Managing Office 365 users and groups
Managing Office 365 users and groups
Sign into Microsoft 365 admin portal
Open your browser and type in “portal.office.com” in the address bar.
Sign in and enter your credentials for verification. After that, this page will be displayed as shown in the image below.
_Figure 1 MS 365 Office_Click on the admin portal at the left bottom corner of the screen, as shown in the image above.
Microsoft 365 admin center will be displayed. This is the home interface that you get when you log in to the admin center.
You can find users and groups on the left side of the page where you can manage your users and groups of your organization, as shown in the image below.
Now you have successfully logged into your MS office 365 admin center.
_Figure 2 admin portal_Users:
When we click on the user's tab, you can find four sub-tabs under the users' tab. In the image shown
below.
_Figure 3 Users_Active users:
In this tab, you can find your existing active users. You can create a new user, multiple users or a
template and much more. You can find the interface that you get when you click on active users in the
image below.
_Figure 4 Active users_Contacts:
Contacts are people outside your organization that you'd like everyone to be able to find. Anyone listed
here can be found in Outlook under People in Microsoft 365. In the image below, you can find the
interface that you get when you click on contacts.
_Figure 5 Contacts_Guest users:
You can create a user account for guests, people who will only use the services on a brief, temporary
basis. In the image below, you can find the interface you get when you click on the guest.
_Figure 6 Guest users_Deleted user:
This is the location where you will find your deleted users. You can restore a deleted user within
30day; when deleted after that, it will be permanently deleted. You can find the interface that you
get when you click on the deleted user in the image below.
_Figure 7 Deleted Users_How to create a user:
Click on users then go to active users
_Figure 8 Active users_Click on Add a user
Figure 9 Add a userEnter first name, last name, display name, username, password
_Figure 10 Basic_Assign product licenses and permit apps that you want to give also set location
_Figure 11 Assign the licenses and apps_Optional setting, you can give admin roles to a user
_Figure 12 Admin Center Access_Review and finish adding.
_Figure 13 Review and finish adding_How to change user’s password:
Click on users then go to active users
_Figure 14 Active users_Click on the user that you need to change password
_Figure 15 click on user_A small interface will open from the left side and right below the username you will find the
option of reset password click on it
_Figure 16 Reset Password_You can automatically create as well as require user to change their password when they
first sign in.
Click on reset password button.
Figure 17 Automatically create a passwordHow to Block sign-in:
Click on users then go to active users
_Figure 18 Active users_Click in the user that you need to block sign-in
_Figure 19 Select users_A small interface will open from the left side and right below the username you will find the
option of block sign-in click on it.
_Figure 20 Block sign-in_Check to block this user from signing in
Click on save changes
_Figure 21 Save Changes_Give admin roles1. Click on users then go to active users
_Figure 22 Active users_Click in the user that you need to give roles
_Figure 23_Find manage roles option and click on it
_Figure 24 Manage roles_You can check what admin role you want to give to a user
Click on save changes
_Figure 25 Save changes_How to delete user:
Click on users then go to active users
Select those users that you need to delete.
After selecting users, you will find an option to delete user next to add user & refresh. Click
on it
_Figure 26 Select users to delete_Now click on delete users
_Figure 27 Click Delete Users_How to restore deleted users:
You can restore deleted users and their data, except for calendar items and aliases, for up to 30 days
after you delete them. Licenses will be available to assign to other users immediately. After 30 days,
data will be permanently deleted.
Click on users then go to deleted users
_Figure 28 deleted user_Select user that you need to restore
_Figure 29 Restore user_Click on restore
_Figure 30 Restore_Groups:
When we click on the groups' tab, we can find three sub-tabs under the groups' tab. As shown in the
image below.
_Figure 31 Groups_Active groups:
In this tab, you can find your existing active groups. You can create a new group and much more. You
can find the interface that you get when you click on the active group in the image below.
_Figure 32 Active groups_Deleted groups:
This is where you will find your deleted groups. Deleted Microsoft 365 groups will be shown here for
30 days before the group, and its associated data are permanently deleted. If you need to, you can
restore a Microsoft 365 group and its data within this period. All other group types are permanently
deleted immediately.
_Figure 33 Deleted groups_Shared mailboxes:
A shared mailbox can be used by a group of people, like a support team, to receive and send email
from the same email address. Select a shared mailbox to add or remove members, set up automatic
replies, manage aliases, and more.
_Figure 34 Shared mailboxes_Types of groups:
MS 365: Create a group email to collaborate. You can also add MS teams for group conversations, files and calendars.
Distribution: Create an email address for a group of people
Mail-enabled security: A distribution list that can also use to control access to OneDrive and Share Point
Security: Controls access to OneDrive and SharePoint and can be used for mobile device management for MS 365.
How to create a group:
Click on groups then active groups
_Figure 35 Active groups_Click on add a group
_Figure 36 Add a group_Select group type
_Figure 37 Select group type_Give name and description
_Figure 38 name and description_Add owners to the group
_Figure 39 Add owners_Add members to the group
_Figure 40 Add members_Give email address, privacy type and if you need to create a MS teams to this group
_Figure 41 Edit Settings_Click create group after reviewing details
_Figure 42 Review and finish adding group_How to delete a group
Click on groups then active groups
_Figure 43 Active users_Select those groups that you need to delete
_Figure 44 Select those groups_After selecting groups, you will find option to delete group next to add user & refresh, click
on it
_Figure 45 Delete group_Now click on delete group
_Figure 46 click Delete group_How to restore a deleted group
Click on groups then go to deleted groups
_Figure 47 deleted groups_Select those groups that you need to restore\
_Figure 48 Select those groups that you need to restore_Click on restore
_Figure 49 Restore_How to add users/owners in a group
Click on groups then active groups
_Figure 50 Active groups_Click on that group in which you need to add members
_Figure 51 Click on that group3. Click on members_If you need to add an owner, click on view all and manage owners
If you need to add members, click on view all and manage members
_Figure 52 Members_Updated on: 31/01/2023
Thank you!