IT Support Training | Office 365 Course – Part 4

Special thanks to our member for creating this content: John Korduba

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Microsoft 365 – part 4 of 4

 

Contents

Groups

Creating a Group

Editing a Group

General

Members

Adding Members to the Group

Settings

Deleting Groups

Shared Mailboxes

Creating a shared mailbox

Deleted mailboxes

Billing

Your Products/ Licenses

Billing notifications

Setup

Reports/ Usage

Health

Service health

All services

Advisories

History

Reported Issues

Reporting an Issue

Message Center

Resources

Rooms & Equipment

Q&A

Introduction

Here we conclude our look at Microsoft Office 365.

Groups

Groups are basically collections of users with similar roles and access to common servers
(e.g., Accounting group, HR group, etc.). Group members communicate with each other on group related topics.

In left hand navigation window, expand Groups
(sub items display)

Click Groups.
(“Groups” screen displays)

Creating a Group

Click Add a Group.
(“Add a Group” screen displays).

Choose a group type. (e.g., “Office 365 (recommended)”).

Click Next.
(“Set up the basics” screen displays).

Enter a Name (e.g., “Support lvl3”) and Description for the group.

Click Next.
(“Assign owners” screen displays.)

It is recommended to have more than one owner, so that the group’s mailbox is well attended.

Add Owners of the group.

Click Next.
(“Edit settings” screen displays).

Uncheck “Add Microsoft Teams to your group”.

Note: For this training, we are not adding Teams.

Click Next.
(“Review and finish adding group” screen displays.

Review settings.

Click Create Group.
(“New group created” screen displays.)

Click Close.
(Newly created “Support lvl 3” group displays in “Groups” screen.

Note: if group does not display, click Refresh.

Editing a Group

Select the group
(On the right pane, “General,” “Members,” “Settings,” and “Microsoft Teams” headings display.)

Select the heading (“General”, “Members”, etc.) whose information you want to edit. Click Edit for the area you want to modify.

General

Select a group.
(in right pane, headings -“General,” “Members,” “Settings,” and “”Microsoft Teams”- display.

Under the General heading/ Basic information area, click Edit.
(“Edit details” screen displays)

Make desired edits.

Click Save.

Members

With a group selected, click Members heading.
(“Members” information displays)

Under “Basic Information” click Edit.
(“Edit details” screen displays)

  • “Let people outside the organization email the group” toggle. If this is set to “off”, outside users’ emails to the group will be blocked.

Make desired changes and then click Save.

Adding Members to the Group

You can add “members” as distinguished from group “owners” who were already added.

Ensure Members heading is selected.

Under “Members” area, click View All and Manage Members.
(“+Add members” screen displays).

Click +Add members.
(List of current group members displays).

Click in Search to add members field to search for members to be added.

Click Save.

Click Close.

Settings

With a group selected, click Settings.
(“Settings” information displays)

  • Allow external senders to email this group – If this is not checked, then emails from outside the organization will not reach the group mailbox.
  • Privacy area allows you to set whether group should be Public (visible to non group members) or Private (only visible to group members).

Make changes as needed.

Click Save.

Deleting Groups

Select the group.

Click the vertical three dot button
(menu displays).

Click Delete group.

NOTE: If you delete a group, it stays in the “Deleted groups” folder for 30 days. (It can also be restored within these 30 days, by selecting it in the “Deleted groups” folder and clicking “Restore group”.).

Shared Mailboxes

An advantage of a shared mailbox is that it does not need a license.

Creating a shared mailbox

Click +Add a shared mailbox.
(“Add a shared mailbox” screen displays.)

Enter the Name and Email of the shared mailbox.

Click Save changes.
(Confirmation screen displays).

Click X to close out of this.
(The Shared mailbox’s details displays)

Click Edit for any item that needs changing.

Shared mailboxes have the option of sending out auto-replies (e.g., “Thank you for your inquiry. Someone will get back to you within 24 hours”.)

Deleted mailboxes

Deleted mailboxes are stored in Azure. (Typically, the Help Desk person would not have access to it.) Note the situation where a user became a deleted user, whose email then became a shared mailbox (to preserve the emails). If the shared mailbox then got deleted, and then got restored, it might be visible in “Deleted Users” folder. Otherwise, look for it in Azure.

Billing

Billing issues are usually handled by the Accounting or HR departments, not by the Help desk professional.

Your Products/ Licenses

Be aware if product licenses are running low.

We want to avoid a user getting a “License expired” prompt when they open an app.

Billing notifications

Shows items that have been ordered and associated billings.

Setup

Handled by senior engineers

Reports/ Usage

Typically handled by senior engineers or managers.

Health

Service health

Here are displayed messages from Microsoft regarding any widespread issues currently affecting 365.

NOTE: If multiple users are reporting the same issue, you should check here for advisories from Microsoft.

From left navigation pane, click Health/ Service Health
(Service health screen displays).

All services

Advisories

Click the “Advisories” link for Microsoft 365 suite.
(“Advisories” displays).

History

History would show past (resolved) issues that have been reported.

Click History heading.
(History items display).

Reported Issues

Reported Issues shows recent issues reported by your organization.

Click Reported issues heading.
(Your organization’s reported issues display).

Reporting an Issue

Click +Report an Issue if you want to report an issue to Microsoft.

Fill out the details of your issue and click Submit.

Message Center

Messages from Microsoft regarding planned changes and updates.

Resources

Rooms & Equipment

Some companies use this feature to record available rooms and equipment. Otherwise, they would have an external app for inventory.

Q&A

Question: How can you tell how many licenses are active or available?

Answer: Admin center/ Billing/ Licenses.

Question: If a vendor says that they are trying to email a group’s mailbox in your organization, but the email keeps bouncing back, what can you do to correct this?

Answer: Click the group that owns the mailbox. Click Settings/ “Allow external sender to email this group”.
(see screen cap below)

Special thanks to our member for creating this content: John Korduba

Main Course Content Page

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