Microsoft 365 administration: Configuring Microsoft Groups

Amy Babinchak has finished quite a lot of wonderful articles on Microsoft 365 administration right here at TechGenix. (For a full itemizing of her Microsoft 365 configuration articles, try the hyperlinks on the backside of the web page.) This entry from April on configuring Microsoft Groups was well timed then and is much more well timed now with so many organizations making the transfer to Microsoft 365. With its unique tips about configuration, insurance policies, and settings for Microsoft Groups, it’s clear why this text was chosen as one of many 20 Better of 2020.

That is the second in a collection of articles on methods to carry out Microsoft 365 administration with tips about configuration, insurance policies, and settings. Partly 1, we checked out configuring your admin portal. Ordinarily, we wouldn’t deal with the Microsoft 365 admin configuration on this explicit order, however given the circumstances that so many individuals are working from house and want good collaboration instruments, we’re going to speak about configuring Microsoft Groups.

Configuring Microsoft Groups

One of the best ways to start our journey configuring Microsoft Groups is to open the Groups admin console. You’ll find the dashboard here and see you’re already forward of most directors as a result of many don’t even notice that Groups has its personal admin console.

Proper off the bat, you’ll discover two doubtlessly helpful issues within the dashboard — Groups improve and a deployment assistant wizard. We’ll cope with the improve standing inside Org-wide settings in a second. The Deploying Groups Workload wizard is de facto meant for giant enterprises the place there’s a gaggle of individuals assigned to roll-out Groups and that group has various levels of admin permissions. If that’s you, then go forward and click on on Begin to launch that course of. It’s going to arrange a Workforce to your deployment group, together with Planner duties so that you can assign out. Earlier than you do this, although, please learn on to get your base configuration setup.

Configuring Microsoft Teams

Org-wide settings

Earlier than you launch into something, it is best to first handle the Org-wide settings.

org-wide settings

Let’s begin with the biggie: Groups improve.

The Groups improve refers to your standing with Skype and the Skype for Enterprise cellphone system. If you’re not utilizing the cellphone system, then you definitely’re in luck. That is going to be a lot smoother. If you’re utilizing the Skype cellphone system, then it’s essential to cease proper now and go into Skype for Enterprise and plan your cellphone system migration.

For everybody else, we wish to transfer Groups into being the one instrument and remove Skype. Now a few of you would possibly wish to shrink from this suggestion however not doing so will trigger you much more help complications.

Configuring Microsoft Teams

Within the Groups improve Coexistence mode choice, now we have a protracted checklist. Your purpose is to maneuver your small business from the place it’s right this moment to Groups solely.

Teams only mode

Most of you can see that your tenant is in Islands mode. Islands is the horrible mode the place Groups customers and Skype customers are on separate islands and are unable to speak with one another. The opposite modes, Skype for Enterprise solely, Skype for Enterprise with Groups collaboration, and Skype for Enterprise with Groups collaboration and conferences are all designed to help with a Skype cellphone system migration in a feature-by-feature manner.

While you’re prepared to maneuver to Groups solely, what’s going to occur is that Skype for Enterprise customers could have a message in Skype that tells them that they should use Groups and gives the link to open the app.

No want to fret about conferences that had been beforehand scheduled on Skype or that you simply is likely to be invited to Skype by an outdoor group — these will nonetheless open in Skype.

skype for business

You’ll in all probability wish to change this setting to make use of the Skype Assembly app as an alternative, which is the browser model. That manner your customers gained’t be confused with nonetheless having Skype for Enterprise put in on their computer systems. You possibly can take away Skype altogether.

skype meetings app

While you make this variation to Groups solely mode, please remember that it takes Microsoft a while on the backend to finish it. For those who’re studying this through the coronavirus (COVID-19) disaster, it’s going to be a couple of days, in any other case, it is going to take a couple of hours to 24 hours.

Exterior entry

Our subsequent process is to determine whether or not to permit Groups customers to contact individuals exterior of the corporate. That is referred to as Exterior entry.

Configuring Microsoft Teams

Whereas this primarily applies to Skype customers, there is a vital function right here. Groups by nature is a extra open platform meant for sharing whereas remaining safe. It’s meant to be a grassroots-led product. However if you want to restrict who your customers can talk with, you may add the allowed domains right here. When you populate this checklist, all others will routinely be denied.

If you’re having hassle with individuals not with the ability to talk with exterior customers, I’ve written a troubleshooting blog post that you should utilize to make that correction. It appears for some early adopters of the platform that the Skype restrictions migrated into Groups and so they have to be cleared out utilizing PowerShell. The weblog publish will stroll you thru that.

Visitor entry

You’re in all probability questioning what the distinction is between Exterior and Visitor entry. I can’t say it any higher than Microsoft does in this article,

The primary — exterior entry (federation) — allows you to discover, name, and chat with customers in different domains (for instance, contoso.com). The second —visitor entry — allows you to add people to your Groups as company, utilizing their e-mail handle. You possibly can collaborate with company as you’d with every other customers in your group.

The article goes on to outline what every kind of person can do. In a nutshell, the Visitor is a member of a Workforce, will get added to your AD as a Visitor, and has entry to many of the options in Groups. Alternatively, an exterior person is simply somebody that you simply contacted, doesn’t log in or have an account in your AD, and isn’t a member of any Workforce.

Visitor entry needs to be turned on. It’s off by default. As a result of the Visitor is definitely a member of a Workforce, you’ve received many extra choices for deciding what options you need your company to have the ability to make the most of, beginning with permitting them to be added to a Workforce in any respect.

guest access

First, it’s essential to activate the Enable visitor entry in Groups. Then you definately’ll select to restrict their entry utilizing the opposite slide choices.

Groups settings

There’s a lot underneath the Groups setting menu merchandise. These settings have an effect on the options accessible in Groups. Retaining with the theme of Groups being an open platform, many of the settings ought to in all probability be on until you will have particular operational situations that require you to feature-restrict the product.

Tagging could also be a brand new function to you because it’s a current addition. Tagging is a shortcut option to @point out a gaggle of individuals. Widespread makes use of is likely to be Engineers, Gross sales, Everybody, and many others. The primary two permitting members to tag particular departments when your entire firm is a member of the Workforce however the publish solely applies to them or is barely necessary for them to learn sooner. The Everybody tag is helpful for whenever you wish to draw consideration to the publish with out labeling it as necessary or pressing.

Configuring Microsoft Teams

Right here within the admin heart, you may stage default tags that can seem in each Workforce.

email and third party file storage

This part is the place you may flip off the power for channels to obtain e-mail or restrict the place channels can obtain e-mail from. Permitting channels to obtain e-mail is nice for receiving RSS feeds or alerts which are necessary to the Workforce.

The Recordsdata part is fascinating. It’s off by default however lets you carry third-party knowledge storage areas into Groups. So, if you happen to’re utilizing Citrix Recordsdata already, you may carry that into Groups completely or simply whilst you’re making your transition into OneDrive.

This final part offers with how your search and discovery work and the way units be part of conferences. The search by title function is barely required in case you are utilizing customized handle e-book insurance policies in an trade hybrid state of affairs.

search and discovery

Arising in Microsoft 365 administration: Configuring Microsoft Groups administration

Within the subsequent a part of our collection, we’ll increase configuring Microsoft Groups with a dive into Groups administration, the place we’ll take a look at insurance policies, personal Groups, personal channels, knowledge storage, and some different settings.

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