Outlook: Creating / Managing a Group

Microsoft 365 Groups allows you to select a set of people as collaborators and set up a collection of resources such as a shared Outlook inbox, shared calendar, or a document library for those people to share. Group members automatically have all the required permissions to all the shared resources.

Notes: 

  • For information regarding accessing and managing your group from the Outlook mobile application, refer to the Outlook mobile instructions.
  • For instructions on how to create your group in Outlook and information about each of the features that allow your group to collaborate, select a tab on the Get started with Microsoft 365 Groups in Outlook webpage.
  • For information about other types of groups, refer to Office 365 Groups.

 

Task: To create a Group in Outlook.

 

Instructions:

Step 1 - Access your USNH email account.

Step 2 - Select Groups > New group.

Outlook navigation bar with Groups and New group selected.

 

Step 3 - Enter a meaningful name in the Name field.

Note: The name you assign to your group is automatically prefixed with M365- when it is created.

 

Step 4 - Enter an email address in the Email address field.

Step 5 - Enter a description in the Description field.

Step 6 - Click the edit button to modify the Default settings.

Notes:

  • Content in a Public group can be seen by everyone in your organization, and anyone in your organization can join the group. Groups created from Outlook on the web are Private by default
  • Content in a Private group can only be seen by members of the group, and anyone who wants to join must be approved by a group owner.
  • Neither Public nor Private groups can be seen or accessed by people outside of your organization unless invited as guests.

 

Step 7 - Click Create.

 

 

 

 

 

 

 

 

 

 

 

 

 

Outcome: All the groups that you create can be viewed/edited by selecting Groups from the navigation pane on the left of Outlook desktop application and Web interface.

 

 

 

 

 

 

Note: For instructions specific to Windows, MacOS, Web, and mobile versions of Outlook, select a tab on the Creating a group in Outlook webpage.

 

Task: To familiarize yourself with your groups features.

Your new group includes a shared inbox where group conversations take place. The shared inbox looks similar to your personal Outlook inbox. Members can read and reply to messages, search, and scroll back through the message history.

 

Instructions:

Step 1 - In the navigation pane, under Groups, select your group.

Step 2 - Select New Conversation on the ribbon.

Step 3 - Type your message, add any attachments, and select Send All.

 

Outcome: All group members receive your email.

Notes:

  • For instructions specific to Windows, MacOS, and Web, select a tab on the Have a group conversation in Outlook webpage.
  • Your new group includes a shared SharePoint Documentation Library where you can store, share, and collaborate on files with group members.
     

Task: To access your group SharePoint Documentation Library.

 

Instructions: 

Step 1 - In the navigation pane, under Groups, select your group.

Step 2 - Click Files on the ribbon.

 

Outcome: The SharePoint Documentation Library opens in a browser where you can create new files, and upload files for your group to share.

 

Notes:

  • For instructions specific to Windows and Web, select a tab on the Share group files in Outlook webpage.
  • Your new group includes a shared calendar where group members can schedule, edit, and view upcoming events.
     

Task: To schedule a group meeting.

 

Instructions:

Step 1 - In the navigation pane, under Groups, select your group.

Step 2 - Select Calendar on the ribbon.

Step 3 - Select New Teams Meeting, or New Meeting.

Step 4 - Enter a subject, location, start and end time for your meeting. The group's alias is entered automatically in the To field.

Step 5 - Enter an agenda.

Step 6 - Select Scheduling Assistant on the ribbon to make sure you have the best time for the meeting.

Step 7 - Click Send.

 

Outcome: An event invitation is sent to the group members and the group calendar is updated with the event information.

Notes:

  • For instructions specific to Windows and Web, select a tab on the Schedule a meeting on a group calendar in Outlook webpage.
  • Your new group includes a shared OneNote notebook where you can gather ideas, collaborate with group members, and store research.
  • For instructions on adding / removing members to your group in Windows, MacOS, Web, and mobile versions of Outlook, select a tab on the Add and remove group members in Outlook webpage.

 

Additional Suggestions:

Task: To delete a Group in Outlook.

 

Instructions:

Step 1 - Access your USNH email account.

Step 2 - Select Groups, and the group you want to delete.

Outlook navigation pane with Groups expanded.

 

Step 3 - Select Edit Group on the ribbon.

Ribbon with Edit Group selected.

 

Step 4 - Click Delete Group.

Click Delete Group

 

 

 

 

 

 

 

 

 

 

 

 

 

Step 5 - Select I understand that all group content will be deleted.

Step 6 - Click Delete.

Delete group dialog with I understand that all group content will be deleted selected.

 

 

 

 

 

 

 

 

Note: For instructions specific to Windows , Web, and iOS, select a tab on the Delete a group in Outlook webpage.

 

Need additional help?

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Details

Article ID: 746
Created
Fri 7/19/19 5:34 PM
Modified
Tue 6/28/22 5:04 PM
Applicable Institution(s):
Granite State College (GSC)
Keene State College (KSC)
Plymouth State University (PSU)
University of New Hampshire (UNH)
USNH System Office