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Microsoft  Office 365 Administration Cookbook
Microsoft  Office 365 Administration Cookbook

Microsoft Office 365 Administration Cookbook: Enhance your Office 365 productivity with recipes to manage and optimize its apps and services

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Microsoft Office 365 Administration Cookbook

Chapter 2: Office 365 Identity and Roles

Users and groups are at the core of every administrative decision you will make. Before you can create policies or configure some admin center features, you will need to have groups thoughtfully provisioned to be used for appropriate licensing, security, and experience enhancement.

In this chapter, we'll cover Microsoft 365 identity management basics. This includes creation and management of both users and groups and introduces you to a couple of essential security topics such as enabling multi-factor authentication (MFA) through Security Defaults and assigning admin roles.

The recipes included in this chapter are as follows:

  • Creating a new user
  • Importing users in bulk
  • Creating a new Office 365 group
  • Enabling Security Defaults (MFA)
  • Exporting users
  • Managing guest users
  • Creating a user template
  • Restricting users from creating new O365 groups
  • Assigning the User Administrator admin role in Azure Active Directory (AD)
  • Managing admin roles in the Microsoft 365 Admin Center

Technical requirements

This chapter requires users to have administrative privileges in Office 365. Those with a global administrator role will be able to perform every task in each recipe. Specific app and functional administrators will be able to do many of the recipes. No installations/downloads are required for the recipes in this chapter.

Creating a new user

When someone joins your organization, you will need to create a new user profile so that person can be assigned credentials to your tenant. In this recipe, we'll walk through the steps of creating a single user via the Microsoft 365 Admin Center.

Getting ready

The user creating the account must be an admin with the appropriate role (such as Global Admin).

How to do it…

  1. Go to the Microsoft 365 Admin Center at http://admin.microsoft.com.
  2. Select Users > Active users.
  3. Select Add a user.
  4. A form will display, in which you enter the user's basic information. Fill in the first section, Set up the basics:
    Figure 2.1 – Fields and options for setting up a new user in Office 365

    Figure 2.1 – Fields and options for setting up a new user in Office 365

    In the Password settings section, it is recommended to allow the tenant to set a temporary password by leaving the default selections checked. You may check Send password in email upon completion and add an email address, or when the setup is complete, you will have a chance to copy the user's credentials.

    Click Next to move to the Product licenses section.

  5. As discussed in Chapter 1, Office 365 Setup and Basic Administration, select the appropriate location and license. Additionally, you can select the Create user without product license (not recommended) option if you would like to assign licenses later:
    Figure 2.2 – License options when adding a new user

    Figure 2.2 – License options when adding a new user

    Click Next to move to the Optional settings section.

    From here, you can assign an admin or elevated rights role to the user, or you can add in additional profile information for the user.

  6. Select the appropriate option by expanding the section and filling in the details:
    Figure 2.3 – Optional role and profile information for a new user

    Figure 2.3 – Optional role and profile information for a new user

  7. Click Next to move to the Finish section.
  8. Your user is not yet created. Review the information and click Finish adding:
    Figure 2.4 – Confirmation screen for reviewing the details of a new user

    Figure 2.4 – Confirmation screen for reviewing the details of a new user

  9. From this screen, you can copy the User details and provide those to the user:
Figure 2.5 – Optional ability to save a new user's configuration as a template for future new users

Figure 2.5 – Optional ability to save a new user's configuration as a template for future new users

How it works…

In this recipe, you created a new user from scratch. User management starts with this action of creating a new user. Once the user has been created and appropriate product licenses applied, the user will have the ability to sign in.

Importing users in bulk

Adding users one at a time can become quite laborious in a large organization. This recipe provides a method for importing a file and adding users in bulk. Additionally, this can be done through PowerShell, which will be covered in Chapter 3, Administering Office 365 with PowerShell.

Getting ready

The user creating the account must be either a global or user administrator.

How to do it…

  1. Go to the Microsoft 365 Admin Center at http://admin.microsoft.com.
  2. Select Users > Active users.
  3. Select Add multiple users.
  4. Click Add multiple users:
    Figure 2.6 – The Add multiple users button of the Active users page

    Figure 2.6 – The Add multiple users button of the Active users page

  5. The Import multiple users panel will open. From here, you can download a sample comma-separated values (CSV) file, enter your user information according to the column headings in the download, and then upload it to your tenant:
    Figure 2.7 – The upload file dialog for downloading templates of and importing CSV files of new users

    Figure 2.7 – The upload file dialog for downloading templates of and importing CSV files of new users

  6. The CSV file must include all the exact column headings that are found in the sample. If you move the headings, the upload may not work appropriately.

    Data must be entered into the username and display name columns for each user.

  7. Click Next to move to the Set user options section.
  8. From this screen, you can set the Sign-in status and select product licenses for the bulk loaded users:
    Figure 2.8 – Dialog options for allowing sign-in and assigning product licenses upon import

    Figure 2.8 – Dialog options for allowing sign-in and assigning product licenses upon import

  9. Click Next to move to the View your result section.
  10. On the View your result screen, you can choose to send the results to an email address, check how many users were created, and download the results. Note that the results will include plaintext passwords. The results will help show how many users were successfully created and maybe illustrate a need for licensing adjustment to meet the number of users:
    Figure 2.9 – Confirmation of created users with the option to email a result file to users

    Figure 2.9 – Confirmation of created users with the option to email a result file to users

  11. Click Send and close to finish the process.

How it works…

You just imported a CSV file with many users' data to create new users in Office 365 more efficiently. This behind-the-scenes method is functionally the same as manually adding users. However, it applies those selections in bulk and then creates a downloadable file with the login information.

See also

Creating a new Office 365 group

Groups in Office 365 are a great way to manage people with similar tasks, access needs, or users within the same team or department. Groups are an essential component to the Office 365 ecosystem, and when an admin gets groups right, the admin's job becomes much easier to manage. In this recipe, you'll create an Office 365 group.

Getting ready

The user creating the group must be either a global or user administrator.

How to do it…

  1. Go to the Microsoft 365 Admin Center at http://admin.microsoft.com.
  2. Select Groups > Add a group.
  3. Select the group type you wish to create, and then click Next.
  4. In the Set up the basics section, enter a group name and description, then click Next.
  5. From the Edit settings page, assign the group a unique email address, choose if the group is public or private, and determine if the group should have a Microsoft Teams team:
    Figure 2.10 – New Office 365 group creation dialog

    Figure 2.10 – New Office 365 group creation dialog

  6. Click Next to move to the Owners section.
  7. In the Owners box, select two users who will have ownership of the group.
  8. Your group is not yet created. On the Review and finish adding group screen, review your selections and click Create group to complete the process:
Figure 2.11 – Confirmation of a newly created Office 365 group

Figure 2.11 – Confirmation of a newly created Office 365 group

How it works…

In this recipe, you created an Office 365 group. Groups are a foundational component to many of the advanced features and products available with your tenant. Groups segment users for ease of administration and collaboration between those users. Understanding how and when to use a group is a vital component to successfully setting up a tenant and may require forward thinking on how and why a group needs to be created.

There's more…

Creating a group is only the first step. Next, you need to assign users to the group. This is done by navigating to the Groups section, searching for the correct group, and going to the Members tab. Select View all and manage members, and then add or remove members.

See also

Enabling Security Defaults (MFA)

Security Defaults are a set of rules and identify security mechanisms preconfigured by Microsoft, but the rules are left disabled by default. Enabling these defaults will impact your entire tenant. Admins and users will be required to start using MFA (adding an additional layer of security upon sign-in), better protecting your tenant and the data within from exposure through phishing and other identity-related attacks.

The See also section of this recipe includes a link to user training as well as additional resources you should read before enabling the Security Defaults, to ensure you are clear on the impact to your organization.

Getting ready

Only an admin with the Global Admin role can make these changes to the tenant security settings. These steps are based on the "new" admin center (released for preview in 2018-2019).

This process assumes you are working from a recently created tenant (2017 or newer). If you are using an older tenant and have set up baseline policies, you will need to disable those policies and move to the new Security Defaults. Additionally, you may need to activate modern authentication in your tenant (the See also section of this recipe has instructions on how to verify this). This is not required for recently created tenants (2017 or newer).

How to do it…

  1. Sign in to the Microsoft 365 Admin Center at http://admin.microsoft.com.
  2. Go to the Azure AD Properties page at https://portal.azure.com/#blade/Microsoft_AAD_IAM/ActiveDirectoryMenuBlade/Properties.
  3. Select Manage Security defaults at the bottom of the page.
  4. The Enable Security defaults panel will load:
    Figure 2.12 – Information about and ability to Enable Security defaults

    Figure 2.12 – Information about and ability to Enable Security defaults

  5. Toggle the Enable Security defaults selector to Yes.
  6. Click Save.

How it works…

You've just enabled MFA, among other security enhancements, by toggling on Enable Security defaults. Security defaults are rules, or conditional access policies, which are set by default to help control how users and admins interact with Office 365.

See also

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Key benefits

  • Learn how to manage and secure the entire Office 365 stack in addition to specific services
  • Delve into newer and frequently shifting areas such as Power Platform, Microsoft Teams, and Microsoft Search administration
  • Discover carefully selected techniques that cover a range of administrative tasks of varying difficulty levels

Description

Organizations across the world have switched to Office 365 to boost workplace productivity. However, to maximize investment in Office 365, you need to know how to efficiently administer Office 365 solutions. Microsoft Office 365 Administration Cookbook is packed with recipes to guide you through common and not-so-common administrative tasks throughout Office 365. Whether you’re administering a single app such as SharePoint or organization-wide Security & Compliance across Office 365, this cookbook offers a variety of recipes that you’ll want to have to hand. The book begins by covering essential setup and administration tasks. You’ll learn how to manage permissions for users and user groups along with automating routine admin tasks using PowerShell. You’ll then progress through to managing core Office 365 services such as Exchange Online, OneDrive, SharePoint Online, and Azure Active Directory (AD). This book also features recipes that’ll help you to manage newer services such as Microsoft Search, Power Platform, and Microsoft Teams. In the final chapters, you’ll delve into monitoring, reporting, and securing your Office 365 services. By the end of this book, you’ll have learned about managing individual Office 365 services along with monitoring, securing, and optimizing your entire Office 365 deployment efficiently.

Who is this book for?

This book is for newer Office 365 administrators and IT pros alike, and comes with recipes of varying difficulty levels along with step-by-step guidance. Whether you are new to Office 365 administration or just seeking new ideas, this cookbook contains recipes to enhance your organization’s app and service management and productivity.

What you will learn

  • Get to grips with basic Office 365 setup and routine administration tasks
  • Manage Office 365 identities and groups efficiently and securely
  • Harness the capabilities of PowerShell to automate common administrative tasks
  • Configure and manage core Office 365 services such as Exchange Online, SharePoint, and OneDrive
  • Configure and administer fast-evolving services such as Microsoft Search, Power Platform, Microsoft Teams, and Azure AD
  • Get up and running with advanced threat protection features provided by the Microsoft 365 Security & Compliance Center
  • Protect your organization's sensitive data with Office 365 Data Loss Prevention
  • Monitor activities and behaviors across all Office 365 services
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Table of Contents

15 Chapters
Chapter 1: Office 365 Setup and Basic Administration Chevron down icon Chevron up icon
Chapter 2: Office 365 Identity and Roles Chevron down icon Chevron up icon
Chapter 3: Administering Office 365 with PowerShell Chevron down icon Chevron up icon
Chapter 4: Managing Exchange Online Chevron down icon Chevron up icon
Chapter 5: Setting Up and Configuring Microsoft Search Chevron down icon Chevron up icon
Chapter 6: Administering OneDrive Chevron down icon Chevron up icon
Chapter 7: Configuring the Power Platform Chevron down icon Chevron up icon
Chapter 8: Administering SharePoint Online Chevron down icon Chevron up icon
Chapter 9: Managing Microsoft Teams Chevron down icon Chevron up icon
Chapter 10: Configuring and Managing Users in Azure Active Directory (Azure AD) Chevron down icon Chevron up icon
Chapter 11: Understanding the Microsoft 365 Security & Compliance Center Chevron down icon Chevron up icon
Chapter 12: Deploying Data Loss Prevention and eDiscovery Chevron down icon Chevron up icon
Chapter 13: Monitoring Office 365 Apps and Services Chevron down icon Chevron up icon
Chapter 14: Appendix – Office 365 Subscriptions and Licenses Chevron down icon Chevron up icon
Other Books You May Enjoy Chevron down icon Chevron up icon

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Pedro Leite Oct 27, 2020
Full star icon Full star icon Full star icon Full star icon Full star icon 5
I know, first-hand, how daunting the Microsoft Office 365 platform, can be, and I’m really glad I’ve managed to get my hands on Nate’s book. Being a newcomer, I was appalled by the sheer amount of operations and configurations made possible by the platform. Understanding and utilizing those same functionalities did require a comprehensive guide on how to perform them, which I’ve found in this same book! Likewise, accommodating for newer and more complex recipes, it will accompany me throughout the entirety of the learning process.The book is brilliantly divided by platform functionality, being that each individual recipe contains the same internal structure, creating a sense of familiarity for the reader. Concise yet, highly, informative is accompanied by images that will guide your every step. This same structure will allow for the knowledge retention through visual information, making this book yet more delightful.Nate has managed to jam-pack the book with recipes that range from indispensable to new administrators, to more complex operations, while presenting the steps and expected results in a methodical and comprehensive fashion.Microsoft Office 365 Administration Cookbook has already helped me out in getting work done in a more productive and centralized way, constituting an indispensable companion to which I can always revert to, providing the answers to my problems quickly and more importantly, visually!
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Amazon Customer Oct 26, 2020
Full star icon Full star icon Full star icon Full star icon Full star icon 5
Nate is a fantastic author and has covered the broad range of topics that encompass Microsoft 365 in an approachable and easy to follow steps. I especially like that each item covers what you will need to know or tasks that need to be completed first, the steps on how to accomplish the task, and then the details of what has happened as a result of the action taken.This is a valuable asset for quick reference to the many different actions a M365 administrator is required to perform on a regular basis. I strongly recommend having this book on hand for anyone that manages a Microsoft 365 tenant.
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John D Jan 10, 2021
Full star icon Full star icon Full star icon Full star icon Full star icon 5
The Microsoft Office 365 Admin Cookbook is a must have for anyone who is responsible for administering and/ or monitoring their organization’s Microsoft 365 environment.The book covers a lot of ground. It first walks you through the basic topics such as how to set up your O365 environment, choosing a license, getting support etc. It then helps you understand and implement the different options in the various Microsoft 365 admin centers, such as Teams, SharePoint, the Power Platform, Exchange, Search and others. It then covers in great detail, some of the advanced topics such as security, compliance, DLP and eDiscovery. It finally shows you how to monitor the various workloads in Microsoft 365.
Amazon Verified review Amazon
Sharing Thoughts Jan 03, 2021
Full star icon Full star icon Full star icon Full star icon Full star icon 5
If you are starting down the path of Microsoft 365 administration (or if you're more developer than admin but tend to cross over a bit), this book, Microsoft Office 365 Administration Cookbook by Nate Chamberlain, should be one of the first investments you make. You won't regret it...Nate uses a recipe-style format to cover a large number of "how do I" questions that someone might have. For instance, under "Understanding the Microsoft 365 Security and Compliance Center" chapter, you'll learn how to get a list of users who have accessed a particular SharePoint file, how to use Content Search to scan your environment for content that has a certain keyword, how to create retention policies based on discovery of certain keywords, and more. Each recipe has what you need to do to get ready, how to do the particular task, how it works, any quick side notes ("There's more"), and "See also" links that you can follow to find additional information on the topic. Generally speaking, you should have most all the info you need to accomplish that particular task.For me, this book served a couple of purposes. Since I'm not a full-time admin, there's a number of things that I wasn't familiar with in terms of actually doing the particular task. The detailed information in the recipe makes me more confident in trying those things out (in test, of course!) The second thing is discovering things that I didn't know existed, such as searching the entire environment for content that has certain keywords. If you subscribe to the theory that one or two new things can make a purchase worthwhile, that one would be it for me.Bottom line... the Microsoft Office 365 Administration Cookbook deserves to have a place on your real or virtual bookshelf. If you're just starting out, it will save you a ton of time and headaches as you wrap your head around Microsoft 365. If you've been at it for a while, you might well find some new tricks that can make your work that much easier.
Amazon Verified review Amazon
Zen Attiq Dec 10, 2020
Full star icon Full star icon Full star icon Full star icon Full star icon 5
I found this book as a great reference for anyone who want to get started with administration of Office 365. It covers the stuff in very nice detail for you to keep reading. For experienced Office 365 Admin, this is quick refresher to find something quickly. Every item is clearly identified with screenshots. I do not like books with tons of text so I kept on reading first few chapters without stopping. I strongly suggest you buy this book.Great Job Nate.JerryMicrosoft MVP
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Premium: Delivery to most Indian addresses within 5-6 business days

Rest of the World:

Premium: Countries in the American continent: Trackable delivery to most countries within 4-7 business days

Asia:

Premium: Delivery to most Asian addresses within 5-9 business days

Disclaimer:
All orders received before 5 PM U.K time would start printing from the next business day. So the estimated delivery times start from the next day as well. Orders received after 5 PM U.K time (in our internal systems) on a business day or anytime on the weekend will begin printing the second to next business day. For example, an order placed at 11 AM today will begin printing tomorrow, whereas an order placed at 9 PM tonight will begin printing the day after tomorrow.


Unfortunately, due to several restrictions, we are unable to ship to the following countries:

  1. Afghanistan
  2. American Samoa
  3. Belarus
  4. Brunei Darussalam
  5. Central African Republic
  6. The Democratic Republic of Congo
  7. Eritrea
  8. Guinea-bissau
  9. Iran
  10. Lebanon
  11. Libiya Arab Jamahriya
  12. Somalia
  13. Sudan
  14. Russian Federation
  15. Syrian Arab Republic
  16. Ukraine
  17. Venezuela