Office 365 Groups


What are Office 365 groups?

Office 365 groups 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. Additionally, groups are the new and improved experience for what we used to use distribution lists or shared mailboxes to do.

You can view Office 365 groups via Outlook or OWA!

Some of the Office 365 group features include:
Shared Inbox – For email conversations between your members. This inbox has an email address and can be set to accept messages from people outside the group and even outside your organization, much like a traditional distribution list.

Shared Calendar – For scheduling events related to the group

SharePoint Document Library – A central place for the group to store and share files

Shared OneNote Notebook – For gathering ideas, research, and information

SharePoint Team Site – A central repository for information, links and content relating to your group

Planner – For assigning and managing project tasks among your group members

File Sharing - Owners and members can upload files to the group


Private groups vs public groups

When requesting a group from the LITS Messaging Team, you'll need to decide if you want it to be a private group or a public group. Content in a public group can be seen by anybody in your organization, and anybody in your organization is able to join the group. Content in a private group can only be seen by the members of the group and people who want to join a private group have to be approved by a group owner.

Neither public groups nor private groups can be seen or accessed by people outside of your organization unless those people have been specifically invited as guests.


Group Limits

Office 365 Groups "How To & Tips" Topics:

1. Add/Remove Group Members - The ability to invite external members to a group is not available for all Emory Office 365 groups at this time.  If you have questions about this, please contact the Messaging Team.

2. Leave or unsubscribe from a group

3. Customize how you receive group messages in your inbox

4. Office 365 Group Calendar
Includes information on:
- Schedule a meeting on a group calendar in Outlook or OWA

- Add an event to a group calendar
- Edit an Event on a group calendar
- See who's attending your group event
- Cancel a group event

5. Share Files in Office 365 Groups

6. Document collaboration and co-authoring

7. Customize your Office 365 Groups team site for file storage and sharing

8. Get started quickly with Microsoft Planner

9. Planner Quick Start Info 

10. Tips for getting the most out of Office 365 Groups in Outlook

11. Compare Office 365 Groups on all platforms
Includes a matrix that compares Office 365 features/action options and availability via:
- Outlook 2016
- Outlook 2016 for Mac
- iOS
- Android
- Windows Phone

12. Outlook Groups mobile app

For more information about Office 365 Groups, click here


Important Notes and Known Issues:

1. Users should refrain from housing sensitive data such as but not limited to:
- ePHI 

2. Individual users are not able to independently create Office 365 groups.  If someone is interested in having an Office 365 group created, please ask them to submit a ticket to the LITS Messaging Team.

3. The ability to invite external members (guest access) is not enabled for all Emory Office 365 groups at this time.  For questions regarding this, please submit a ticket to the LITS Messaging Team.

4. Mac Outlook users are unable to access Office 365 Groups at this time.  They can see that the group exist under their mailbox folder structure, but they cannot access them to do anything.

5. Please DO NOT select the "Delete Group" option for your Office 365 group.  Doing this could result in permanent loss of group conversations, email messages within the group, calendar events and other related information.

6. Adding and deleting members must be done PER group.  The ability to nest a group, and remove/add members via one group in an effort to remove them from any groups they have a nesting relationship with is not possible.

7. When renaming groups, we have found issues with the following:
- The root name in the URL NOT changing, even though the group display name had been changed. 
- Not having an option to change the associated email address.
- The OneDrive appendage associated with the group did not get renamed, nor was there an option to do so.

8. To access the group folder structure view, you must click on "Files" and then "Browse Library" in the far right corner of the page.  Microsoft is aware of this issue, and engineers are working to keep the folder structure view under "Files". See screenshots below.