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Are groups the new centerplace in Office 365?

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Groups in Office 365 is becoming the focal point for most of the collaboration. Many new and existing features are parts of the Office 365 groups. Microsoft is also rolling out new procedure for creating SharePoint site collections as Office 365 Groups.

Features of Groups are the folloing(I hope I haven´t missed any)

  • Chat and group mail shown in Outlook.
  • Calendar
  • OneNote book for the group.
  • Files in a SharePoint site.
  • Planner
  • Microsoft Teams
  • Security and distribution groups are no longer needed in Office 365.

There is also integration with Yammer and Dynamics CRM. You can add the possibility to create a group for a CRM Entity, the enitities available for groups is configured in Settings.

You can then create a group and connect it to these entities, below you see how to add a Group for an Account in CRM.

 

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The Groups feature is already the central part and you need to learn how to work with them. The Office 365 admins should learn now before the groups are becoming more used by the users. There are a couple of important issues with the Office 365 Groups that you should be aware of.

  • By default can any user create a group and choose any name. The name can not be changed afterwards.
  • By default are all users members of the groups and with these priviligeses. They can delete files and calendar events.
  • Group names are discoverable by all users at the organisation.

The need for creating a strategy and training the end users are vital in order to keep control of the information your teams are storing and collaborating on using Office 365 Groups.
The groups are hard to control and once they get deleted it is tough to regain the data. That is certainly not good for the new EU regulation GDPR.

Groups are also now ready for external users with some limited features.