During the last couple of months, you have probably noticed a lot of buzz from the community about Office 365 Groups, what they do, why they are great for your team, and their pros and cons. Basically, Office 365 Groups bring a powerful toolbelt for your teams. When they create a group, they get everything they need to collaborate, such as emails, files, and a calendar in one place.
Therefore, we recently created a set of features and reports in SPDocKit that will help you to manage Office 365 Groups. In this 30-minute overview, Maja and Iva explain how to use these features.
What is SPDocKit? A quick intro
SPDocKit is a SharePoint management and administration tool created by SysKit. It was developed to save administrators and consultants by automating their administration tasks. At first, it was a documentation tool and this remains its core feature. It gathers all the farm configuration settings, allowing you to explore and generate documentation. It grew and now this tool helps you to manage permissions and audit farm configurations, to check your site structure, content usage, etc.
Office 365 Groups – what and why?
Groups in Office 365 let you choose a set of people with whom you wish to collaborate. You can easily set up a collection of resources for everyone to share. Groups provide an integrated experience for group members and allow them to get stuff done efficiently because everything they need is in one place – their conversations, files they are working with, calendar events, ideas in a OneNote notebook, etc.
When an Office 365 Group is set up, its members will get a shared inbox for email conversations between members; a calendar for events related to the group; a SharePoint team site, which is the main place for all content related to the group; a OneNote notebook; a Planner; and more. You can learn more about Office 365 Groups from this Microsoft article.
Don’t end up with a cluttered environment!
As you may know, each user can create up to 250 Office 365 Groups! And there you go, a nice big administrator headache comes for free. This might easily lead you as an administrator to a complete loss of control. You will need to perform a manual audit every few weeks or months. For example, you will probably need to remove the test groups and all those created for a specific project that finished a long time ago…
Moreover, imagine that you need to add multiple users to multiple groups at once. For example, say there are two new Marketing team members and they need to be in all groups related to marketing projects. Or someone has left the company and they need to be removed from all groups. These are not simple and they are time-consuming tasks, so you’ll probably need to do such tasks group by group…
Let’s see how SPDocKit can help you with them…
SPDocKit Management Wizards with Bulk Actions
The Groups and Teams report under the Permissions Explorer allows you to explore all owners and members for each Office 365 Group. You can easily manage a group, such as adding or removing owners and members, directly from this report.
Office 365 Groups Management Wizards
- Create Groups
- Delete Groups: Use the wizard to delete more than one group at once. You can easily select groups by a specific term (e.g. containing “2016” or “test”) or by its original name.
- Manage Owners/Members: Easily add or remove as many members and owners as you wish to one or more groups.
- Remove members/owners from all groups at once.
If you have a list of users, you can import it to the people picker from a .txt or .csv file. This is supported for all of the above actions!
Q: Is there an audit trail of what global admin deletes, adds a group or group members or owners, etc.?
A: After each wizard, you can save .txt log file stating all the performed actions, but you can also use SPDocPerm event log to audit all the performed actions. You can find that event log in Microsoft Event Viewer under the Application and Services Logs section.
Q: Is it possible to get the shared content from a specific OneDrive, or all OneDrives?
A: Unfortunately, that is not possible at this moment, but it is a great idea and we will add it to our backlog to investigate if this is possible and if we could add it to the product.
There is more...SharePoint Online permissions
As well as managing Office 365 Groups, you can use SPDocKit to manage SharePoint Online permissions, create numerous reports, and track external sharing to keep your content secure. These is also a OneDrive for Business report, which lists all personal OneDrive sites and their usage status along with the allowed maximum storage quota.
If you haven’t tried SPDocKit yet, download 30-day free trial and let us know what you think.