1 00:00:00,05 --> 00:00:04,02 - [Gini] Microsoft 365 groups are a powerful tool. 2 00:00:04,02 --> 00:00:06,05 They allow us to provide spaces and tools 3 00:00:06,05 --> 00:00:09,06 to groups of people who need to collaborate. 4 00:00:09,06 --> 00:00:13,08 For example, I have a group here called Service to Sales. 5 00:00:13,08 --> 00:00:17,09 And the service to sales group has an email address 6 00:00:17,09 --> 00:00:23,01 but they also have access to Microsoft Teams. 7 00:00:23,01 --> 00:00:27,00 They have a shared calendar, they have a notebook 8 00:00:27,00 --> 00:00:29,09 they share use of planner, and they have a SharePoint site 9 00:00:29,09 --> 00:00:33,09 and all of that was created by creating a group for them. 10 00:00:33,09 --> 00:00:37,00 Microsoft 365 groups can be created in SharePoint, 11 00:00:37,00 --> 00:00:38,07 They can be created in Dynamics, 12 00:00:38,07 --> 00:00:41,03 and they can also be created in Outlook. 13 00:00:41,03 --> 00:00:44,01 When you create the new group starting from Outlook 14 00:00:44,01 --> 00:00:45,03 the group will be provided 15 00:00:45,03 --> 00:00:48,00 with a SharePoint site as well as file storage. 16 00:00:48,00 --> 00:00:50,02 And there are group settings that allow us to add members 17 00:00:50,02 --> 00:00:53,01 invite others, or edit the group. 18 00:00:53,01 --> 00:00:55,02 We can view the groups 19 00:00:55,02 --> 00:00:58,09 by selecting the all groups directory here in people, 20 00:00:58,09 --> 00:01:02,04 but we create new groups from Outlook Mail. 21 00:01:02,04 --> 00:01:04,09 So I'm going to click mail, 22 00:01:04,09 --> 00:01:07,06 scroll down in the left navigation pane 23 00:01:07,06 --> 00:01:10,02 and you'll see a list of groups here. 24 00:01:10,02 --> 00:01:11,06 This might be collapsed 25 00:01:11,06 --> 00:01:15,05 so all you see is the title groups, but you can expand it. 26 00:01:15,05 --> 00:01:18,01 We'll show you the first few groups. 27 00:01:18,01 --> 00:01:23,01 You can choose to see more or see less. 28 00:01:23,01 --> 00:01:26,03 These are all of the groups that I have a relationship to. 29 00:01:26,03 --> 00:01:28,06 Not all of the groups in Kinetico 30 00:01:28,06 --> 00:01:30,08 but the groups that I am part of 31 00:01:30,08 --> 00:01:33,03 or groups perhaps that I created. 32 00:01:33,03 --> 00:01:36,08 You can discover groups to go find a group, 33 00:01:36,08 --> 00:01:38,09 and this is a good idea to start here 34 00:01:38,09 --> 00:01:41,07 when creating a new group. 35 00:01:41,07 --> 00:01:43,07 We have a new initiative 36 00:01:43,07 --> 00:01:48,02 where we are going to create focus groups of our customers 37 00:01:48,02 --> 00:01:51,09 to learn more about their experience with our products 38 00:01:51,09 --> 00:01:53,08 and with our services. 39 00:01:53,08 --> 00:01:58,01 So I actually need to create a focus groups group. 40 00:01:58,01 --> 00:02:02,00 I'm going to enter the word focus 41 00:02:02,00 --> 00:02:05,09 and it says there are no groups that match focus. 42 00:02:05,09 --> 00:02:08,02 I'll enter focus groups too, but of course 43 00:02:08,02 --> 00:02:10,06 if focus didn't show anything 44 00:02:10,06 --> 00:02:13,02 then we're not going to find anything here. 45 00:02:13,02 --> 00:02:15,05 I'm very confident this group doesn't exist 46 00:02:15,05 --> 00:02:18,06 because the initiative isn't going to start for a few months. 47 00:02:18,06 --> 00:02:21,01 But if I wasn't certain, I would go to talk 48 00:02:21,01 --> 00:02:23,07 with whoever's in charge of the focus group's initiative 49 00:02:23,07 --> 00:02:26,01 and make sure no one else has created this group 50 00:02:26,01 --> 00:02:28,05 or that no one else creates it tomorrow 51 00:02:28,05 --> 00:02:30,07 after I've created it today. 52 00:02:30,07 --> 00:02:32,02 But I'm ready to create a new groups. 53 00:02:32,02 --> 00:02:34,06 So I will click new group, 54 00:02:34,06 --> 00:02:39,03 and the name for this is Focus Groups. 55 00:02:39,03 --> 00:02:42,09 And Outlook is checking to see 56 00:02:42,09 --> 00:02:47,02 if the name with all of its spaces stripped out 57 00:02:47,02 --> 00:02:49,06 is a valid email address, and it is. 58 00:02:49,06 --> 00:02:51,08 It doesn't already exist. 59 00:02:51,08 --> 00:02:55,01 Now I want to tell people the purpose of our group. 60 00:02:55,01 --> 00:02:57,00 And the purpose of our group 61 00:02:57,00 --> 00:03:04,03 is communication and collaboration 62 00:03:04,03 --> 00:03:14,08 for the Focus groups initiative. 63 00:03:14,08 --> 00:03:18,03 Now, the default settings are that this group is private 64 00:03:18,03 --> 00:03:20,00 and it will be created in English 65 00:03:20,00 --> 00:03:22,04 and members will receive all group conversations 66 00:03:22,04 --> 00:03:25,02 and events in their regular inboxes. 67 00:03:25,02 --> 00:03:26,05 I can edit these settings 68 00:03:26,05 --> 00:03:28,08 and I'm actually going to. 69 00:03:28,08 --> 00:03:30,08 With Microsoft 365 groups, 70 00:03:30,08 --> 00:03:34,08 there's no such thing as a super private group. 71 00:03:34,08 --> 00:03:38,02 In other words, everyone can see that the group exists 72 00:03:38,02 --> 00:03:40,03 but they may not be able to see the content. 73 00:03:40,03 --> 00:03:42,06 That's a private group. 74 00:03:42,06 --> 00:03:44,08 The opposite of a private group is a public group 75 00:03:44,08 --> 00:03:45,08 and with a public group 76 00:03:45,08 --> 00:03:50,02 anyone can see it and anyone can ask to join. 77 00:03:50,02 --> 00:03:52,03 Right now, I can only create private groups. 78 00:03:52,03 --> 00:03:53,02 That works for me 79 00:03:53,02 --> 00:03:57,04 because this is indeed going to be a private group. 80 00:03:57,04 --> 00:03:59,06 The only thing you really can't ever change here 81 00:03:59,06 --> 00:04:00,05 is the language. 82 00:04:00,05 --> 00:04:03,07 So this is not a good time to go check something else out 83 00:04:03,07 --> 00:04:05,01 like to choose Spanish 84 00:04:05,01 --> 00:04:07,09 just to see how the group would look. 85 00:04:07,09 --> 00:04:09,09 Unless of course, all of the members 86 00:04:09,09 --> 00:04:14,05 of the focus group's group actually read and write Spanish, 87 00:04:14,05 --> 00:04:16,02 then it would work just fine. 88 00:04:16,02 --> 00:04:19,00 And then finally, we have subscription. 89 00:04:19,00 --> 00:04:21,08 Subscription means that anytime an email is sent 90 00:04:21,08 --> 00:04:24,07 to focusgroups@kinetico.info, 91 00:04:24,07 --> 00:04:28,02 the new group's email address, 92 00:04:28,02 --> 00:04:32,02 all members of the group will receive that in their inboxes, 93 00:04:32,02 --> 00:04:35,03 but they can choose later to opt out. 94 00:04:35,03 --> 00:04:38,04 It's easier to start people in the group 95 00:04:38,04 --> 00:04:40,04 and let them opt out if they wish, 96 00:04:40,04 --> 00:04:42,05 rather than turning this off 97 00:04:42,05 --> 00:04:44,05 and trying to make sure 98 00:04:44,05 --> 00:04:47,04 that they are in fact going to the group's page 99 00:04:47,04 --> 00:04:48,08 to view emails. 100 00:04:48,08 --> 00:04:52,00 So this is on by default for a good reason. 101 00:04:52,00 --> 00:04:55,09 Let's click create, to create our new group. 102 00:04:55,09 --> 00:04:58,03 And I could add members to this if I wish. 103 00:04:58,03 --> 00:05:04,05 I'm going to add one, my executive assistant, Reggie Top 104 00:05:04,05 --> 00:05:07,04 And I actually had to press enter 105 00:05:07,04 --> 00:05:08,09 to drop his name down here. 106 00:05:08,09 --> 00:05:11,03 I didn't get an expand on that. 107 00:05:11,03 --> 00:05:13,04 Let's try one more. 108 00:05:13,04 --> 00:05:15,00 Note that I press enter, 109 00:05:15,00 --> 00:05:17,01 and it knows who to add, 110 00:05:17,01 --> 00:05:19,05 but it's not giving me a dropdown here. 111 00:05:19,05 --> 00:05:21,06 That's a little unusual. 112 00:05:21,06 --> 00:05:26,02 And people can be members or they can be guests 113 00:05:26,02 --> 00:05:29,06 who are from outside of the organization. 114 00:05:29,06 --> 00:05:30,06 I'm all set now. 115 00:05:30,06 --> 00:05:32,09 We'll add other people later. 116 00:05:32,09 --> 00:05:37,00 So I'm going to add these two members, Charles and Reggie 117 00:05:37,00 --> 00:05:39,02 and our new group exists. 118 00:05:39,02 --> 00:05:42,02 It is right here, Focus Groups. 119 00:05:42,02 --> 00:05:43,05 This is the inbox. 120 00:05:43,05 --> 00:05:45,00 There's nothing in it. 121 00:05:45,00 --> 00:05:48,00 But if I go back to the People app 122 00:05:48,00 --> 00:05:53,00 and I look at all groups, I'm going to refresh all groups. 123 00:05:53,00 --> 00:05:55,04 Here's the Focus Groups group. 124 00:05:55,04 --> 00:06:00,07 I can click here to see our small number of members 125 00:06:00,07 --> 00:06:02,07 and these are the apps that are available. 126 00:06:02,07 --> 00:06:04,06 If I wanted to see the SharePoint site 127 00:06:04,06 --> 00:06:06,02 that had been set up for this group, 128 00:06:06,02 --> 00:06:08,08 I can click on Site 129 00:06:08,08 --> 00:06:11,03 and this is a brand new SharePoint site, 130 00:06:11,03 --> 00:06:14,07 waiting for this focus group to work on it. 131 00:06:14,07 --> 00:06:16,06 Note that I'm already being offered help 132 00:06:16,06 --> 00:06:19,04 to build out this SharePoint site. 133 00:06:19,04 --> 00:06:22,04 I can also easily add a connection to Microsoft Teams. 134 00:06:22,04 --> 00:06:25,03 The link is right here from SharePoint. 135 00:06:25,03 --> 00:06:26,04 Back here in Outlook, 136 00:06:26,04 --> 00:06:27,07 I can access a notebook. 137 00:06:27,07 --> 00:06:29,05 This is a shared calendar 138 00:06:29,05 --> 00:06:33,00 for the entire group, not my calendar, 139 00:06:33,00 --> 00:06:36,02 but this is where we would put group events. 140 00:06:36,02 --> 00:06:38,05 So my calendar appears on the left. 141 00:06:38,05 --> 00:06:41,06 This is the focus group calendar here on the right. 142 00:06:41,06 --> 00:06:43,05 As you'll see, under groups. 143 00:06:43,05 --> 00:06:46,08 And members of the group can add meetings or appointments 144 00:06:46,08 --> 00:06:50,07 or all day events to this calendar, if they wish. 145 00:06:50,07 --> 00:06:54,09 If you need space for a group of people to collaborate, 146 00:06:54,09 --> 00:07:00,03 to have access to a shared calendar, shared email 147 00:07:00,03 --> 00:07:02,06 shared files, and perhaps a SharePoint site, 148 00:07:02,06 --> 00:07:05,01 or Microsoft planner and or Teams, 149 00:07:05,01 --> 00:07:08,09 you can build, starting with a Microsoft 365 group, 150 00:07:08,09 --> 00:07:11,00 here in Microsoft Outlook.