Microsoft 365 Groups - How they really work!
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- Опубликовано: 26 июл 2024
- In this session I take an updated look at Microsoft 365 Groups and discuss not only how they work but what they can be used for. With collaboration now becoming ever increasingly important for business, Microsoft 365 groups provide not only shared mailboxes. But, also shared calendars, Teams website, planner and even shared notes. But the real power of Groups is they can be extended to become a Microsoft Team for even greater collaboration. Once extended, member can take advantage of Teams features such as chat, online meetings, channels, third party apps and so much more. So, if you’re ready learn then this session will not disappoint.
Visit my site at Andymalone.org
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There are a lot of content creators out there but I think Andy is the best.
Andy, I'm thrilled with all this content. I've just had to pass the word of this fantastic channel.
Hey, that awesome I'm delighted you're on board :-)
Hey Andy, I've recently took on the role as IT administrator in my company after finishing 2 years in school. It was a big leap and alot of responebility. But your videos has really helped me alot to get better in the O365 platform and azure. Really appriciate all your content, since im working alone as IT admin and support with over 100 employees, your youtube channel has become my best mentor !
Hi Daniel that’s awesome thanks so much and good luck with the job. Definitely try and get some certifications 😊
Thank you :) Any tips for which certs I should go for? @@AndyMaloneMVP
Hey Daniel! I find myself in a similar situation to yours. Right after school, I began working in an admin role using O365 for a small company (approx 50 people), and I too am working independently. I'd be very interested in hearing about your experiences so far! Thanks
Andy, I love your videos. You have taught me so much! The only thing I did not see here was anything mentioned about renaming or updating group names and emails. I was mainly watching this video to learn how to update current group names and emails without breaking anything.
You can rename group an email names anytime 👍
Thank you for your content. I took one of your Course at glasspaper in Oslo many years ago..thank you for that and for your RUclips channel content. Keep up the great work.
My pleasure and thanks very much :-)
hello Andy, I love your videos. Each time informative and useful! Appreciated it.
Thanks so much, I appreciate that 😊
Another excellent video with great explanations. Thanks a lot for your great work.
Many thanks 😊
Andy, once again you've knocked out of the park! I share all of your videos with fellow IT professionals who...wait for it...WANT TO LEARN! 😉
Thanks Chris I really appreciate that👍😊⭐️
just found your channel, loved it keep this amazing work please!
Hello Andy! Thanks for that content! I really appreciate that as I'm getting deeper in O365 platform. Wonderful job!
My pleasure, and many thanks.
Lovely presented, thank you so much!
thankyou for this - I was messing about yesterday setting up a distrubtion group and had no idea what I was doing and I discovered lots of new things. I am now somewhat smarter and am keen to follow up on the next steps where my ambitions exceeded my talent.
Hey that’s awesome 😊👍
Thank you. 25 minutes made me think, hmm where's the 3 minute video I need to learn about M365 Groups, but actually this was pack full of useful content and worth the additional time.
Awesome thanks
I learn alot from this channel, Thank you Andy!
Awesome, thank you!
Hey Andy, I really enjoyed how you explained this. It made life a little easier. :)
This is great, Andy! thank you!
You’re very welcome thank you
Amazing content as always 🎉
Superb Video. Thank you.
As usual, thanks for the tutorials
Very helpful! Thanks Andy :)
No worries!
Great video!
*Its important to explain that incorporating teams also creates a sharepoint site because they are reliant in that you cant have a team without a sharepoint site. **8:00*
The teams service is essentially a wrapper service that encompasses Sharepoint and exchange
Dear Andy, once again thank you for a great video. What would you say if the M365 grp is connected to Teams/Yammer for collaboration/conversation, should we hide the grp from the Outlook interface not to confuse the users or should we use both?
Use both 😊
First time viewer.... Just subscribed yr channel!!
Awesome, you’re very welcome 😊
@@AndyMaloneMVP Please make videos on AzureAD for IT help desk engineers!!
@@rajnikantsagar4837 is e done many videos in this area. Check out my identity playlist👍
Great!! Will watch them today itself because tomorrow I have an interview:)
@@rajnikantsagar4837 good luck👍
Thanks
Merci beaucoup
Thanks!
Thank you 👍
Great video. Got a question tho. Do you need exchange online to get a notification before a group is deleted? We are almost full cloud just missing exchange. (Hybrid exchange environment). Been looking at this auto-delete policy but afraid to test it, if group owners dont get notified.
convert group to a Team and you will get notified there. It should be fine though :-)
Hello @AndyMalone, I love your videos. They are very informative.
What if I want to use dynamic groups and still be able to invite guests in my Teams channels?
The only way to do, this would be to add attributes to the guest account that you have already created in Azure AD. For example, the guest could be a member of the marketing group. As long as the dynamic group/team contains a rule for the marketing group, then guests would be joined. You cannot, however, add a guest manually. I hope this helps and thanks again 😊
Hello Andy! nice channel, thanks for the content. I was looking for something more specific regarding O365 Outlook Groups but I didn't find. How can you create FOLDERS inside a group? I dont (or the users) want to go to Teams/sharepoint interface to access files. Just a regular folder as any other mailbox or shared mailbox...but in groups. Can this be done? MS Learn has a really confusing post about it...
I’m not sure why not give it a try and find out 😊
Hi Andy, i just started watching your videos. Do you have one on migrating data into sharepoint?
I’m sure that one of my SharePoint videos cover this, I’ll take a look. The only issue for me is I’m personally completely in cloud and have nothing to migrate. However, the migration tools in the SharePoint admin centre are super simple to work. Alternatively you may want to look at the third-party tools like sharegate. Although expensive, it’s worth it.
I'm curious as I do have a situation where I need to reassign the SMTP address used for a 365 group. What would happen to say Teams if I change the address and use it for something else?
I’ve not tried that scenario to be honest. I do know that you can easily change the address of a group or a team. I hope this helps.
Brilliant! Can you have access granted to Team to e.g. 3 dynamic 365 groups AND e.g. 10 individual Users?
Of course. Just specify via rules
@@AndyMaloneMVP thanks!!! What rules? I am not an admin in my org but can create groups and own teams and groups
Hi Andy, thanks for your work. Is it possible to make m365 groups private by default? I see public option selected by default on the create group screen. Thanks
Hmm not that I'm aware of unless you use PowerShell.
Thanks for the info. Question: I created a group in order to add its calendar in to a SharePoint group Calendar web part but it does not show up on the dropdown list. What is the difference between this private group that does not show up and the other (seemingly identically setup) groups that do appear in the dropdown?
There are definitely limitations on what can and cannot be seen when you interact with parts and SharePoint and other products. I would edit permissions using the classic permissions portal that you can find in the other settings page in the SharePoint admin Centre. I’d also check out the documentation and learn.microsoft.com. Definitely sounds like a permission issue.
@@AndyMaloneMVP Thanks Andy. Turns out that the private group created from a SP Teams site is not the same as a group created in Admin ctr that then spawns a SP Teams site. All looks the same on the surface, but the former plays nicely with SP sites & web parts, while the latter does not. I appreciate your quick reply. Definitely worth a follow😁
Hi Andy, eg. user has 1 o365-account how many devices (at the same time) user can login and work with these? thanks
Every user who uses Microsoft office can install Microsoft office on up to 5 devices, Windows, Mac, etc. You can also use up to 10 mobile devices as well. In terms of concurrent connections, I believe it’s three. However, you should check Microsoft documentation to confirm this. docs.microsoft.com.
Nice video, you said Admin can prevent normal users from creating groups, but It is not mentioned how?
or I just missed it.
Group settings in Azure AD groups
Hi Andy! Another quality video. For someone who is not an admin - let's say they create a new group and want to add a Teams site. How would they do that?
That is without having to ask an admin to add the Teams site.
An admin would have to promote the group to become a team :-)
Thank you for this. 1. As an end-user in my organisation, I do not have access to the MS Admin Centre. My problem is, that when officials create Outlook Groups, there is no option to add a Team to the Group. Then those officials go and create a Team as well, adding the Group as a member. Then you sit with two different TeamSites. One for the Group and one for the Team. How do I solve this? Very confusing. We have a default expiry date for both Groups and Teams. 2. Stupid question: should the Team or Group be deleted by the owner, do the SharePoint TeamSites automatically also get deleted?
There’s no such thing as a stupid question. But you are quite correct. If you are not an administrator, then you will not be able to create teams in Microsoft outlook. Likewise, you will not be able to create groups in Microsoft teams but I can assure you that they are connected to each other. if this is a big concern to you, you could always ask your administrator to make you a member of either groups admin or a teams admin, or perhaps even both as this would solve your problem. These are primarily security features that have been built into the products. I’m sorry for your dilemma and I wish you luck in the future.
@@AndyMaloneMVP You have just confirmed that I am not going crazy! I was hoping for that answer. Im a TownPlanner working for a large Government Organisation in Cape Town, South Africa. I became OBSESSED with our lack of collaboration and knowledge management and therefore trained myself over 4 years (using many sources of which your platform is a major resource) and built several SharePoint Intranets for the organisation already. But now I must train others to maintain those sites, and how to use MS365 in general... cause Im retiring in about 2 years. Our SharePoint Intranet for instance has a page with resources for self-skilling, and your RUclips platform features there, along with Microsoft's own training platforms and some others I came to trust. THANK YOU so much !
What if we just need email though? Do we have to go back to the EXO portal? Secondly, how can we utilize dynamic membership rules in Entra using distribution groups (so users can actually expand the group in Outlook to see the members) ?
Yes, you have to go back to the exchange online, or Microsoft 365 portal. Unfortunately you cannot these in Microsoft entry. Again, however, you can create them in exchange online. learn.microsoft.com/en-us/exchange/recipients-in-exchange-online/manage-dynamic-distribution-groups/manage-dynamic-distribution-groups?tabs=create-new-eac
@@AndyMaloneMVP Thanks for the reply Andy! The problem with Exchange Dyn Groups is users can't expand them to see the actual members so they don't like them. Therefore, don't use them. So I've always created normal distros and then used a tool like AD Manager Plus by Manage Engine to automate the memberships. You would think something so basic should be available within Entra. Let me just add users to a distro group as members in Entra (so I don't need ADMP or some other tool) with the dynamic rule syntax or somewhere and that'd be great. User onboards, matches criteria, let an automation run on a schedule to drop them in a group. User leaves department, matches criteria, let an automation run on a schedule to remove them and add to another group.
Great video!
Can you add “invited guests” to be members of these groups? We have roughly 100 independent sales reps that need access to share point libraries. Currently I assign an F3 license to every independent rep. I would like to make all the reps guests so they can use their own MS account and access our resources. Using a group is easier to manage than using a MESG…
Thoughts?
Guests can be a member of M365 groups or a Team. You can have up to 5 guests for every licenced account.
Hi
Thanks a lot for your videos.
Do you plan to make a presentation about how administer groups, sharedmailboxes and diffusion lists with an hybrid installation linked to a local AD and be able to apply some parameters that would be synced to M365 ?
I’ll see what I can do 👍
@@AndyMaloneMVP thank you !
Thank you for your video.
Is it possible to delete an Alias from the M365 Group?
When i try it i get an error. „Unified Groups Aren’t supported“
Yes you can change the email address of a group anytime. However if you are in Hybrid, Some groups can only be managed cia an on prem Domain controller. For more visit support.microsoft.com
@@AndyMaloneMVP it’s cloud only.
Changing is no problem.
Deleting the Alias is the problem
@@CheeseburgerEddy611 take a look at the supporting documentation on the learn.microsoft.com or perhaps post a question on the Microsoft tech community. Good luck 👍
its like you read my mind ....
Hello Andy. Quick Question. Is Contoso Electronics a sandbox which we all can play around with ? How can i get my hands on this frictional company to help myself understand more about MS365?
No not a sandbox. These are internal domain names that can be used for training. They are not routable. These include Adatum, Contoso, Blueskyairlines, tailspintoys.
What is the best way to prevent users from creating M365 groups. I know there Microsoft has published a PowerShell script to do this.
If you look at the group settings in Azure AD there, a Settings here, where you can restrict group creation to specific admin rules are users
@@AndyMaloneMVP Do you mean "Users can create Microsoft 365 groups in Azure portals, API or PowerShell" from the AzureAD - Groups - General? But that is only preventing it from Azure Portals, Api or PowerShell but not from let's say Outlook client?
So people outside the organization can email the "Private" group without being a member of that group??? Seems odd.
No, it simply means private groups can receive email from external sources
Just joined a university (and am a novice to 365 having previously used Google) where admin rights are held centrally. How can I check whether groups I have created in outlook are the same in teams - I am getting very confused - and when you bring one drive into the mix - bemused - help!
Hi Steve, thanks for the question. Generally when you create groups in Outlook they do not create teams. Essentially a team is the extension of a Microsoft 365 group which allows additional collaboration features to be implemented, including teams, chat, and third-party apps. Administrators can create Microsoft 365 groups in the admin portal, and then have the choice whether to extend them to become a Microsoft team or not. users can also create teams, which intern create a Microsoft 365 group. Only if they have the appropriate permissions to do so. I hope this helps and my best advice is visit learn.microsoft.com as this contains a wealth of information. Consider taking the online course for MS 900. This is a great start and will provide you everything you need to get up and running. Thanks again and all the best, Andy.
@@AndyMaloneMVP thanks for taking the time to respond - I will definitely follow the two strands you suggest 👍
Hi following your feedback, I have managed to create a team on Teams which has duplicated in Outlook. I amended the former to check that it also occured in the latter. No idea how I managed it 🤭 now to see if I can link to SharePoint
@@steves3240 when you create a team, it also creates a Microsoft 365 group which can be viewed in Outlook. It also creates a SharePoint website and associated document library that you can use. There’s no need to create anything. In addition to this. You’re good to go 😊
@@AndyMaloneMVP thanks for your help. I have subscribed and will recommend your site to others👍
Can you tell me if it is possible to open the shared mailbox of a m365 group??
Absolutely l. The shared mailbox is a part of a Microsoft 365 Group and is visible from outlook
@@AndyMaloneMVP Can you please explain how to open it as I couldn't see it anywhere in outlook and can't open it through 'open another mailbox' option in outlook
@@CSEKAVIYAJ Microsoft 365 groups are in the left hand pain if you click on groups and if you don’t see the name of the group that you’re looking for do a search for it. You will then be able to join it if it’s a public group. If it’s a private group you can request access. I hope this helps.
@@AndyMaloneMVP Thanks for taking tym to rply, but actually I am asking how could I open the mailbox of a m365 group. Even searching for, I could view the group and its basic info like its members, upon clicking on it but not its mailbox🙂
@@CSEKAVIYAJ you don’t have the appropriate permissions
Hello- great videos! I created a group and everyone replies to it. Funny thing is a few people cannot delete the messages within their own inboxes. Any thoughts?
It’s probably down to the permissions that have been set up. Are all your users licensed? Or do you have any users that are guests? This could impact on permissions. For full support and documentation I would recommend taking a look at docs.microsoft.com. The definitive source of documentation for Microsoft, 365
@@AndyMaloneMVP thanks Andy! And keep up the great job on your videos! Take care!
@@gwen8549 thanks Glen, another thought if it’s a Microsoft 365 group which has been converted to a Microsoft team and this could explain the impasse here. Again I do think it’s a conflict in permissions. Good luck and thanks again
@@AndyMaloneMVP I agree, I’m looking at permissions. It’s such a simple problem, I couldn’t believe it when several people in that group called my attention to it. Yes, I have full licenses for everyone and no it wasn’t converted to a teams group. Thanks again.
Can you please do an MS 365 Modern Desktop Admin Course should you have time Sir.
Sure :-) Have you seen some of my videos on Intune. This covers some of this content :-)
@@AndyMaloneMVP thank you Sir. I will check it out
Andy, would you be able to create a video that shows how the M365 group calendar behaves (adding an item vs inviting and who it invites when you do either) also how you get the send on behalf of via Exch admin etc? The sort of things that distribution lists or shared mailboxes can do, but 365 groups can do as well? Who gets to see the calendar (assuming its been created in MS Outlook so calendar is visible)
Thanks for the idea!👍
@@AndyMaloneMVP Yes please!
cool video as someone new to Office 365. but I would have prefered something more entertaining by a b list comedian full of digs at microsoft and their aweful systems.
Well I’m sure there’s plenty of other channels that will provide this entertainment for you. Thanks for dropping by though👍