Creating email groups
Email groups in outlook work similarly to our distribution groups managed by IT by allowing many email addresses to receive your messages through a singular email. For example, we already have distribution groups such as: tacadaemployeesall@tacada.ca which is a IT managed distribution group that when emailed will email every Tacada employee. You may find that you have specialized groups in mind that you wish were created in this way but currently are unavailable. This guide will show you how to create your own.
1. Where to find ‘Groups’ - You can find the groups section in your outlook desktop app in the photo below in your mailbox tab where you can right click the ‘Groups’ header and create a new group or browse the already created groups within the companies directory
OR you can find groups when you are in the home tab in it’s own ‘Group Section
2. To create a new group either right click the groups tab under your inbox and select ‘New Group’ or select ‘New group’ from the groups tab
3.Here you can customize your new group and give it a Name, email address, description, and choose to make the group Private or Public within the organization. To finish and create the group just enter the information and click ‘Create’ in the bottom left. Don’t worry about adding members until the next step
4.Now we can start adding members by searching the company directory and your personal contacts
Simply select the user from your search, or type in their full email and select that
Once you’ve selected your members, simply click the ‘Add Members’ button to finish
5.Now that your group is created you can click your group and bring up the ‘Group’ menu at the top of your outlook window
Clicking that will bring up this menu bar in the top of your outlook:
Clicking ‘New email’ will bring up a new message with the groups email address automatically entered into your ‘To’ field
Clicking the Calendar button will show you your group calendar and open your outlooks calendar tab
Finally, the group settings button will open up your options to edit/change your groups settings
Here you can add members, edit the group settings, change the way you follow the group email chains, and leave the group if you wish
*TO DELETE YOUR GROUP* Choose the edit group option in this menu and you will see the option to delete the group there
6. Outside email addresses and how people outside of the group can email the group
Anybody in the organization can email a group if they know the proper email address. The email address for the group you create is shown when you create the group in step 3, and can also be checker when you click the edit group button in step 5.
All you or another user within the organization needs to do is to type that email address into their ‘To’ field in an email and once that email is sent it will email all members of that group
Emails outside of the organization won’t be able to email the group by default, but you can change that setting by enabling in in the group settings by clicking the checkbox shown below (accessing group settings is shown in step 5)
CLOSING
If you run into any problems with groups or you have any questions or concerns please email us at help@tacada.ca