How To Manage Office 365 Groups Using the Administration UI

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How To Manage Office 365 Groups Using the Administration UI

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Andre Vala presents How To Manage Office 365 Groups Using the Administration UI.

In this How to Video by Andre Vala you will learn how to:

1. How to create and delete groups.

2. How to manage group members and owners.

3. How to control group privacy.

4. How to allow external users to send emails to a group.

5. How to specify group naming policies


Video Transcript:

Hi  everyone my name is Andre Valà Aim a SharePoint solutions architect of create IT in Portugal and also Microsoft MVP for office servers and services I’m here to talk to you about how to manage Office 365 groups using the administration you I if you feel the need to contact me you can use my blog you would URL which you can find below also my LinkedIn address for my profile and my twitter handle so this is the new administration centre portal for the Office 365 still in preview at this time but it won’t be for long I guess so thesis the starting point for how you can get what you can do to manage the office365 groups in your tenant you have a group scary here if you press it you can see a list of all the groups that are created inside your Office 365 tenant you can see that not all of them are have this office is 65 group type you also will also find here the distribution lists and security groups so the first task that you can do as an administrator to manage groups is to create a group and for that you just have to press this button here you can choose which type of group you want in this case we want the office for 65group and you can give it a name let’s call it how to group officer 65 will automatically take the name and put it into lowercase remove all the special characters and spaces and check if this it this email address is available because this is will be the email address that will be used for the mailbox associated with the group if you have more than one domain associated with your tenant you can choose which one you want to use right here on this box because on this time enter is only the default domain so it’s greyed out so you can add a description also here you can specify the privacy level for the group by default all groups are public so anyone can see what’s inside the group and ask to join the group you can also set it to private let’s set it to public they can also change the language and then you have to select if you want to subscribe member sat this time or if members will be will join the group at a later time let’s turn this on and now I have to specify who will be the owner of this group if this group was created by abuser on the outlook interface he would be automatically added as owner but since I’m the administrator and I’m creating the group at the admin portal I’ll have to specify who the administrator will be so in this case let’s select Alex taro let’s just create the group so at this time behind the scenes a new group rule is being created at Azure Active Directory and then propagated automatically to exchange online and check point on line so it’s done it’s right here you can see the details here for the group you can see that Alex Darrow is the unit and also member you cannot be an owner if you’re not a member also of course so let’s add two more members which is another task that you can you can do as an administrator let’s add Sarah and let’s add God okay let’s save okay so now we have a group with three members one of which is the owner you can also edit one additional setting here which is if you want or if you allow outside users souses outside your company that don ‘tare not that don’t have a license in your tenant to send emails to this group this is actually an important setting because sometimes the groups are used to share contents with people outside the organization so let’s just put this on and now any user and any person that knows the email address of this mailbox for this group can send emails here and those will appear in the conversations of the group okay so one final test you can do on this queen is to delete the group I’m not going to do that because it would be deleting they work I just create it but it’s also one thing you can do delete the group okay because our groups are in a central entity but which is exposed differently on many of the services that encompass Office 365 some of the management settings will have Tobe have to be changed on those services themselves one example is for exchange online so now let’s see what we can does to manage the group’s on the exchange side on the exchange administration enter there’s one thing you can do here which is if you go to groups you’ll see that you can’t see any Office 365 groups here on this interface but there’s one thing you can do you can configure the group naming policy which might be important for instance if you have Avery large organization and if you’re letting all of your users create groups and you don’t want them to repeat names for instance so you can apply some sort of policy to the group name so that they don’t get to be repeated by users that are for instance in different countries so you might want for some for instance toad a suffix which could be something like an underscore followed by an attribute which could be for it since the city that the user that creates that who belongs to or yet city or the country code or the country your region so let’s use city so this will this will add an underscore followed by this the contents of the city attribute of the user that creates aa the group Solet’s do this let’s save the policy you can also configure one additional thing which are the block words so block words is for instance you if you want to prevent users from using specific words when creating groups you might not want to allow any users to use the word in their in their groups so let’s save this these policies will only apply to groups created by regular users so administrators will always be able to create groups with the block words and won’t get the suffix apply to them okays let’s go to au let’s get a user to create one now here’s the group that we just created which we set as owner for Alex Darrow you can see it’s a new group has those same three users that I added to the admin portal so now let’s create new group and let’s name it I special group okay so it’s still available its public okay and let’s subscribe new users to this is another way to create a group which is how a regular user will see it now I can I will add the same member Sarah and let’s add gaff to okay add you can see that I got the suffix of the city I belong to in this case San Diego which is the city of Alex Tarot added as a suffix with the underscore to the name of the group that I created so the policy was it forced now let me try and create the group with a one of the block words so let’s say my word group so we will at this point it will allow me to create the group at this point which is it’s not still to sell validating right now let’s try and create it see the policy is also enforced we will say that cannot use the word against I’ll allow it to be used in a group ID organization ok so this these are the tasks you can execute in the admin UI of Office 365 and exchange online regarding the opposite 65 groups thank you for watching this how-to video hope you found it useful feel free to contact me if you have any comments see you next time you

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