October, 2017: Groups/Teams created on/after October 13, 2017 will have the @groups.ct.edu domain and will need to comply with the Office365 Group Standards. Groups/Teams that are not compliant, will not be listed in the email address list. Groups/Teams without any activity within the past 6 months may be deleted.
Yes and No is the simple answer. Yes, most functions/features should be available from Outlook 2016 as documented by Microsoft, but whether a feature or function is accessible from your particular install of Outlook 2016 cannot be answered. We have seen situations where the Create Group icon in the ribbon is not present as well as adding external guests as members of a group does not work. Our advice is to use OWA to manage your group features. The documentation below does document how it should work from Outlook 2016 if your install supports it.
We currently are not recommending Microsoft Teams and suggest instead to create an Office365 group. Even though a Microsoft Team is built on top of an Office Group, there are many other factors involved and therefore we do not support Microsoft Teams beyond what is documented. More details about using a Microsoft Team are outlined in the FAQ item "How do I use Microsoft Teams?" that should be reviewed prior to creating a Microsoft Team.
Microsoft Teams currently do not allow external guests to be members.
If you want the messaging capabilities and you haven't created the group yet, create a Microsoft Team instead and you get all the features of a group too. If you already own an Office365 Group and now want a Microsoft Team, you can create a Microsoft Team from a group. Just launch the Teams app and when you create a Microsoft Team, it will ask you if you want to create one from a group you already have. NOTE: You will have to manually move content from the original group to one of your team's channels if you want to access it from your new Microsoft Team. Microsoft Teams works by organizing data by channels and content not in a channel will not be accessible.
A Microsoft Team is more complicated to use than an Office365 Group, so if you don't need the chat-based features, want external guests as members or don't want to require the use of a separate app, go with an Office365 Group instead.
It is not currently possible to
rename the underlying
Group/Team, so when you are creating
your group/team, select the name
carefully making sure to follow
Office365 Group Standards.
We suggest you refer to Microsoft's documentation on how to create an Office365 Group (from Outlook 2016 or OWA) but read this FAQ item for additional information you need for creating a CSCU O365 Group.
For Microsoft Teams, we suggest you refer to Microsoft's documentation on how to create a Microsoft Team.
If you choose to rename the display name of your group/team, it still needs to adhere to the group standards for public groups or private groups that are listed in the email address list. NOTE: Changing the display name of your group does not change the underlying SharePoint site name nor the group's email address, that's why selecting the right name when you create the group/team is important.
If your group/team already exists and the name is not compliant with the naming standard and you wish it to be listed in the email address list, you will need to rename the group's Display Name to be compliant with the naming standard AND submit a request to change the underlying email address otherwise it will not be listed in the email address list even if the Display Name is compliant.
A Faculty member at Tunxis creates an Office365 Group for a class. They do not want anyone but members to see the group's content but they want it listed in the email address list for others to find it:
No, all Office365 groups will have the @groups.ct.edu for the email domain and cannot use another domain.
The group's site will be: https://ctregents.sharepoint.com/sites/<group name>
The person creating an Office365 group chooses whether a group is public or private when the group is created. By default an Office365 Group is public. By default, a Microsoft Team is private. You most likely want the content of your group to be only available to members not anyone in the organization, so you will want a private group.Public Groups
Public groups adhering to the naming standard:
Public groups not adhering to the naming standard:
Only groups adhering to the naming standard can be listed in the email address list. The following apply when a group is listed in the email address list:
When a group is hidden from the email address list, it is not discoverable by searching for the name. However, if someone knows the group's email address, they can send email to the group whether it is private or public or whether they are members or not members.
NOTE: If your group needs to have a member "send as" or "send on behalf of" the group, the group cannot be hidden from the email address list. Granting a member the ability to "send as" or "send on behalf of" is not configurable by the owner, it can only be set by request.
An Office365 Group has many components (mail, documents, calendar, OneNote notebook, Planner, SharePoint site) and each component can be accessed through a variety of products (Outlook 2016, files can be synced to your workstation using the OneDrive sync client, Office365 portal, individual mobile apps, etc.) making it appear more complex than it needs to be because there are so many ways to access!
You can access all the parts of the O365 Group by visiting your group's site. The URL to your site can be found in many places. Your group's site is always available by logging into the O365 Portal, then launching mail:
Once in the Mail app, under the Groups heading, click on your group. Once you are in your group, click the ... and then select site:
Bookmarking the site will help you quickly go directly to your site. It will be in the form: https://ctregents.onmicrosoft.com/sites/<group name>. Sharing that link with non members will show them a "You need permission to access this site." warning as only members will be able to access your site.
When you invited members to join your group, they received an intro email welcoming them to the group. That email contains valuable links - one of them containing the link directly to your site:
Mail (i.e. Conversations): You can access your Office365 Group's mail conversations from inside Outlook 2016, O365 portal's mail from any browser or from a mobile device that has the Outlook Group app installed. Note that external guests will not be able to access mail conversations from your group's site. They will be sent an individual email to their email address and will not be able to see "conversations" as other members do.
Members that are not external guests, have the choice to unsubscribe themselves from receiving email in their inbox and instead only reading email sent to the group by looking in the group's mailbox. They can do this by unsubscribing from the group when using Outlook 2016:
Documents (i.e. Files): We do admit this is an odd one - but Microsoft has two views into your group's files. If you click on the Files link from Outlook or from the O365 portal:
You are only seeing a list of your files (without their folder structure). This doesn't make any sense to us either! If you want to see your files in the folder structure, you will have to go to your group's site and then click Documents:
Calendar: You can access your group's shared calendar from inside Outlook's calendar as you would any shared calendar. Note that external guests will not be able to access the shared calendar. They will be sent calendar invites to their email address and will not be able to see a shared calendar as other members do.
Refer to Microsoft's documentation for accessing your group from the Outlook Groups mobile app.
Compare Office365 Group features on different platforms (Outlook 2016, OWA, iOS, Android, etc.)
New info: Microsoft is retiring the standalone Groups app and will incorporate groups into their Outlook app.
To separate your own personal calendar entries from a group (or multiple groups you may belong to), instead of creating a calendar entry in your own calendar and inviting others, create it in the group's shared calendar. Members of your group will then receive a calendar invite (external guests will receive it in their inbox) and they can also separate calendar invites from you and from the shared group. Remember that external guests access calendar invites different.
If you simply want to view the group's calendar by itself from Outlook 2016, browse to your group found under Groups in the left menu and select your group. It will bring up the group's inbox. At the top, select Calendar and it will bring up just the group's calendar by itself:
You can also view multiple calendars together in one view in Outlook as well. First you need to add the calendar to your favorites. Scroll down to your group listed under Groups in the left menu. Right click on the group and click "Add to Favorites":
Then, when you go to your calendar view, it will be listed as a separate calendar entry under "My Calendars" that you can then enable in your calendar view by putting a check mark next to the calendars you want to view:
When you have more than 1 calendar checked, they show up next to each other. To create a single view of all your calendars, click the arrows at the top to create a single view of all calendars (they are visually merged but are still separate calendars). Each time you add another calendar to your view, you can click the arrows to merge them or unmerge them into/from a single calendar view:
This is a single view of 3 calendars. Each calendar is a different color. To create an event in a specific calendar, click the calendar's tab to change the focus to that calendar and then create your event as you normally would.
Group members will then receive a calendar invite because you created the event in the shared group calendar. You can see exactly which calendar you are adding an event to when you create the calendar entry:Here is some additional information on working with your shared calendar:
Yes. In Outlook 2016, it's called "Subscribe/Unsubscribe" and in OWA, it's called "Following/Not Following".
In Outlook 2016, go to your group under Groups in the left menu and then click "Membership" in the top menu bar to toggle between "Subscribe" and "Unsubscribe":
In the O365 portal's mail, when you are in your group, use the drop down next to "Following" or "Not Following" to toggle between the two options. You can also click the Group Settings button and go to "Manage group email" to change further "Not Following" options:
When creating your group, if you name your group using any special character other than dash or underscore (- or _) then those characters will not appear in the email address or the site's file location.
For example, if you name your group "Black & White", the email address will be firstname.lastname@example.org and the site's SharePoint site will be: https://ctregents.sharepoint.com/sites/blackwhite
Your Group's home page is a SharePoint team site. Refer to Microsoft's documentation for information on how to change your Group's SharePoint site.
Guests are anyone that is not a CCC or System Office Faculty/Staff or Student. They will access your group by logging in to a Microsoft Account using the same email address you invited to join your group. This applies to CCSU, ECSU, WCSU, SCSU and Charter Oak members. You will need to add their CSCU account as a member and they will use their CSCU account to login. You can also invite non-CSCU users to your group - they will need to have a Microsoft Account associated with the email address you invite. If they don't already have one, they can create one.
To add an external guest to your group, follow these instructions by using the O365 Portal (don't use the Outlook app) and accessing your group, then the members tab. The O365 portal is also known as OWA (Outlook Web Access).
External guests have very different access to an Office365 group than CCC and System Office Faculty/Staff/Students. External guests will receive an email with instructions on how to access your group when they are invited. All of the external guest's interactions occur via email, they do not access the group from Outlook or from the OWA group interface. It is very important for external guests to save the "Welcome email" from your group as it contains links they will use to get access to the group's files.
Currently, external guests:
"Inviting guests" means adding them as a member of your group. Once they are members of your group, they will have access to all of the group's documents. You will not have to "share" documents or folders with members of your group to provide them access to documents.
Refer to this very good resource to learn more about External Guest access to an Office365 Group.