Office 365 group is the best place to share resources with your teammates while you are working on a project. Basically, it is a membership service which allows the user to interact in a cross-service environment. An administrator can create Office 365 group, add members, and take benefits of multiple services like Exchange mailboxes, SharePoint library, Microsoft Planner, and Yammer for business, etc.
Before jumping to create an Office 365 group, you must get complete information about its features, benefits, and limitations.
Based on usability, there are three types of users who can access the Office 365 Group –
Owner – Owner is the administrator who has created the group and added multiple members in it. The owner can add or delete, change settings, or delete the conversation from the shared inbox. Additionally, the owner can rename or delete the group.
Member – Members are normal users who belong to the organization and access the Office 365 group to collaborate with other team members. A member can enjoy all the benefits of the group but cannot modify its settings.
Guests – Guests are the temporary group members who are not present in the organization. A normal group member can invite the guest to join the group. A guest cannot change the settings of the group.
If you have an Outlook account configured with an Office 365 account, then it is quite easy to create a group and assign users to it. Here is its complete process –
Note: If you do not see the New Group option, then you need to contact your IT administrator as IT administrator of your organization may have disabled that feature.
After creating an Office 365 group, there will be multiple resources which will become available for all the members. Here are some resources–
There will be a single mailbox for all the conversations with your group members. The mailbox will have a single email address, and all the messages will come into it. Even the people from outside the organizations can send emails.
You can create a calendar event for the team.
Create and assign project-related tasks among the team members.
A central library to store and share files.
A central place to share various ideas, information, and discussions.
Here are some limitations related to Office 365 group which the administrator must take care before trying to create a group –
After getting the complete information about the Office 365 Group, you can understand that it is quite important for the business. All the important messages, calendar entries, notes, and another type of information are quite vital, and it is necessary for you to keep the data in full health and security. There is a tool which can take the backup of entire Office 365 mailbox including the Groups and keep it in PST format. It is named Export Office 365 to PST. It directly accesses the mailbox and allows you to select the required data and save it to the desired location.