Create Group in Outlook - Full Tutorial

MS Outlook is known as one of the best email clients and personal information managers. Users use this software to manage their emails, calendars, tasks, contacts, and notes effortlessly. That’s why it is a great program for individuals, small businesses, and big organizations.

For the purpose of communication, you can synchronize your Outlook with Microsoft 365. By doing this you can get benefits from Teams, SharePoint, and OneDrive. To communicate properly, creating a group in Outlook is the best choice.

What is Outlook Group?

Outlook Group is a shared workspace in your Outlook to provide you with better collaboration among your team members. This group contains multiple email addresses where you can easily communicate, share files, and work on projects. In this group, you have been given various options to make an Outlook group.

• Shared Inbox: Used for grouping your emails and tracking conversations.
• Shared Calendar: Schedule and manage team events.
• Shared Files: Synchronize and save Outlook emails to OneDrive for business, enabling group members to store, access, and collaborate on documents.
• Shared Notebook: A OneNote notebook for collective brainstorming and note-taking.

Thus, it is very useful to have an Outlook group especially for businesses to have seamless communications. Now, let’s see how you can create a Group in Outlook.

How to Make Group in Outlook?

If you are using Outlook desktop or Outlook web app you can create your group in both of the programs. We will provide the steps to create an email group in both of them. Below are the steps to make an Outlook group in the desktop application.

1. First sign into your Microsoft 365 account and then run your Outlook program.
2. On the left-hand panel, scroll down to search for the Groups section.
3. Click on either “+”, “New Group” or “New Items >> Group option”.
4. Enter a unique Group name. Type an email address based on the Group.
5. Choose the Public or Private option from the privacy setting.
6. Click on the Subscribe new members box. So that they can receive the group email messages in their inbox. If you don’t want that, unsubscribe it.
7. Now, enter all the individual email addresses that you want to add to the group.
8. After that provide additional settings and create the group.

Create Group in Outlook Web App

For Outlook.com users, follow the steps below.

1. Log into your Outlook Web App and sign into your Microsoft 365 account.
2. On the left-hand menu, click on Groups and select the New Group button.
3. Enter the details: group name, description: a summary of the group’s purpose, group email address, and privacy level.
4. Enable the option so that subscribed members will receive group messages.
5. Then, type the name and email addresses of every individual that you want in your group.
6. Click on the Create option to make the group. After that, now your group is ready to share your messages and other stuff.

How to Manage Outlook Group?

You have created an Outlook group, but it is not limited to creating it. Managing your Group is as important as making up the group. But how? Don’t worry we will provide you with different ways to manage your group after you have created it.

• Managing Group through Group Settings: Outlook provides you edit options to change your settings such as name, add or remove members, etc. For this, go to your Group settings and edit the settings.
• Assign Members Role: To improve your management you can assign the members designation to every member in the group. Here, you can set the roles of the owner so that they have full control over group settings. And member roles that can participate in group activities but not modify the settings.
• Manage Group Privacy: You can change the accessibility of the group to Public or Private. For this go to the Privacy options.
• Restrict the Email Permissions to prevent spam or unwanted emails. Go to the permissions of the Group settings, and choose any options you want.
• Adjust Notification Settings: customize your notification preferences to receive group emails in your inbox or only view them in the shared group inbox.
• Your shared files are stored in the SharePoint document library and linked to the group. Access this in your group’s file tab and you can organize, delete, or edit them.
• Regularly monitor your group activity so that there is no issue in the group.
• To secure your Group: enable two-factor authentication, review the group permissions, and avoid sharing sensitive information.
• You can also archive your shared Group emails so that if anything happens you have the data with you. For this, Corbett Outlook Backup Tool helps you to save your entire Group mailbox.

Here are the techniques you can use to manage your Group activity and make your communication effortless.

Conclusion

Good communication helps to improve the productivity of business. Therefore, Outlook allows you to create a group so that you can easily share your data between the members. In this article, we explained the steps to create a group in Outlook for offline as well as online programs. Other than that we also discuss ways to manage your group.