Office 365 - Getting Started with Groups
Groups in Office 365 let you choose a set of people that you wish to collaborate with and easily set up a collection of resources for those people to share. You don't have to worry about manually assigning permissions to all those resources because adding members to the group automatically gives them the permissions they need to the tools your group provides.
When you subscribe to a group, all the email messages and meeting invitations are sent directly to your inbox. But they're also stored in your group folder. So don't worry about accidentally deleting something or creating a rule to move mail from your inbox to a private folder. Delete it from your inbox after reading it and know there's still a copy safely stored in your searchable group folder; in fact, all the messages since the group began are stored in the group folder. Even if you weren't a member at the beginning, you'll get to see the full history once you join.
- As of 6/10/2019, Groups created via Outlook on the web, Outlook desktop, Outlook mobile, SharePoint, Microsoft Stream, and Microsoft Teams are now created Private by Default.
- By default, when a Microsoft Group is created, the Group and its members are visible within Global Address List (GAL). This means that anyone within UW-Madison's implementation of Office 365 will be able to search for and see the members of any Group. To manage this feature, see Office 365 - Make a Group Hidden or Unhidden within Global Address List (GAL) or make Members Hidden from non-members.
- All groups are assigned an email address which follows the format: firstname.lastname@example.org. By default, anyone with a UW-Madison Office 365 account can send a message/email to the group - this can be managed within the settings of the group.
- By default, when new Office 365 Groups are created in Outlook, the default subscription option will be set to receive all group emails in the inbox. Group owners and members can change this setting at any time.
- If you are member of a group (which is enabled for mail delivery to every member of the group) and send a message to the group, you will not receive this message into your mailbox. It will only be visible in your "Sent Items" folder. This is expected behavior. If you want the message to also be delivered to your mailbox, add your address to the To/Cc/Bcc field. You also have the option to view the message within the Group conversation list.
- Service Accounts can be members of a group, but they will only have access to the shared Inbox and shared Calendar features of the group. They won't get the document library, Planner or any of the other capabilities/features of the group.
There are two types of groups: Standard and Professional Learning Community (PLC)
Two main differences between a standard group and a PLC group:
- OneNote Online Notebook templates.
- Default privacy settings.
|OneNote Online Notebook templates ||Default privacy settings |
| Standard group ||Templates are not readily available. Learn how to create a template in OneNote Online Notebook. ||Public|
| Professional Learning Community (PLC) group ||Templates are readily available to meet the needs of educators. ||Private|
- A public group is open to everyone. If you just want to see what the group is doing, all the content and conversations are easy to view. But if the group interests you, you can join it and become a member. In most cases, a public group is your preferred alternative.
- A private group is exclusive and only open to its members. The content and conversations are secure and not viewable by everyone. Choose a private group when you are concerned about security and privacy, such as trade secrets or confidential information. Although anyone can see the name of the private group, information is also security-trimmed so it is not accessible from search, links, or in other ways. Joining a private group requires approval from a group administrator.
- Before you can join a group, you need to find it. Fortunately, groups are open and discoverable by default. Both public and private groups have a group profile displayed in a card that includes the name, description, photo, alias, membership, and so on. If this group information is sensitive, you should look at other options instead of using a group.
- Although you cannot participate in a private group that you are not a member of, by default, anyone with a UW-Madison Office 365 account can send a message/email to a private/public Group.
- You have the ability to change a public group into a private group, or a private group into a public group.
It is recommended that you use Outlook on the web to create a group. Learn more.
You can set up your group to allow external senders to email your group. See below to learn how.
- Select "Settings" within your Office 365 group
- Select "Edit group"
- Select the "Let people outside the organization email the group" setting
- Select "Save"
- Log into the https://email.wisc.edu/admin
- Enter your NetID credentials
- Select Delegated Administration
- Select a domain that you have administrative rights to
- If you do not see the option to select a domain (ex: doit.wisc.edu), you do not have administrative rights to one
- You will need to contact the DoIT Help Desk or your IT department for further assistance
- Select Add Alternate Address
- Account to Add Address To: Enter your Office 365 Group's email address (ex: email@example.com)
- New Alternate Address: Enter your preferred alternate email name (ex: buckyacademics)
- Select Add Alternate Address
- Search for your Office 365 Group email address (ex: firstname.lastname@example.org) in the search field
- Select Email Addresses
- Select Set Primary next to the newly created alternate email address
Note: If your newly created alternate email address does not appear right away for your Office 365 Group, try opening a new private browser session and search for your Office 365 Group using the group's email address. Then select the Email Addresses option and try to select the alternate email address as the primary again.
As an owner of a group, you can manage members of the group.
Important: If the Office 365 account you are attempting to add is hidden in the GAL (Global Address List), it cannot be added through the Group/Teams client. You will need to use the administration site to add this member.
As an owner of a group, you can advertise (email, flyers, word of mouth, etc.) the group by providing the url of the group. The format of the url should be in the form of:
AddressOfGroup = email address of the group (email@example.com)
There are times when you would like to browse/search for an existing group - use the instructions below:
- Open Outlook on the web.
- In the navigation pane, under Groups, select Discover. (If you don't see Discover, click More at the bottom of your groups list. Once all of your groups are displayed you should see the Discover link.)
There are times when you would like to join an existing group or looking for more information on the purpose of the group. Follow steps to request to join a group. To find out the use of the group, contact the group owner - by searching for the group and viewing the group members. Important: If the group/members are hidden in the Global Address List, contact the help desk to make this request.
All accounts that have this format firstname.lastname@example.org are group accounts.
If the account is searchable in the Global Address List (GAL), you will be able to find additional details on the account. You can search for the account using the search feature via the 'People' screen within Outlook on the web. If the account cannot be searched for, then you must contact the DoIT Help Desk for further assistance.
When you follow a group in Outlook, all group conversations and calendar events will be sent to both the group mailbox and your personal inbox. This is particularly helpful when you belong to multiple groups and want to stay on top of the conversations from one location.
Note: Message originators won't receive copies of their messages in their inboxes.
Groups can be created and managed by any Office 365 account. View the following video to see a group in action. At this time, PLC groups can only be created using Outlook on the web. When creating a group via Outlook on the web, you will have the option to create a Standard and Professional Learning Community (PLC) group.
Important: It is recommended that you wait at least 60 minutes after creating, managing members, or deleting a group so that the changes are synced within Office 365.
For more information about how to perform certain actions, such as joining a group, scheduling a meeting on the group calendar, managing group members, limits for groups, etc, review the following document: Learn about Office 365 groups.
Guest access in Office 365 Groups enables you and your team to collaborate with people from outside your organization by granting them access to group conversations, files, calendar invitations, and the group notebook. Access can be granted to a guest --- including partners, vendors, suppliers, or consultants --- by any group owner.
What happens when a group is deleted
- All data within the group will be deleted, this includes conversations, OneDrive for Business files, Notebooks, Planner, Team, and calendar data.
- A group can be deleted via the 'edit group' screen or via the Planner app.
- A Group can be restored within 30 days of it being deleted. Please see Microsoft documentation on what is restored. Contact the DoIT Help Desk and request the Group to be restored - please provide the Group name and email address.
You can interact with a group using many different clients/devices:
- Outlook for the web and Outlook 2016 for Windows/Mac
- Android, iOS, and Windows Phone
- Microsoft rolls out support for Groups to Outlook for Mac, Android, and iOS
- Office 365 - Connectors for Groups
- Office 365 - What are the differences between an Office 365 Group, an Office 365 Security Group, a Contact list, a Google Group, and WiscLists?
- Office 365 - Getting Started with Microsoft Teams
- Office 365 - Make a Group Hidden or Unhidden within Global Address List (GAL) or make Members Hidden from non-members
- Office 365 - Manage/view Group Settings/Parameters