups and create one, pick a name and now you can manage and control all of
your own group information." So as long as you have office 365, Groups will be
available to you in Outlook 2016. I encourage you to take a look at it and
offer it to your users. It's a great, simple solution. Hey, if you want to see
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