Compare Office 365 tools and apps

Collaborate wth Office 365

UsingTeams, OneDrive for Business and SharePoint online

A quick tutorial on how to use Teams

A quick tutorial on how to use Teams

Create an Outlook Group or Team inviting internal and external contacts to a secure, shared workspace for email conversations, file storage, real time collaboration on shared documents and shared events schedule.

Outlook Group or a Team?

Your selection will ultimately depend on yours, and your co-workers, preferred style of communicating.  

Both Outlook Groups and Teams provide access to the following features:

  • Shared Calendar, Outlook calendar for shared events, meetings, out of office, etc. 
  • Shared file storage, through a shared Document Library and a SharePoint Team Site 
  • OneNote, online note taking tool that can be synced to your OneNote app on PC or Mac, Android or iOS mobile device 
  • Planner, ability to create Plans and To Do Lists and assign to group members
  • Stream Video Portal, Video portal that supports channels and playlists - a YouTube like experience for enterprise
  • Power Bi Workspace, dashboards and business analytics tools. Licensed on request. 
  • The opportunity to link in other data and cloud services using Connectors.

Guidance for creating Outlook Groups and Teams

Before creating an Outlook Group or Team, read College's Information Security Policy and Conditions of use for IT facilities. Complying with the following guidelines when creating and naming groups will help navigation and identification and ensure appropriate access restrictions. 

Group and Team usage is reviewed by ICT. Owners for Groups/Team which appear inactive will be contacted with a view to deletion. Owners found in contravention of Conditions of IT Use may be subject to formal action.


Acting as a guest in another tenant

If you are being added as a guest against another organisation's groups or teams then give the person your College login in the format to ensure that the external access for you links to your College account.

Adding guests to Office 365 Groups/Teams

When adding a guest, you need to ask them if they use Office 365 in their organisation and if so what their login is.
If they don't have Office 365 then ask them for an email address where they might have a Microsoft Services Account attached (Hotmail,, and accounts all have an MSA account as part of their config).
If they don't have one of the above then add their chosen email address - when they first attempt to connect they will be required to set up an MSA account - they will be taken to the creation page, where they will provide some identity details, after which they will get an email with an authentication link and after that they will have an MSA attached to that email address.
They then use that to identify themselves when logging in against our Azure AD.
Gmail users will soon get MSA accounts/equivalents to allow them direct access to shared resources on O365.

Teamwork and deciding which Office 365 tool to use and when:

Teamwork inforgraphic