Managing Microsoft Groups
The course is part of this learning path
In this course, I am going to take you through managing groups in Microsoft 365.
- The various types of groups available in Microsoft 365 and their differences
- How to create groups within Microsoft 365
- How to manage groups you create within Microsoft 365
- Users looking to learn about Managing Microsoft Groups
- Have a basic understanding of Microsoft 365
Now let's take a look at how to manage groups. Since we've just created our test group, we're going to go back and add new members, as well as change settings within it. So, back in the Microsoft 365 Admin Center, we navigate over to the teams and groups dropdown menu and choose active teams and groups. Here, we can see the two groups that are in this organization's tenant. All Company, which is the default for everyone in the company, and the Test Group which we just created in the last video.
If I wanted to adjust anything about either of these groups, I would simply click on it and it will open up a small pop-up window on the right-hand side of the screen. From here, we can see basic information and we can even edit the description or aliases associated with this Test Group. If I wanted to add another member, I can come to the Members tab, click on that, and I can see both the owners and the members and edit from here. Since the new user that I want to add isn't going to be an owner, we'll go down and hit 'View all and manage members'.
This will open up an additional window where I can see not only the members but the option to add members with this plus button here. Clicking on that, it will give me a larger list of all the people in my organization, and since Mia was just added, I can simply click on this checkbox or search for her with the search bar and then go down to the add button here, thereby adding Mia to the group. Just like that we now have three different members a part of this group. If I go back, directly next to the Members tab, we have the Settings tab. Here, gives us three general settings, as well as the privacy options for this group.
The two main settings to showcase here are the allowing external senders to email as group and send copies of group conversations and events to group members. Allowing external senders to email this group is exactly what it sounds like. If you have this box checked, anyone will be able to email this larger email address and send an email to everyone a part of this group. However, with this default turned off, no one aside from those within the actual tenant will be able to email this address. Send copies of group conversations and events to group members is exactly that.
Any conversation or event that's associated with this group will also be sent to the members of this group. Finally, we have hide from my organization's global address list. This is simply if you want to hide it from your global address list, which you can simply check there and hit 'Save', but we don't want that so we'll just uncheck that and we'll leave all these settings as is. Now that we've created the groups in the Microsoft 365 Admin Center, I want to navigate over to Azure AD Admin Center for one reason in particular. So, we'll go right over here and open up our tenant in the Azure AD Admin Center. Organizations can choose to enable something called self-service group management. This essentially allows groups to be managed by a group owner rather than IT administrators.
This feature is only available for Microsoft 365 groups and Azure AD security groups, but one of the main benefits of this is that it moves the tedious task of group management from IT to a group owner, who can then take over, and this speeds up the overall management processes like improving access or adding users to the group. If I wanted to enable the self-service group management, I would come to the Azure AD Admin Center, go down to the Group that we want to access, and then under Settings here, under General, we have the option to turn on self-service group management. Unfortunately, I don't have many groups set up so I can't adjust this. But if I wanted to allow owners to be able to manage it, I could simply check this on the 'Yes' and it would be able to be managed by the group owners.
Lee has spent most of his professional career learning as much as he could about PC hardware and software while working as a PC technician with Microsoft. Once covid hit, he moved into a customer training role with the goal to get as many people prepared for remote work as possible using Microsoft 365. Being both Microsoft 365 certified and a self-proclaimed Microsoft Teams expert, Lee continues to expand his knowledge by working through the wide range of Microsoft certifications.