Office 365 GroupsFrom the ground up

Collab365 Global Conference

Drew Madelung

Email : dmadelung@concurrency.com Twitter : @dmadelung Website: drewmadelung.com

Senior SharePoint and Office 365 consultant.

What are Office 365 Groups?

How do I work with them?

How do they work technically?

How can I administer?

Agenda

Demos, Demos & more Demos

What’s new & What’s Next?Office 365 GroupsFrom the ground up

Collab365 Global Conference

There are over 70 million active Office 365 commercial users.

Reference

Collaboration is evolving…

Collaboration has evolved

The real world of collaboration

Office 365 Groups

Brings together people, information, and apps across Office 365, to enable better communication and collaboration.

SELF-SERVICE

PUBLIC BY DEFAULT

SHARING TO NON-MEMBERS

CONTEXT & HISTORY

SINGLE DEFINITION

SIMPLE TO MANAGE

Office 365 Groups

Azure Active Directory

AppsOffice 365 Groups

Office 365 Groups building blocksIdentity

Microsoft GraphSk

ype

Conv

ersa

tions

Files

Cale

ndar

Note

book

Dyna

mics

CRM

Plan

s

Powe

r BI

Conn

ecto

rs

Yam

mer

coming

soon

Projects

Popular Group Scenarios

Organization Interest

All new Team Sites will get an Office 365 Group and all new Office 365 Groups will get a Team Site.

Moving forward…

“Groups, Graph, and Governance” – Jeff Teper

Existing Office 365 Groups will get a full SharePoint Team Site.

coming

soon

rolling out

Office 365 Groups things to know

Eligible to use the NGSC for sync as of Sept release

Anyone can create a group and available in the Global Address List by default

A group can’t have more than 10 owners and a user can’t create more than 250 groups

Currently not supported in Outlook 2016 on the Mac

Groups with more than 1000 members are supported but will decrease performance

When a group owner leaves, all content is saved but new admin must be set at high level

Office 365 Groups can be used as security groups in SharePoint (but not O365 Video)

Group site collections exist under “/sites” managed path but cannot be seen via SP Admin Center

How do I access Office 365 Groups?There are multiple endpoints to get started…

Outlook on the web OneDrive for Business

Outlook 2016

PowerBI Dynamics CRM Outlook Groups app

Demo!

What’s behind the scenes

One group system across Office 365One identityAzure Active Directory (AAD) is the master for group identity and membership across Office 365 (Exchange, SharePoint, etc.)

Federated resourcesO365 services extend with their data(e.g., conversations stored in Exchange mailbox & documents stored in SharePoint for a group)

Loose couplingServices notify each other of changes to a group (e.g., creation, deletion, updates)Using sync from AAD to Exchange Online AD and SharePoint Online AD they achieve reliability if they miss notifications

SharePoint

SharePoint Online AD Documents

OneNote

Site collection

Additional workloads

Workload scenarios

Workload resourcesLocal

directory

Exchange

Conversations Calendar

Group mailboxExchange

Online AD

IdentityResource URLsOwnersMembers

AAD

Group identity

Office 365 Admin Center

Management Options – User Interface

Office 365 Admin App

Azure AD Admin Portal

Exchange Admin Console

Outlook Groups App

Clients – (Outlook, Planner, PowerBI)

Management Options – ScriptingPowershell

Manipulating groupsAdd-UnifiedGroupLinksGet-UnifiedGroupLinksRemove-UnifiedGroupLinks

Get-UnifiedGroupNew-UnifiedGroupRemove-UnifiedGroupSet-UnifiedGroup

Manipulating group membership

Owners | Members | Subscribers

$creds = Get-Credential$Session = New-PSSession -ConfigurationName Microsoft.Exchange –ConnectionUri ` https://outlook.office365.com/powershell-liveid/ -Credential $creds -Authentication Basic -AllowRedirectionImport-PSSession $Session

Establish a remote session to Exchange Online

Useful Scripts for Groups to Get StartedCreate groupNew-UnifiedGroup –DisplayName “Legal” –Alias “Legal” –EmailAddresses legal@domain.com

Rename groupSet-UnifiedGroup -Identity “Legal” -Alias “Legal” -DisplayName “New Legal” -PrimarySmtpAddress legal@domain.com

View all subscribers, members or owners for a groupGet-UnifiedGroupLinks -Identity “Legal” -LinkType Subscribers

Show detailed info for all groupsGet-UnifiedGroup | select Id,Alias, AccessType, Language,Notes, PrimarySmtpAddress, ` HiddenFromAddressListsEnabled, WhenCreated, WhenChanged, ` @{Expression={([array](Get-UnifiedGroupLinks -Identity $_.Id -LinkType Members)).Count }; ` Label='Members'}, ` @{Expression={([array](Get-UnifiedGroupLinks -Identity $_.Id -LinkType Owners)).Count }; ` Label='Owners'} | Format-Table Alias, Members, Owners

Managing Group CreationThe old way but still can be used for OWA and Outlook 2016Use an OWA Mailbox Policy to disable group creation for ALL users or a SUBSET of users

This does NOT disable group creation EXCEPT when trying to create through Outlook/Exchange Creating groups in other clients/admin areas (PowerBI, Planner, etc…) would

NOT disable

Set-OwaMailboxPolicy -Identity test.com\OwaMailboxPolicy-Default -GroupCreationEnabled $false

Managing Group Creation through Azure ADThe new way uses Azure AD No longer dependency on Exchange so it passes throughout Office 365 If OWA policy exists and AAD policy is enabled, OWA policy will be ignored

You can do 2 things: Disable the default ability of everyone to create a new Office 365 Group Point to an AAD group (Office 365 Group or Distribution Group) that contains a list of

people who are allowed to create groups This group cannot have a group in it, must be individual users Users with higher tenant roles already have access (company admin, mailbox admin,

etc…)

Prerequisites Azure AD Version 1.1.117.0 or later (currently preview)

Managing Group Creation through Azure ADSteps to setup1. Retrieve the Object ID for the group that contains the authorized users

Use Azure AD portal to get Object ID Get-MsolGroup cmdlet to discover GUID via PowerShell

2. Use PowerShell to update the Azure AD policy Pass the GUID of your authorized user group to GroupCreationAllowedGroupId

Connect-MsolService$template = Get-MsolAllSettingTemplate | where-object {$_.displayname -eq “Group.Unified”}$setting = $template.CreateSettingsObject()$setting[“EnableGroupCreation”] = “false”$setting[“GroupCreationAllowedGroupId”] = “7edd1d0b-557d-43e6-b583-4f3e0198c167”New-MsolSettings –SettingsObject $setting

3. Confirm using PowerShell and test creating a groupGet-MsolAllSettings | ForEach Values

Group Guest AccessYou can now grant external users access to Office 365 Groups

Does not comply with tenant blacklist/whitelist

Enabled by default Overall Group guest access is

managed at the tenant level Guests cannot view IRM protected

files Guests needs to access via browser Guests cannot:

Be an owner View the GAL View Group members or contact

cards Access Planner Be blocked by specific user

Feature Guest user allowed?Create a group NoAdd/remove group members NoDelete a group NoJoin a group Yes, by invitationStart a conversation YesReply to a conversation YesSearch for a conversation Yes@mention a person in the group NoPin/Favorite a group NoDelete a conversation Yes"Like" messages NoManage meetings NoView group calendar NoModify calendar events NoAdd a group calendar to a personal calendar

No

View and edit group files Yes, if enabled by tenant adminAccess the group OneNote notebook Yes, via link from group memberBrowse groups No

Group Guest Access

Group owners can invite external people to be guest users

Group members can request an invitation for an external person

Group Guest Access Admin ControlsGuest addition to organization• Allow invitation to guests users in the

organization• Office 365 Portal – Settings & Privacy > Sharing

Guest addition to groups• Allow adding of guests to any group within the

organization. • Office 365 Portal – Services & Add-Ins > Office 365

groups• Allow adding of guests to a specific group in the

organization (only available in Power Shell)

Guest access to group resources• Allow guests to access to any Office 365 group

resources• Office 365 Portal – Services & Add-Ins > Office 365

groups

Group Guest Access PowershellSteps to block for tenant1. Ensure that sharing is allowed in the SharePoint Admin Center / O365

Admin Center2. Use PowerShell to update the Azure AD policy (if settings object exists)

$template = Get-MsolAllSettingTemplate | where-object {$_.displayname -eq “Group.Unified”}$settings = Get-MsolSettings -SettingId $settings.ObjectId$Value = $GroupSettings.GetSettingsValue()$Value["AllowToAddGuests"] = "False"$Value["AllowGuestsToAccessGroups"] = "True"Set-MsolSettings -SettingId $settings.ObjectId -SettingsValue $Value

3. Set AllowGuestsToAccessGroups to False to instantly disable all external users from accessing groups

Group Guest Access PowershellSteps to block external access for a specific group1. Ensure that sharing is allowed in the SharePoint Admin Center / O365 Admin Center2. Use PowerShell to update the Azure AD policy for the group (if no group settings

exist)$group = Get-MsolGroup -All | Where-Object {$_.DisplayName -eq “GROUP DISPLAY NAME”} $groupsettings = Get-MsolAllSettings -TargetObjectId $group.ObjectId$template = Get-MsolSettingTemplate -TemplateId 08d542b9-071f-4e16-94b0-74abb372e3d9$setting = $template.CreateSettingsObject()$settingsnew = New-MsolSettings -SettingsObject $setting -TargetObjectId $group.ObjectId$settings = Get-MsolAllSettings -TargetObjectId $group.ObjectId$value = $GroupSettings.GetSettingsValue()$value["AllowToAddGuests"] = "False"Set-MsolSettings -SettingId $settings.ObjectId -SettingsValue $value -TargetObjectId $group.ObjectId

3. Run a check to see if it worked(Get-MsolAllSettings -TargetObjectId $group.ObjectId).GetSettingsValue() | foreach values

Configuring multi-domain support

Example Main domain is contoso.com Default accepted domain is service.contoso.com (where groups get created by

default) You have a sub-domain called students.contoso.com and groups.contoso.com

Configured with Exchange Address Policy (EAP) via Exchange Powershell

Option 1:All Office 365 Groups built under groups.contoso.com domain

New-EmailAddressPolicy -Name Groups -IncludeUnifiedGroupRecipients `-EnabledEmailAddressTemplates "SMTP:@groups.contoso.com" -Priority 1

Configuring multi-domain support - ContinuedOption 2:

Control what sub-domains Office 365 groups are created in by attribute

Set users which have their Department attribute set to Students to create groups by default in the students.contoso.com domain

New-EmailAddressPolicy -Name StudentsGroups -IncludeUnifiedGroupRecipients -EnabledEmailAddressTemplates `"SMTP:@students.contoso.com” ManagedByFilter {Department -eq 'Students'} -Priority 1

All other users will create groups in the groups.contoso.com domainNew-EmailAddressPolicy -Name OtherGroups -IncludeUnifiedGroupRecipients -EnabledEmailAddressTemplates `

"SMTP:@groups.contoso.com” -Priority 2

Only admins can perform this Use the –RecipientFilter for available properties to filter on (company,

city, office, etc…) If you remove domain you need to update EAPs Max limit of 100 EAPs per organization

• Office 365 Groups are created & managed in Azure Active Directory (AAD)

• Azure AD Connect enables synchronization of Groups with your on-premises Active Directory into DLs with:

• Target Address - the service address of the Groups object• Recipient Type Details - specifies that the Group is not mastered in the on-premises

directory

• AAD Premium is required

• Exchange 2013 CU9 required (individual mailboxes are on-premises) or Exchange 2016

• Still lots of issues as primarily in preview

• Can also be configured to write back as a mail enabled security group

Office 365 Groups Hybrid Support

Resources: • Configure Office 365 Groups with on-premises Exchange Hybrid• Integrating your on-premises identities with Azure Active Directory • Office 365 Groups write back• How to write back an Office Group in Azure AD to a Mail Enabled Security Group

What about governance?

Security and Compliance

eDiscovery through Exchange and SharePoint

Data loss prevention

Preservation policies

Audit log and Content search

Management tidbits Establish governance plan for groups

Establish AAD group creation policies

Monitor SharePoint Online Storage to ensure group sites not overtaking total storage

Establish a process to have groups admin support easily available for users

Run reports to try to track groups sprawl

Use UsageGuidelinesUrl and ClassificationList

Migrate multiple distribution lists to Office 365 groups – Link – (also via GUI)

Technical OptionsSet access type (private or public)

Add quota setting for Group Sites

Set-UnifiedGroup -Identity "Legal" -AccessType Private

Set-SPOSite –Identity https://contoso.sharepoint.com/sites/<groupname> -StorageQuota 3000 -StorageQuotaWarningLevel 2000

*Before using the Set-SPOSite command, your site collection storage management must be set to Manual and not use pooled storage

View all subscribers, members or owners of a group

Get-UnifiedGroupLinks -Identity $groupAlias -LinkType Subscribers

$groupAlias = “TestView”

Available LinkTypes: Members | Owners | Subscribers

1. Pass the groupalias to the Get-Recipient cmdlet to get the recipient details.

2. Pass the group to the Add-RecipientPermission cmdlet with the useralias

Technical Options…continuedAllow users to send as the Office 365 Group

Set naming policy via Exchange

$groupsRecipientDetails = Get-Recipient -RecipientTypeDetails groupmailbox -Identity $groupAlias

Add-RecipientPermission -Identity $groupsRecipientDetails.Name -Trustee $userAlias -AccessRights SendAs

$groupAlias = “TestSendAs”

$userAlias = “User”

Audit reports

This is set via EAC and it applies to Distribution Groups, dynamic distribution groups AND Office 365 Groups *use carefully

View reports of who created, joined and shared Groups via Azure AD Portal

Technical Options…continuedRemove groups email from GAL (global address list)

Accept/Reject certain users from sending emails to groups

Set-UnifiedGroup –Identity $groupAlias –HiddenFromAddressListsEnabled $true

$groupAlias = “TestGAL”

–RejectMessagesFromSendersOrMembers or -AcceptMessagesOnlyFromSendersOrMembers

Set-UnifiedGroup –Identity $groupAlias –RejectMesssagesFromSendersOrMembers dmadelung@concurrency.com

$groupAlias = “TestHide”

Hide group members unless you are a member of the private group

$groupAlias = “TestSend”

Set-unifiedgroup –Identity $groupAlias –HiddenGroupMembershipEnabled:$true 

Technical Options…continuedFind out which groups do not have owners

1. Get all groups into $groups then go through each looking at the ManagedBy property$groups = Get-UnifiedGroupForEach ($G in $Groups) { If ($G.ManagedBy -Ne $Null)  { $GoodGroups = $GoodGroups + 1 } Else { Write-Host "Warning! The" $G.DisplayName "has no owners" $BadGroups = $BadGroups + 1  }}Write-Host $GoodGroups "groups are OK but" $BadGroups "groups lack owners"

 

Demo!

External access Groups SharePoint sites expanding (rolling out) Group classification Group usage guidelines URL Groups iPad app Privacy type conversion Dynamic membership (requires Azure AD premium) eDiscovery and Litigation available Ability to change privacy type of created Group Azure AD creation restriction Upgrade a DL to a Group via GUI

As of 10/5/2016

What’s new in Office 365 Groups

What’s upcoming?Launched

Rolling out

In Development

As of 10/5/2016http://fasttrack.microsoft.com/roadmap

• xxxx

Help Contribute & Stay Informed!

O365 Groups UserVoicehttps://office365.uservoice.com/forums/286611-office-365-groups

Microsoft Tech Communityhttps://techcommunity.microsoft.com

Office 365 Roadmaphttps://fasttrack.microsoft.com/roadmap

Office Blogshttps://blogs.office.com/

Office 365 Admin Center – Message Centerhttps://portal.office.com/AdminPortal

Office 365 for IT Proshttp://exchangeserverpro.com/ebooks/office-365-for-it-pros

Questions?Email: dmadelung@concurrency.com Twitter: @dmadelung

Website: drewmadelung.com

Scripts: http://bit.ly/DrewO365GroupScripts

Slides: http://bit.ly/DrewO365GroupsSlides

Office 365 GroupsFrom the ground up

Collab365 Global Conference