July 2, 2022

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28 energy person suggestions for Microsoft Groups

Microsoft Groups is a strong company chat, collaboration, and assembly utility. As a result of it’s included with most Microsoft 365 and Workplace 365 enterprise and enterprise subscriptions, many firms already use it as a major method to hold their workforce — each in-office and distant — in contact.

Groups allows you to arrange a number of channels (dialogue areas) in your crew, share and retailer recordsdata, and conduct voice and video conferences. As a part of Microsoft 365/Workplace 365, Groups integrates properly with the household of Microsoft enterprise apps and companies that encompasses Excel, OneDrive, OneNote, Outlook, Planner, PowerPoint, SharePoint, and Phrase.

To get began utilizing Groups in a enterprise setting, see our Microsoft Groups cheat sheet. After you’ve gotten a deal with on the fundamentals, strive the ideas on this information to get extra out of this highly effective collaboration instrument.

This information focuses on the Groups desktop app for Home windows or Mac underneath a enterprise subscription. There are additionally Groups cell apps for Android and iOS, in addition to an online app. However these apps emphasize chatting with out plenty of the superior options of their desktop counterparts. Likewise, a shopper model of Groups is on the market, but it surely doesn’t embody all of the options for enterprise customers coated on this story.

Additionally notice that though this information features a few suggestions for video conferences, it focuses primarily on the chat and group collaboration options of Groups. To be taught extra about videoconferencing in Groups, see “11 greatest practices for Microsoft Groups video conferences” and “The ten greatest new Microsoft Groups assembly options.”

Take management of the interface

1. Manage your groups and channels.

Within the sidebar on the left aspect of the app, click on the Groups icon to open the Groups pane. You’ll see the groups that you just’re a member of, with a number of channels beneath every crew title.

By default, groups (and the channels beneath every crew) seem within the order that you just joined or created them. However as you utilize Microsoft Groups over time in your day by day work, some groups and channels will turn into extra necessary to you than others — and never essentially within the order that the Groups app locations them.

Pinning a channel strikes it towards the highest of the Groups pane for simple entry. To do that, click on the three-dot (Extra choices) icon to the precise of the channel title and choose Pin from the menu that opens. (Do that course of once more to unpin a channel.)

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Pinning channels to the highest of the Groups pane makes them extra simply accessible. (Click on picture to enlarge it.)

To vary the order of your pinned channels, click-and-hold a channel title and drag it up or right down to the place you’d prefer it to be within the checklist of pinned channels.

You may as well do that to alter the order of your groups: Click on-and-hold a crew title and drag it up or right down to the place you’d like to maneuver it on the checklist.

2. Disguise low-priority channels or groups.

You may tidy up your Groups workspace by hiding channels or groups that aren’t necessary to your work in the mean time.

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To cover a channel or crew, click on the three-dot icon to the precise of its title, then click on Disguise from the menu that opens. (Be aware that you just can’t conceal the Normal channel for any crew.)

To unhide a channel, take a look at the checklist of channels underneath a crew title. On the finish of this checklist is a hyperlink saying what number of hidden channels that this crew has; click on this hyperlink to open a menu revealing the hidden channels. Transfer the pointer over the title of the channel that you just wish to unhide, and click on the Present icon to the precise.

To unhide a crew, look or scroll right down to the tip of the checklist of your groups, the place you’ll see a Hidden groups hyperlink. Click on this to open the checklist of hidden groups. Click on the three-dot icon to the precise of a hidden crew, then click on Present on the prime of the menu that opens.

3. Shortly discover conversations that you just’re a member of or messages that you just’re tagged in.

In Groups, it’s simple to see all of the conversations (message threads inside a channel) and messages that you just’re part of at a look.

On the prime of the left sidebar, click on the Exercise icon. This opens the Feed pane to the precise. To the precise of the Feed pane title bar, right-click the Filter icon (three horizontal traces in a funnel form) and choose @ Mentions from the menu that opens. (Or kind /mentions into the search bar on the prime of the Groups app.) Conversations that you just’re a member of, and messages that you just’re tagged in, shall be listed within the Feed pane.

4. Save particular messages.

This trick will be useful if you wish to compile an inventory of messages to compensate for or discuss with later. Transfer the pointer to the upper-right of a message that you just wish to save, click on the three-dot (Extra choices) icon, and click on Save this message from the menu that opens.

To see an inventory of your saved messages, click on your profile headshot or icon on the higher proper of the Groups app and click on Saved from the menu that opens. (Or kind /saved into the search bar on the prime of the Groups desktop app.) The messages that you just saved will seem within the Saved pane towards the left aspect of the Groups app.

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Saving messages bookmarks them for simple entry later. (Click on picture to enlarge it.)

Tip: It may be helpful to avoid wasting messages which have hooked up recordsdata (resembling necessary paperwork that you could take a look at later) with out having to obtain the recordsdata.

Make conversations and messages stand out

5. Get somebody’s consideration.

Channels sometimes include many conversations — and lots of messages inside these conversations — so it may be simple to miss a message. To ensure a particular individual in your crew sees a specific message, tag them as you write your message by typing @username. (Exchange “username” with the individual’s person title, in fact.) Or: After you kind @, a menu opens itemizing the names of individuals in your group. Click on a reputation on this checklist to tag them in your message.) When you put up the message, the individual will get a notification as a immediate to learn it and reply to it.

You may as well use this @ operate to ship a direct message (a one-on-one message) to a crew member. Contained in the search field on the prime of the Microsoft Groups desktop app, kind @ and their title (or kind @ and click on their title from the checklist that opens). Sort a brief message within the search field and press Enter or click on the precise arrow on the proper finish of the search field.

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6. Title your conversations.

A technique to assist a dialog thread stand out among the many different conversations in a channel is by giving it a title. One other plus: You may enter the title into the search field of the Groups desktop app to search out the dialog later. You don’t should title each dialog. It’s greatest to present titles to solely crucial conversations that you just wish to observe.

So as to add a title as you’re composing a brand new dialog: Click on the Format icon (an “A” with a pencil) on the left finish of the toolbar beneath the textual content entry area. The message composing window will develop up. On the road that claims “Add a topic,” kind in a title, then kind your message beneath. Click on the Ship arrow on the backside proper of the message composing window to put up your dialog with its new title to the channel.

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Titling key messages might help them stand out and make them simpler to search out later. (Click on picture to enlarge it.)

You may as well add a title to an present dialog by transferring the pointer to the higher proper of the message, clicking the three-dot icon that seems, and clicking Edit from the menu that opens. Click on the Format icon on the left finish of the toolbar beneath the textual content entry area. On the road that claims “Add a topic,” kind in a title. Click on the checkmark on the backside proper of the message composing window to put up your dialog with its new title again to the channel.

7. Management the dialog.

The expanded message composing window that seems if you click on the Format icon has extra neat methods up its sleeve.

If you wish to make a dialog actually stand out, you may flip it into an announcement. Within the expanded message formatting window, click on the New dialog drop-down on the prime left and choose Announcement. A area seems the place you may kind a big headline in your put up and optionally embody a background picture or coloured background to make it stand out much more.

Tip: By default, everybody in a channel can reply to conversations, however you may not need that for an announcement. Should you click on the Everybody can reply drop-down on the prime of the message composing window, you may choose You and moderators can reply to restrict responses to solely these folks.

If you would like your dialog to look in a couple of channel, choose Put up in a number of channels, click on the Choose channels button, and on the panel that opens, test the bins subsequent to the channels you wish to put up your dialog to.

8. Mark a message as necessary.

One final choice for drawing consideration to a message in a channel dialog is to mark it as necessary. When you put up it, Groups will instantly alert the opposite folks within the chat to learn your message. They are going to be reminded to take action each two minutes for 20 minutes. Clearly, you need to solely use this operate for a really pressing matter.

To mark a message necessary, click on the Format icon. The message composing window will develop up. On the proper finish of the textual content formatting toolbar, click on the three-dot (Extra choices) icon, and from the menu that opens choose Mark as necessary.

All 4 of those choices ought to be used sparingly, just for conversations and messages of prime significance.

Chat extra successfully

9. Reply to a particular message.

Whereas conversations in crew channels are accessible to all members of that crew, non-public chats happen between two or extra people and are accessible by clicking the Chat icon within the left sidebar.

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In a bunch chat, all messages seem within the order they have been posted, irrespective of who posted them. Should you see an earlier message you wish to reply to instantly, transfer the mouse pointer over that message. A toolbar of emoticons seems; click on the three-dot (Extra choices) icon and choose Reply on the small menu that opens. Your reply will present the message you’re replying to for context.

10. Pin a message.

You may pin a message to the highest of the chat window, bringing it to the eye of others within the chat. Transfer the mouse pointer over the message you wish to pin. The emoticons toolbar seems; click on the three-dot icon and choose Pin on the small menu that opens.

11. Begin a chat in a brand new window.

Usually, if you begin a brand new chat, it opens in the primary window of the Groups desktop app. You may change this so {that a} new chat opens in a separate window: On the prime proper of the Groups app, click on the three-dot (Settings and extra) icon and click on Settings from the menu that opens. Below “Open new chat in,” click on New window.

12. Ballot your colleagues.

This characteristic is presently accessible solely when your Groups app is switched to your private account. Open the chat the place you wish to create the ballot. Beneath the field the place you kind in a message, click on the polls icon (represented as three vertical bars). On the panel that opens, kind in your ballot query and reply selections.

By clicking Add choice, you may add as much as six reply selections. If you wish to permit folks to pick greater than as soon as reply alternative, click on the swap subsequent to A number of solutions.

Click on the Save button to see a preview of your ballot. On this preview panel, you may click on the Edit button to make adjustments to your ballot. In any other case, click on the Ship button. The folks on this chat will see this ballot and have the ability to reply to it.

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Posting a ballot is a fast method to get suggestions from others in a chat. (Click on picture to enlarge it.)

Handle notifications

13. Comply with necessary channels.

If you wish to be up to date of your colleagues’ newest actions in particular channels, open the Groups pane and click on a crew title to see its channels. Transfer the pointer over the title of the channel you wish to be up to date on, click on the three-dot (Extra choices) icon to the precise, choose Channel notifications, and click on All exercise from the menu that opens.

This menu lists an alternative choice, Customized. If you click on this, the “Channel notification settings” panel opens. Right here you may set if you wish to be notified at any time when a brand new message is posted to this channel and/or at any time when the channel is talked about by somebody in Groups. Should you flip both notification on, you may specify if you wish to be notified by way of your Exercise pane feed and as a banner, or solely by way of your Exercise pane feed.

14. Modify different notifications.

By default, Groups sends you notifications that replace you on a number of actions — @mentions, new messages, adjustments to crew membership statuses, and extra — by way of varied strategies resembling banner alerts, your Exercise pane feed, and electronic mail. To regulate or change what you might be notified about:

Click on your profile pic or initials on the higher proper of the Groups desktop app, after which click on Handle account. On the Settings panel that opens, click on Notifications.

This switches to an intensive checklist of actions you could be notified about, letting you select what sort of notification you wish to obtain for every (banner and electronic mail, banner solely, feed solely, or off).

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You may lower down on distractions by ratcheting down Groups’ notifications. (Click on picture to enlarge it.)

You might have to experiment with the varied settings to search out the precise stability of notifications that works greatest for you. However when you’ve figured it out, you’ll be glad you made the changes.