How to disable Office Groups and Teams creation the right way.

Why disable groups/ teams creation

Some companies want to permit access to group and our teams creation. There can be many reasons for this. For instance you want to disable the creation of groups and teams to be more in control over these features.

To do this the right way it is recommended that only certain users are able to create groups and teams. In order to perform this it is rather recommended to create a Universal Security Group (which is mail enabled). This group will be used only for group and team creation.

First steps

As mentioned before it is recommended to create a Universal Security Group (which is mail enabled). When you have Azure AD Connect in place you should create this group on-premise and sync this over to Azure AD. That means that you management will maintain On-premise.

You can also create this group in Azure AD itself. If that is your way to go you should just create a security group in Azure AD. Please understand that your management will be in AzureAD/ Office 365.

The Script

To disable the group/ teams creation you can run the script bellow from the Azure AD PowerShell module

$Settings = Get-AzureADDirectorySetting | Where-Object {$_.DisplayName -eq ‘Group.Unified’}
If ( !( $Settings)) {
# No Group.Unified object found, create new settings object from template
Get-AzureADDirectorySettingTemplate | Where-Object {$_.DisplayName -eq ‘Group.Unified’} | Select-Object -ExpandProperty Values
$Template = Get-AzureADDirectorySettingTemplate | Where-Object {$_.DisplayName -eq ‘Group.Unified’}
$Template | Select-Object -ExpandProperty Values
$Settings = $Template.CreateDirectorySetting()
}
$Settings[‘EnableGroupCreation’] = ‘false’
$Settings[‘AllowToAddGuests’] = ‘false’
$Settings[‘GroupCreationAllowedGroupId’] = ( Get-AzureADGroup -SearchString ‘Office365GroupTeamsAdmins‘).ObjectId
If ( Get-AzureADDirectorySetting | Where-Object {$_.DisplayName -eq ‘Group.Unified’} ) {
Get-AzureADDirectorySetting | Where-Object {$_.DisplayName -eq ‘Group.Unified’} | Set-AzureADDirectorySetting -DirectorySetting $Settings
}
Else {
New-AzureADDirectorySetting -DirectorySetting $Settings
}

And make sure there is a Synced universal mail enabled security group with the name Office365GroupTeamsAdmins. Because  the user must be in the group Office365GroupTeamsAdmins to create groups and teams so all other users are not permitted.
Thanks to Michel de Rooij for this script
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When do i use Onedrive and when to use SharePoint

Often I get the question when you save a file in OneDrive or in SharePoint, this is a common question from customers and colleagues when doing a migration. This is mainly because you can use both platforms to store files and collaborate. Yet there are major differences in the platforms which may affect the way you work significantly.

Save files to OneDrive for business

OneDrive for Business is an application that allows to save files locally and in the Cloud. From OneDrive for Business it is possible to synchronize files across multiple devices and share those files with others.
But when do I put the files in OneDrive for business and when do I store it in SharePoint Online.
Below you find a number of reasons when you use OneDrive:

• If you do not plan to share them with others.
• A small group of people working on files.

When you work on files that are not directly related to a project and are only important for you but you want the ease to share with others. Then you can make the best use of OneDrive.

Save files to a SharePoint team or project site library

A SharePoint site is a place where users can collaborate on files and ideas. The team site is set up so that users of the team site can communicate with each other. In addition, a team site is more like workflows wiki’s and the task functionality so that the team can work better together.

• You want to place a file on the team site when it is important for the team.
• If you want to have more influence on the rights which are distributed.
• If you want to use Workflows for approving documents and other files
• If you expect that all related files of the project are in the team site.
• If you want to use extended metadata and this will trigger a checkin and check out

A Project site is designed so here are the key components to run a project.
• You want to place a file on the project as it is important for the project.
• If you want to have more influence on the rights which are distributed.
• If you want to create tasks for team members which have linked a document.
• If you expect that all related files of the project are in the team site.
• If you want to use extended metadata and this will trigger a check in and check out
• If you want a place where you can run your basic project management and have features like tasks and timeline at your disposal.

In some cases, you can make the best use of Office Groups. The Groups functionality includes a OneDrive for business that focuses on a small set of people. Groups is actually a SharePoint team site with the functionality of OneDrive for Business and SharePoint library. Where you have a calendar, email address and OneDrive will also now added Yammer. In the modern teamsite the Group functions are also offered in a team site.

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Finding the ID for the Site Template in SharePoint online

Finding the ID for you custom template can be hard if you don’t know how to do it.

For this step I prefer to use Google Chrome, Chrome is easier in finding code than IE.

Navigate true the Tenant admin to the site which you want to use as you custom template (when you have saved this this will appear in the TAB custom).

Example https://tenantname.sharepoint.com/_layouts/15/newsbweb.aspx

When you navigate to this URL you will see the section to select a template:

Now as this is open in google chrome right click on your template and click ‘Inspect Element’

You will need to expand the following code and press inspect element.

Once you have expanded the code you will receive the ID associated to the template.

So in my case ‘TestTemplate’ ID is “{6E9A9064-9174-4BEC-9A95-FEF99F7D1CFC}#TestTemplate

Keep in mind you must use the entire code including the name of the template itself and the “{ }”

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How to Create Multiple Subsites with Powershell From a CSV file

Sometimes it happens that you need to create Bulk subsites in a Sitecollection. And there is one thing what it-ers don’t like and that is manual work.

With this PowerShell script you can use a EXCEL.CSV to import as many sites as you want.

Step1

First of all you need to install the SharePoint2013 Client Components SDK.

http://www.microsoft.com/en-au/download/details.aspx?id=35585

Step2

The next step is to start up powershell ISE as a Administrator.

Now we need to make a connection to you Office365 admin Tenant with the following command

connect-SPOservice https://tenantname.admin.sharepoint.com

subsite1

Fill in your Office365 administrator credentials and press OK.

Now you are connected to you SharePoint tenant.

Step 3

And we can start editing the script to import the CSV.

Copy the following script in your Powershell script pane.

$csvLocation = “C:\Installt\sites.csv
$template = “template
$siteUrl = “https://tenant.sharepoint.com/sites/sitecollection
$username = “youraccount@tenant.nl”#yourpassword
Add-Type -Path “c:\Microsoft.SharePoint.Client.dll”
Add-Type -Path “c:\Microsoft.SharePoint.Client.Runtime.dll”

$password = Read-Host -Prompt “Enter password” -AsSecureString
$ctx = New-Object Microsoft.SharePoint.Client.ClientContext ($siteUrl)
$credentials = New-Object Microsoft.SharePoint.Client.SharePointOnlineCredentials($username, $password)
$ctx.Credentials = $credentials
$csv = Import-Csv $csvLocation

ForEach ($site in $csv) {
$site = $($site.collumname of CSV)
$webCreationInformation = New-Object Microsoft.SharePoint.Client.WebCreationInformation
$webCreationInformation.Url = $site
$webCreationInformation.Title = $site
$webCreationInformation.WebTemplate = $template
$newWeb = $ctx.Web.Webs.Add($webCreationInformation)
$newWeb.ResetRoleInheritance()
$ctx.Load($newWeb)
$ctx.ExecuteQuery()

Write-Host “Site created:” $newWeb.Title ” at: ” $siteUrl “/” $newWeb.Url
}

Now you probably wonder what you need top fill in at Template. You can choos a custom template or you can choose one of the template  from the site bellow.

SharePoint online Template codes overview

In the next couple of days i will create another blog about this subject where i show you how to create a Custom template and how you can get the template code of your custom template.

Good luck and don’t hesitate to ask me question about this subject.

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How to hide the OneDrive Synclink from Navigation and Library’s

A common question that I am asked on a daily basis is how can we hide ‘One Drive’ or ‘Newsfeed’ from the Top Navigation bar?

Well Thanks to an update a few month’s back it’s now extremely simple to do so:

Browse to:

https://companyname-admin.sharepoint.com/_layouts/15/online/TenantSettings.aspx

HideOneDrive

Scroll down to the bottom of your page  Save your changes and you are done

You can also remove Onedrive sync fuctionality from a Document library or another app.

Go to the sitesettings of the library you are in.

3

Select Search and offline availability. And change the Download to offline clients to NO.

searc

offline

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Migrate content with Sharegate between Site Collections

If you want to migrate data from site collection to site collection. You can use different methods.

1. Explorer migration.
Simply open the explorer view on both pages and copy past the data.

verkenner

2. Sync all the libraries where you want to put data in.

Simply open the site go to the document library and press synchronize. Once you have done this you can find the sites in your SharePoint favorite in the Explorer on your Computer.

shp sites

I know there are lots more methods to perform a content migration.

ShareGate

What is Sharegate.

*From the sharegate website
Sharegate is built to migrate everything inside out of SharePoint & Office 365. Migrate entire site collections or decide what you want to move: sites, libraries, lists, workflows, Nintex workflows & forms, documents, and much more.

With Sharegate it is really easy to migrate data between site collections and different Office365 tenants.

When you start Sharegate you need to setup the main Office365 tenant to start using sharegate. Once you have done this it wil look like this. (i used my Microsoft live account for my experience)

sharegate1

After when you have connected to you tenant you want to start the migration of content. for this option you choose migration.

sharegate2

You will be redirected to a page with the following notification.

sharegate3

Click Launch Migration to open the Sharegate migration app.
From this point you will be able to navigate thru the site collections or tenants you have add and you can start migrating data between the locations.

screenshot-migrate-everything

With this tool you can migrate whatever you want.

  • Sites
  • Documents
  • Libraries
  • You can import data from a fileshare into SharePoint or Onedrive
  • And you can even Export data from SharePoint or Onedrive to a fileShare

Sharegate has lots of more functions you can check them all out at The Sharegate website. You can also get a free Trial for 15 days.

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Set up a Projectmanagent site in SharePoint online

There are several ways to run projects. The way i explain this is a proof of concept what i recommend for my customers.

First of al you select the site collection where you will manage your projects. I recommend the that you create a new (private) site collection (https://yourtentant.sharepoint.com/sites/Projects). As site collection you choose Publishing Portal.

2

After you created the site collection you wil be guided back to the site collection overview. It kan take some time untill the site collection is provisioned.

Setting up the project page

When you start setting up your project page. i recommend you give every project a subsite. When you do this every project wil get the following apps.

– Onenote
– Email mailbox (you need to add this app separately)
– Tasks
– Timeline
– Documents

*example
The engineer or technician can synchronize that one project where he is working on. When he uses this feature he will have all the information he needs to work on this project.

To build a subsite go to the site collection you just made and select the little kamrad and select Content from site.

In this site collection you start with a creating a subsite. This subsite needs to be a project site.

4

When you start to create project subsites remember you always create the subsites under the Project site collection.

*Example
visio

The fun part is that you can really start to collaborate with your team on projects. For example you can create tasks and sync them with you project team. When you do this the tasks of that project site will also be shown in you Outlook. another nice feature is that you can open the Timeline on the SharePoint project site with Microsoft Projects. When you use this you can easily add resources en tasks to the Projects SharePoint site.

If you have any questions please leave a comment bellow!

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Create an Office 365 Mailbox

Creating a mailbox in Office 365 involves signing into your Office 365 account. The following steps assume your organization has already signed up for Office 365 through the MicrosoftOffice 365 Fast Track enrollment website.

1) Sign in to your Office 365 portal at http://portal.microsoftonline.com.

Office 365 log in

Office 365 log in

2) Click Go to Users and Groups.

Office 365 - Users and Groups

Office 365 – Users and Groups

3) Click the + sign to add a new user.

Add New Users

Add New Users

4) Fill in the appropriate details for the user being added. See the following example then click on Additional Details.

Adding details for users

Adding details for users

5) Fill in the appropriate details for the user being added. See the following example and click Next.

Continuing to add details for users

Continuing to add details for users

6) Determine if the user will be an administrator. If yes, choose the administrator type. Here are some detail to assist with the correct selection.

Setting admin level access

Setting admin level access

  • Billing Administrator – Helps make purchases, manage Office 365 subscriptions, oversee support tickets and monitor service heath. This role will not be available if Office 365 was not purchased directly through Microsoft.
  • Global Administrator – Will give access to all administrative features. Note the individual that enrolls Office 365 for your organization will also be a global administrator.
  • Password Administrator – Applies to those individuals that will need to reset a password, manage service requests, and monitor service health. This is great for a Helpdesk or an organization’s Security Administrators.
  • Service Administrator – This role is great for managing service requests and monitoring service health. Also note, before this role can be assigned to a user, they much first have admin access to a service such as Exchange Online.
  • User Management Administrator – Another great option for help desk or security administrator access this role allows them to reset passwords, monitor service health, manage accounts, groups and requests. This role is unable manipulate other administrator accounts or create admins’ roles.

7) For this example we are creating a Global Administrator in the United States. An alternate email address must be specified, then click Next.

Creating a Global Administrator

Creating a Global Administrator

8) Choose the appropriate licenses the account will need. This link provides better insight into the many licensing options. For this example we will choose all the products available within the Enterprise plan. Click Next after making the selections.

Assigning appropriate licenses

Assigning appropriate licenses

9) Provide an email address to email up to five users the temporary password for this account. The password will also appear on the screen after clicking Create if sending the email is an option that will not be pursued.

Send Results in Email screen

Send Results in Email screen

10) Click Create another user if there are more to be created or click Finish if there are not.

Email Results and Create another user screen

Email Results and Create another user screen

Connect an Office 365 Mailbox to Microsoft Outlook (Outlook 2007 or 2010)

This next step assumes that your workstation already has the full Outlook 2007 or 2010 client installed on the PC.

1) Open your web browser.

2) Go to the following website https://login.microsoftonline.com.

3) Enter your credentials and click Sign In.

Office 365 Sign-in Screen

Office 365 Sign-in Screen

4) If this is the first time the user is signing into the account then the password must be changed. Fill in the appropriate information and click Save.

Update Password Screen

Update Password Screen

5) Once signed in choose Settings from the upper right-hand corner.

Settings

Settings

6) Next, choose Office 365 Settings.

Choose Office 365 settings

Choose Office 365 settings

7) If this is the first time that account is being signed into, all of the information about the account should be reviewed. This will be the information that was entered by the account administrator in Step 6 in the “Create a Mailbox” section. Once the information is verified, scroll down and click Save.

8) On the left-hand side of your screen click Software.

Install and manage software

Install and manage software

9) On the left-hand side of your screen click Desktop Setup. Please note, this document assumes that the full Outlook Client is already installed.

Select desktop setup

Select desktop setup

10) Click Setup.

Click set up

Click set up

11) After you click setup the automatic configuration will start however, when prompted, fill in the password for the account being configured.

12) A setup wizard will startup.

13) In this case we will only choose Microsoft Outlook and uncheck the rest. Click Continue.

Configure desktop applications and install updates

14) Next, Click Finish.

Click Finish to complete process

In this case the Wizard has determined that Manual Configuration will be required. In order to complete these processes, go to the section below which covers how to connect to the full Outlook 2013 Client. Also, if this wizard fails, please see the following troubleshooting document for additional information about the issue being seen.

Connect an Office 365 Mailbox to Microsoft Outlook 2013

This manual configuration can be used if the automatic configuration wizard determines your client requires a manual configuration for Outlook 2010 clients as well.

1) Open the Control Panel on the PC.

2) Double-click on the Mail applet in the Control Panel.

Mail appletMail applet

3) Choose Show Profiles.

Select Show Profiles

Select Show Profiles

4) Click the Add button.

Click the Add button

Click the Add button

5) Enter a profile name and Click OK.

Enter a profile name

Enter a profile name

6) Fill in the information for your Office 365 account. Please note, Internet access is required for this to work.

Add new account

Add new account

7) Once the account and password have been verified the screen will appear as shown below. Click Finish.

Click Finish

Click Finish

8) Open Outlook to start using your Office 365 account.

That’s all there is to it! You are now embarking on a journey to email in the cloud with Microsoft Office 365.

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