MICROSOFT OFFICE 365:
AN ADMIN GUIDE
TAKES YOU FROM NOVICE TO EXPERT LEVEL IN
OFFICE 365 ADMINISTRATION
Copyright © 2016 M.O. CUDDLEY.
All rights reserved.
No part of this book may be reproduced or stored in a retrieval system or transmitted in
any form or by any means, electronic, mechanical, photocopying, recording or otherwise,
without the express permission of the author, except for the use of brief quotations in a
BOOKS BY M.O. CUDDLEY
Introduction to Microsoft Power BI
Microsoft Office 365 – A Beginners User Guide
Microsoft Office 365 – An Admin Guide
Migrating Emails from Google Apps to Office 365
BOOKS BY M.O. CUDDLEY
BEFORE WE BEGIN
UNDERSTANDING THE OFFICE 365 ADMIN PORTAL
OFFICE 365 USER MANAGEMENT
How to add users to Office 365
How to edit users’ properties
How to create a custom filter to streamline the list of users displayed
How to delete a custom filter
How to delete users from Office 365
How to restore deleted users to Office 365
How to assign roles to users
How to change a user’s license assignment
How to reset a user’s password
OFFICE 365 TENANT MANAGEMENT
How to download software (Microsoft Office applications) from the portal
How to enable Active Directory Synchronization
How to change the password expiration policy for users
How to setup/manage Multi-factor authentication for users
How to update your company profile Information
How to set the way your organization gets new feature releases from Office 365
How to add custom tiles to the App launcher
How to add customized help desk contact information to your tenant
How to know what region your company’s data is stored
How to add a custom domain to your tenant
How to remove a domain
How to check the service health for all your Office 365 Apps
How to view service usage reports
How to view your current Office 365 subscription(s)
How to purchase additional services
How to access the Office 365 message center
EXCHANGE ONLINE ADMIN
How to see the list of users with mailboxes in your organization
How to check mailbox usage for a user
How to add an email alias for a user
How to hide an email address from the address list
How to configure Mail Tip
How to configure Mailbox Delegation
How to enable online archive for your users.
How to create a custom retention policy
How to create custom retention tags
Managing groups in Exchange Online
How to create distribution groups
How to create Office 365 groups
How to create groups with external contacts
How to create shared mailboxes
How to convert a shared mailbox to a regular mailbox and vice versa
How to apply other role permissions to users
How to setup in-place e-discovery and hold
How to export user emails to PST format directly from the Office 365 portal
Auditing in Office 365
How to turn external sharing on/off
How to run a message trace
How to import PST files directly into Office 365 (without user involvement)
How to import PST files into a user’s Outlook
SKYPE FOR BUSINESS ONLINE ADMIN
How to get user statistics, organizational info and Skype for Business resources
How to set Skype for Business options for users
How to turn external sharing on/off
How to change presence information settings
How to customize your organization’s Skype for Business meeting invitations
How to change Yammer configuration
How to customize the design for your Yammer network
How to appoint new Yammer admins
How to add a custom usage policy for your Yammer network
How to change External Networks settings for your Yammer network
How to invite users to your Yammer network
How to invite guests to your Yammer network
How to remove users from your Yammer network
How to view Yammer account activity
How to block users from Yammer
How to see bounced Yammer notification emails
How to export user information
How to restrict what information appears on users’ profile fields
How to monitor keywords used on Yammer
How to change your Yammer security settings
How to export Yammer data
How to change Yammer data retention policy
How to view Yammer usage reports
SHAREPOINT ONLINE ADMIN
How to create site collections
How to delete site collections
How to restore deleted site collections
How to create subsites
How to set access permissions for your site
How to change the look and feel of your site
How to upload documents to your site
CONTACT OFFICE 365 SUPPORT
How to raise a service request
How to add notes to an open service request
How to close a service request
BEFORE WE BEGIN
This book is for the Office 365 Administrator who will like a quick and straight to the
point, step-by-step guide to Office 365 administration. It contains everything you need to
take you from novice to expert level in administering your Office 365 organization.
This book delves right into the tasks Office 365 Admins need to carry out regularly, and
focuses on presenting these ‘How-Tos’ in a clear, concise, and step wise manner.
If your current or intended job requires you to administer an Office 365 organization –
including but not limited to managing users, managing the tenant’s security and
compliance settings, administering Exchange Online, Skype for Business Online,
SharePoint online etc., dive right in because this book is for you.
This is NOT an Office 365 deployment guide. A different material exists for topics
relating to deploying Office 365 in different environments and scenarios. As such, those
topics will not be covered here.
UNDERSTANDING THE OFFICE 365 ADMIN PORTAL
The Office 365 Admin portal is the homepage or landing page if you will, of Office 365
administration. To access the admin portal, login to your office 365 tenant and click on the
“Admin” tile. While there are other Admin centers within Office 365 based on what aspect
of the solution you want to administer, this first admin portal gives you access to manage
all the aspects of the solution – including the other admin portals.
Once you’re on the admin portal, you can begin to administer the solution. There are
several tabs and quick links around the page, which link directly to different subsets of the
solution. Each Office 365 tab groups together a set of pages where you can carry out
related administrative tasks. For example, the user tab contains links to pages that enable
you view the list of users in your organization, edit user properties, delete users etc.
We will start with the quick links and work our way through the different tabs, before
exploring the other available admin pages within the solution.
This section presents a description of the quick links and tabs. Detailed steps on how to
carry out the different tasks available within the tabs and quick links will be covered in
later sections of this text.
The “Users” quick link group
This group of quick links enable you carry out user related tasks. Those tasks have been
numbered (in the picture below) and explained in the description (underneath the picture).
1. Click directly on “Users” to go to the page containing a list of all users. From
there, you can carry out all other user management tasks like assigning
licenses, editing user properties, resetting passwords etc.
2. Click on “Add a user” to quickly add new users to the Office 365 tenant.
3. Click on “Delete a user” to quickly delete a user from the Office 365 tenant.
4. Click on “Edit a user” to edit user properties e.g. change username, bio,
5. Click on “Reset a password” to reset a user’s password.
The “Billing” quick link group
This group of quick links enable you carry out tasks that are related to billing.
1. Click on “Billing” to go directly to the billing page, from where you can view
your bills and change your payment details.
2. Click on “Change payment details” to change your payment method, and
3. Click on “View my bill” to see all bills that have accrued for the different
billing periods (You’ll need to select a billing period to view).
The “Office Software” quick link group
Use this quick link group to access the Microsoft Office software packages that are
available for download. The number of software packages displayed here is dependent on
the Office 365 license plan(s) purchased by your organization.
1. Click on “Install my software” to go to the software download page from
where you can download your available Microsoft Office desktop packages.
2. Click on “Share the download link” to email a link to your users from where
they can download the software.
3. Click on “Software download settings” to change settings such as which Office
versions are available for download, whether or not Office downloads should
include Skype for Business, how often users get app updates, etc.
4. Click on “Troubleshoot installation” to open the help page, where you can view
the common Office installation issues and resolutions.
The “Message Center” quick link group
Microsoft announces changes to the Office 365 service offerings as they come. These
messages can be seen in the message center. The message center quick link group on the
admin portal homepage shows the most recent messages from where you can click to read
You can click on “Message center” to go to a page that lists all the messages, or you can
click on a particular message on the list to read it.
The “Service health” quick link group
Each Office 365 solution (Exchange Online, Skype for Business Online, SharePoint
Online etc.) is offered by Microsoft as a service. The service health quick link group
offers you an overview of the current health of these services.
You can click on “Service health” or “View the service health” to go to a page which
lists all the services and their corresponding health status.
The “Reports” quick link group
Use this quick link group to monitor service usage of all Office 365 solutions. From
here you can easily see which services are being consumed by your users and which
ones are not. The information gathered from here can be used to drive adoption
The “Support” quick link group
This quick link group takes you to the support page from where you can contact Microsoft
support for whatever issues you might be experiencing with your Office 365 services.
1. Click “Support” to go to the support homepage.
2. Click “New service request” to raise a support ticket (contact Microsoft).
3. Click “View service requests” to see the status of all your already raised service
The “Recently added” quick link group
Use this quick link to see all the recently added features to the Office 365 offering.
The “Videos” quick link group
Use this quick link group to go to the video portal. You can click on “Videos” to open
the admin help page for videos or click on any video on the list to watch it.
The “Admin centers” quick link group
Click on any of the listed items to go to the admin center for that service. E.g. clicking
on “Exchange” takes you to the Exchange admin center.
THE OFFICE 365 ADMIN PORTAL TABS
On the left side of the Office 365 Admin Portal homepage, there are several tabs which
take you to pages where you can carry out different administrative functions. Each of
these tabs are described in this section.
1. The “Dashboard” tab: Click on this tab to return to the Office 365 Admin
homepage dashboard. This is the page you start from when you log into the
portal and click on the “Admin” tile.
2. The “Users” tab: This tab contains links to the following pages.
a. The Active Users Page: This is the same page you get to when you click
on the “Active users” quick link from the admin portal homepage. It
displays a list of all active users in your organization from where you can
perform user related tasks like editing details, deleting or resetting
b. The “Contacts” page: This page displays a list of all the external
contacts (e.g. Gmail or yahoo contacts) you have added to your
organization’s address list. From here, you can perform tasks such as
adding new contacts or deleting existing contacts. Don’t add contacts
from within your organization here because they are already in your
c. The “Deleted users” page: This page displays a list of all the users you
have deleted from your Office 365 organization. From here, you can
restore the users within 30 days of deleting them (if you want to).
d. The “Data migration” page: This page allows you to import your users’
data from different sources directly into Office 365.
3. The “Groups” tab: This tab contains links to the following pages.
a. The “Groups” page: This page displays a list of all the groups in your
Office 365 organization, along with their corresponding types
(distribution lists, Office 365 groups, security groups). From here you can
perform tasks such as editing group information, owners and members, or
deleting the groups entirely.
b. The “Shared mailboxes” page: This page displays a list of all the
shared mailboxes in your organization. A shared mailbox is a mailbox
that can be accessed by multiple users. It is different from a distribution
list because it actually has its own mailbox. Shared mailboxes in Office
365 do not require an assigned license. However, the users who have
access to the shared mailbox are required to have mailbox licenses.
4. The “Resources” tab: This tab contains links to the following pages.
a. The “Rooms & equipment” page: This page displays a list of all rooms
and equipment you have created in your Office 365 organization. From
here you can perform tasks such as creating new room/equipment or
b. The “Sites” page: This page displays a list of all the internal SharePoint
sites in your Office 365 organization. From here you can perform tasks
such as adding a new site, editing site properties and external members.
c. The “Public website” page: This page allows you create and host a
public website which your organization can use with Office 365 (if you
don’t already have a public website or you no longer want to manage
your website at your current provider).
5. The “Billing” tab: This tab contains links to the following pages.
a. The “Subscriptions” page: This page displays an overview of all your
Office 365 subscriptions, including the type of licenses in each
subscription, the number of purchased and assigned licenses in each
subscription, and the status of the subscription (active, expiring, expired
etc.). From here you can perform tasks such as adding or cancelling
subscriptions, assigning available licenses to users and extending trials.
b. The “Bills” page: This page gives you an overview of your Office 365
bills for a particular billing period. To view bills from other billing
periods, select the timeframe from the available dropdown lists.
c. The “Licenses” page: This page displays the name and number of all the
licenses you have purchased in your Office 365 organization. From here
you can see the number of valid and expired licenses, as well as the
number of those licenses currently assigned to users.
d. The “Purchase services” page: This page allows you to purchase
additional Office 365 services. From this page you can start free trials or
purchases new licenses.
e. The “Billing notifications” page: This page displays a list of all admins
who receive Office 365 billing invoices and renewal reminders on behalf
of your organization. From here, you can change admin roles or alternate
email addresses for the users on the list.
6. The “Support” tab: This tab contains links to the following pages.
a. The “Support” page: This page enables you to create a new service
request. A service request is similar to a support ticket. If you have issues
with users or the Office 365 service, this is the page to go. It also displays
the current health of your Office 365 services so if there’s a major issue
with a particular service, you’ll know right away.
b. The “Service requests” page: This page displays a list of your already
open service requests, showing their current status. You can also open a
new service request from here.
7. The “Settings” tab: This tab contains links to the following pages.
Author M.O. Cuddley Isbn 9781537668048 File size 40.85MB Year 2016 Pages 314 Language English File format PDF Category Software Book Description: FacebookTwitterGoogle+TumblrDiggMySpaceShare This book is for the Office 365 Administrator who will like a quick and straight to the point, step-by-step guide to Office 365 administration. It contains everything you need to take you from novice to expert level in administering your Office 365 organization. This book delves right into the tasks Office 365 Admins need to carry out regularly, and focuses on presenting these How-Tos in a clear, concise, and step wise manner. If your current or intended job requires you to administer an Office 365 organization including but not limited to managing users, managing the tenants security and compliance settings, administering Exchange Online, Skype for Business Online, SharePoint online etc., dive right in because this book is for you. Download (40.85MB) SharePoint 2016 For Dummies Using Office 365 Microsoft Sharepoint Online For Office 365 Inside Cas Office 365: Administrators Guide Office 365 Quick Source Guide Load more posts