Delete a group

Applies To: Outlook 2016 , Office for business , Outlook on the web for Exchange Server 2016.

After a group outlives its intended purpose, you can delete it to free up system resources and to remove the group from being listed or displayed.

WARNING: When you delete a group, you are permanently removing all group conversations, email messages, files, calendar events, and any other related information. There is no way to recover the information.

Delete a Group in Outlook on the Web(Office 365)

1. Open Outlook on the web.
2. In the navigation pane, under Groups, select your group.
   
3. In the group header, click More actions  , and then click Edit group.
4. At the bottom of the Edit group pane, click Delete group.
   
5. Select I understand that the group will be permanently deleted > Delete.

Delete a Group in Outlook 2016

1. Under Groups on the left nav bar, select your group.
   
2. Select Edit Group on the ribbon.
   
3. Click the Delete group button in the lower left corner of the window.
   

Leave or unsubscribe from a group

Applies To: Outlook 2016 , Office for business , More...

When you leave a group, you give up your access to the group inbox, calendar, OneNote notebook, and library. The only way to regain access is to rejoin the group.

When you unsubscribe from a group, you are still a member but no longer receive messages and calendar event notifications in your personal inbox. You'll have to go to the group inbox to see them.

Leave or Unsubscribe from a Group in Outlook on Web(formerly Outlook Web App)

1. Open Outlook on the web.
2. In the navigation pane, under Groups, select your group.
   
3. In the group header, select Joined. Then select:
• Unsubscribe from email for this group. You'll no longer receive email or calendar notifications in your inbox, except in these two cases:
  • When someone replies to a message that was sent to the group by an unsubscribed user, the unsubscribed user receives those messages in his or her inbox.
  • When someone replies to a message that was replied to by the unsubscribed user, the unsubscribed user receives those messages in his or her inbox.
  Everything is still in the group mailbox, however, so you can browse messages from there.
• Leave group. You'll no longer be a part of the group and won't be able to access the files or other data.
  

Leave a Group in Outlook on the Web(Guests Only)

As a guest, you receive all group conversations in your inbox; you don't have a group mailbox in your email client. In every email conversation you'll see a message with a link to leave the group.

Click the link to leave the group. You'll receive a message asking you to confirm that you want to leave.

Once you confirm, you'll receive an email that includes a link to rejoin. Clicking the link will send a request to the group owner.

Leave or Unsubscribe from a Group in Outlook 2016

1. Select a group that you're a member of in the left nav bar.
   
2. Choose Membership on the ribbon. Then select:
   • Unsubscribe    You'll still be a part of the group, but won't receive any conversations or invitations in your inbox, except in these two cases:
     • When someone replies to a message that was sent to the group by an unsubscribed user, the unsubscribed user receives those messages in his or her inbox.
     • When someone replies to a message that was replied to by the unsubscribed user, the unsubscribed user receives those messages in his or her inbox.
   • Leave    You'll no longer be a part of the group and won't be able to access the files or other data.
     

Share group files in Outlook 2016

Applies To: Outlook 2016

The majority of shared files for your groups are stored in a dedicated document library on OneDrive for Business, but you can also access additional shared and followed documents that you may need to further collaborate with your group.

1. Select a group on the left nav bar.
   
2. Select Files on the ribbon.
   
   You'll be directed to OneDrive for Business where you can create and upload files as well as manage the documents.

Any files and folders added to you group's OneDrive for Business library are automatically shared with all the members of the group. By default, group members have view/edit access to the files, while everyone else in your organization has view access.

Schedule a meeting on a group calendar in Outlook 2016

Applies To: Outlook 2016

A group calendar is a shared calendar where you and every member of your group can schedule and see upcoming events. You can also share the events with other groups in your school or workplace.

The benefit of creating events on a group calendar is that everyone who's a member of the group can edit the events. Why is that cool? Because if you're sick or decide to take a vacation day and forget to cancel the meeting, anyone else in the group can cancel it for you. No more marooned meetings!

Join versus subscribe

It's important to understand the difference between joining a group and subscribing to it because the difference affects your group calendar.

When someone creates a group, they have the option to subscribe all new members automatically. If they choose not to subscribe members automatically, the members will be joined to the group but won't receive conversations or calendar events in their private inbox. These items will only appear in the group mailbox.

A subscribed member receives conversations and calendar events in both their private inbox and the group inbox. The benefit of this is that you don't have to be in a group to see group emails and calendar invitations. Also, you can open and reply to them from either location. If you aren't subscribed to a group but want to be, see Subscribe to a group for instructions.

Schedule a meeting on a group calendar

1. In Outlook 2016, choose a group from the left nav.
   
2. On the ribbon, select Calendar.
   
3. Select New Skype Meeting or New Meeting. If you make this a Skype meeting, call details will be added to the message body. 
   
4. You'll notice the group's alias is entered automatically in the To line. Enter a subject, location, and start and end time for your meeting.
5. In the meeting area, type an agenda. If you're setting up a Skype Meeting, be careful not to change any of the online meeting information.
6. Select Scheduling Assistant on the ribbon to make sure you have the best time for the meeting.
7. Select Send.

The meeting appears on the group's calendar, as well as the personal calendar of each subscribed each member.

Start a group conversation in Outlook 2016

Applies To: Outlook 2016

Group conversations are stored in the group's mailbox, separated from individual members' mailboxes. The messages in the group inbox are displayed in a list view, which includes members' photos to visually show the contributors to the conversation.

You can start a new conversation with the group members or reply inline to a message. Conversation details are displayed in the reading pane, organized from oldest to newest messages for easy reading.

Create a new conversation

1. Choose a group on the left nav side.
   
2. Select New Conversation on the upper left corner of the ribbon.
   
   Notice the group's alias is automatically added in the To line.
3. Type your message and select Send. All the members of the group will receive your email.

TIP:  You can also send an email to a group from your main Outlook Inbox, just like using a distribution list. Just add the group's alias in the Toline in your email.

Reply to an existing message

1. To reply only to the sender, right-click a message and select Reply.
   Your messages is sent only to that person, and not the group.
2. To reply to the group, either right-click the message and choose Reply all, or type in the Add a message box in the reading pane and select Send.
   

Create a task from a message

Applies To: Outlook 2016 , Outlook 2013

When you want to create a task based on the contents of an email message, you don’t have to re-enter all the information. Instead, click the message and drag it to Tasks on the navigation bar.

The contents of the message, except attachments, are copied to the body of a new task. A task created this way is the same as if you create a task from scratch, except you save time as contents from the message are automatically added to the new task. Just like for any task, you can set a due date, add a reminder, or assign the task to someone else.

TIP:  You can also drag contacts, calendar items, and notes to the Navigation Bar to create tasks.

Creating a task from a message versus flagging the message

When you flag an email message, the message appears in the To-Do List in Tasks and on the Tasks peek. However, if you delete the message, it also disappears from the To-Do List in Tasks and on the Tasks peek. Flagging a message doesn’t create a separate task.

By creating a task from a message as described above, the new separate task is independent of the message. If the original message is deleted, the task is still available, including the copied contents of the message.

Track tasks you’ve assigned to someone else

Applies To: Outlook 2016 , Outlook 2013

You can review task progress for tasks you assigned to someone else.

1. On the navigation bar, click Tasks.
2. Click View > Change View > Assigned.

Assigned tasks are missing

If you’re not seeing tasks you’ve assigned, Outlook might not be set up to keep copies of tasks you assign.

1. Click File > Options > Tasks.
2. Under Task options, check the Keep my task list updated with copies of tasks I assign to other people box.

Turning on this option doesn’t track the tasks you’ve already assigned, but it will track any new ones you assign.