Managing Group Membership in Office 365
CoreView can assist with group membership management in Microsoft Office 365. CoreView management actions can add/remove any group and its membership, set controls for allowing external content, and set O365 Groups as Public or Private. Through our delegated PowerShell commands module, you can also provision every other aspect of Office 365 Groups, as well as Security, Distribution, and Dynamic Distribution groups.
But first, let’s settle the definition of groups in the Office 365 platform – it got really confusing when Microsoft released O365 Groups, and then Teams…
The Different Types of Office 365 Groups
Distribution Lists – A mail-enabled Azure Active Directory (AAD) group. In Office 365, Distribution Lists can also be Security Groups, used to grant permissions to documents, sites, shared mailboxes, etc.
Dynamic Distribution List – A Distribution List whose membership is defined by an Azure AD property, i.e. “If user has attribute Department = Sales, then add to Sales DL”. A DDL cannot also be a Security Group.
Security Groups – Security Groups only manage permissions to Office 365 resources. Unlike security-enabled Distribution Lists, they do not show up in the Outlook/Exchange Global Address list, and cannot be used for distributing mail. It’s a good security practice to use Security Groups instead of Distribution Lists for permissions, as the name of the group is not “advertised” to all email users.
Office 365 Groups – O365 Groups are a collection of O365 resources for collaboration. An O365 Group can start from an Exchange Online Distribution List, a Yammer Group Feed, or a Teams Channel. Once an O365 Group is initialized, it can consist of the following: An Exchange Online shared mailbox, with a shared calendar; a SharePoint Online document library and shared OneNote; a Planner workspace; and a PowerBI dashboard. O365 Groups can be public or private; Groups can have up to 10 owners; a single user can create up to 250 groups; and Microsoft advises that groups with more than 1,000 members can experience performance issues.
Group Management Use Cases
Use CoreView for the following use cases:
– Expose Group Management to non-IT users, without granting administrative access to the O365 Admin Portal.
– Report on group membership and/or size of membership
– Report on O365 Groups that are inactive (for potential removal.)
– Alert if O365 Group membership is approaching the 1000-member threshold.
– Alert if an O365 Group has been deleted, so that it could be recovered from the Recycle Bin if necessary.-
– Report on distribution lists that accept mail externally, as a potential SPAM/Malware risk.
– Alert when changes are made to sensitive groups that provide digital asset controls.
CoreView combines Office 365 reporting and management to quickly and easily manage the different group types. Consider delegation scenarios; and adding maintenance reports and alerts for inactive groups or sensitive group membership.
If you are interested in finding out more about our CoreView solution and how it can help you manage groups in Office 365, please visit our overview page online, or sign-up for a trial at https://www.coreview.com/request-trial/