O365 Unite your team with groups

Chase Twogood

Dec 26, 2019

1791

**This article can be found online if logged in to your O365 Account at:

https://support.office.com/en-US/article/Unite-your-team-with-Groups-in-Outlook-aef27003-2ce6-4c62-ad6c-d5fc472507cf

Do you need to organize and work with a team on a project? In this tutorial, learn how to use Office 365 Groups to find and share information using conversations, share and collaborate on team files, share milestones and schedules on the team calendar, add and assign team tasks using Office 365 Planner, and add new members to your group so they can get caught up with the team.

Get caught up with your team

Try it!

The following procedure describes how to perform these tasks using Outlook on the web.

To review a group's conversations

Log in to your Office 365 account. For more detailed instructions on how to log into your account, see How to sign in to Office 365 for business.
In the App Launcher, select Mail.
In the Outlook folder pane, select Groups, and select your Group.
Select a conversation from the list to view its content in the reading pane.
Add to the conversation by selecting Reply All at the bottom of the conversation and entering your response.
"Like" a response by selecting Like below it.

Communicate with your team

You can start a new Group conversation to talk with your team, share files with modern attachments, and flag particular team members with @mentions.

Try it!

The following procedures describes how to perform these tasks using Outlook on the web.

NOTE: These features are currently not available in Outlook on the desktop.

To share a document in a new Group conversation

In the Outlook folder pane, select Groups, and then select your group.
Start a new conversation by selecting Start a group conversation.
Select the Attach file icon to the lower right of your response (it looks like a paperclip).
Navigate to the file you which to attach, select it, and select Next.
Select Attach as a OneDrive file.
Select Send.

To flag a team member or group in a conversation

Select a conversation from the list to view its content in the reading pane.
Add to the conversation by selecting Reply All at the bottom of the conversation and entering your response.
In the response pane, enter an ampersand (@), also known as the "at" symbol.
Begin to type the name or email alias of the person or group you wish to flag.
When they appear on in the Suggested contacts list, select their name.
Select Send. When anyone selects the that person's @mention, their contact card will appear and they can select how to contact that person.

Collaborate with your team

Learn how to open and edit a shared document in an ongoing Office 365 Group conversation.

Try it!

The following procedures describes how to perform these tasks using Outlook on the web.

To open a document shared in a conversation

From the Notification pane, select the conversation.
Select Edit and reply in the document pane. Enter your changes in the document.
In the Conversation pane, select Reply All and enter a note about your changes. Then select Send.

To flag a team member or group in a conversation

Select a conversation from the list to view its content in the reading pane.
Add to the conversation by selecting Reply All at the bottom of the conversation and entering your response.
In the response pane, enter an "at symbol (@) and begin to type the name or email alias of the person or group you wish to "at mention."
When they appear on in the Suggested contacts list, select their name. Then select Send.

Schedule with your team

Learn how to share and schedule team events and milestones using your team's group calendar.

Try it!

The following procedure describes how to perform these tasks using Outlook on the web.

To review the group calendar and set up a team meeting

In the Outlook folder pane, select Groups.
Select your group.
Select Calendar in the toolbar.
On the Group calendar view, select the time for your meeting. Fill out the title of your meeting, and adjust the length, if necessary. (You can select More details to add a note, make this a recurring meeting, and other options.)
Ensure that Send an invitation to the group is checked. Select Save.

Organize your team's tasks

Learn how add, organize, and assign tasks to your team using Office 365 Planner.

Try it!

The following procedure describes how to perform these tasks using Outlook on the web.

To create a bucket and add tasks

From the Planner Hub, select your plan.
Select Add new bucket, and enter a name for the bucket, and press Enter.

NOTE: Don't see Add new bucket? You might have the Board grouped by something else. Select Group bynear the top right, and choose Buckets.
Select the plus sign (+) under the bucket name, enter a name for the task, select a due date, and select Assignto assign the task to a team member. Press Enter.
Select the task again to change or add any of its attributes.
Drag a task into a bucket to move it to that bucket.
Drag a team member's portrait from the Member's list onto a task to reassign that task to them.

To view status of all tasks

Select Group by in the Board view to view tasks grouped by Bucket, who they're Assigned to, or by Status (Not started, In progress, Late, or Completed).
Select Charts to view all tasks charted by status and who they're assigned to.

Get a new team member up to speed

When a new member joins your team, get them quickly up to speed by making them a member of your Office 365 Group. Give them access to all the shared Group conversations, files, the team OneNote notebook, and team calendar in a single step.

Try it!

The following procedure describes how to perform these tasks using Outlook on the web.

To set up a new member in your Group

In the Outlook folder pane, select Groups, the select your group.
Select the ellipsis icon on the right of the toolbar. Then select Members, and select Add members.
Enter the new Group member's name or email address at Enter a name or email address, and then select the new Group member.
Select Save.