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Groups: Getting Started

Before you start, you will need to put in a service request to set up a Group.

How to set up a Group

  1. Read the security guidelines for using Teams and Groups.

    It’s important that you follow this guidance on using Groups and Teams in a safe and secure way

  2. Decide on your Group name. This needs to be in the format Department/Team Name.

  3. Agree who will be the owners of the Group. Each Group requires two owners.

  4. Decide on the type of Group you need.
    • Class – for collaboration between academics and students on assignments and projects
    • PLC – for collaboration between academics
    • Staff – for collaboration within divisions, departments and Colleges  
    • Anyone – for students and anyone collaborating in interest groups and clubs. Note: This is the default Group type, unless you select other options
  5. Put in a service request
    • For UAS staff and IT Support Staff, you can submit the request through the Self-Service System (search ‘Create Nexus365 Team’). For everyone else, contact your local IT Support Staff.
    • This request will provide you with a Nexus365 Team, a Group (associated with the team), and access to Planner, which is all part of this Nexus365 functionality. 
  6. Your Group is created
    • The specified Group owners (you and at least one other) will be notified once your Group has been created
  7. Add some group members and get started.
    • You can add anyone who is a member of the University and has a Nexus365 account.
    • Make sure you add their Nexus365 login ID (sso@OX.AC.UK) rather than their email address (first.last@unit.ox.ac.uk).

Managing groups

Owners, Members and Guests

Group owners are the moderators of the group. They can add or remove members and have unique permissions like the ability to delete conversations from the shared inbox or change different settings about the group. Group owners can rename the group, update the description or picture and more. If you're familiar with SharePoint roles then a group owner is a site collection admin.

Group members are the regular users in your organisation who use the group to collaborate. They can access everything in the group, but can't change group settings. In the SharePoint world they are site members. For information about adding or removing group members see Add and remove group members in Outlook.

Guests are like group members, but they are outside your organisation. By default your users can invite guests to join your group, and you can control that setting. For more information, see Guest access in Office 365 groups.

Types of Group

Select the type of Groups you want to use:  

If you prefer the shared inbox mode of collaboration, then the Groups experience in Outlook is for you. By creating a Group in Outlook you’ll get:

  • 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 organisation, 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

You don’t have to manually create any of those resources: creating the group automatically creates them for you and assigns the necessary permissions for your Group members so they can start using them right away.

You can access these resources through the familiar Microsoft Outlook 2016 desktop client, via Outlook on the web, via Outlook 2016 for Mac (shared inbox only), or via Outlook mobile. You'll find your Office 365 Groups in the navigation pane on the left in Outlook desktop or on the Web.

 

Written by IT Services. Latest revision 18 June 2019