Implement Governance and Lifecycle Management for Microsoft Teams

1. Using an existing Team as a Team Template

I'd like to talk to you now about the process of being able to sort of speed up the process of creating teams, especially when you have a lot of the same settings that are going to be needed between your teams. For example, take the marketing team. Let's say that the marketing team in our company has grown tremendously, and perhaps at this point we've decided that it's going to be best to break the marketing team up into two teams. Maybe. We've got a western marketing team. And we've got an Eastern marketing team. all right? So right now I've got this marketing team that you see here. And I'll just start by saying I'm just going to rename this one to East Marketing Team, right? We'll click done. And then what I want to show you is that I've already got these different channels that are available. I'm going to go down here and click Join or Create Team, all right? Then we'll select Create a Team from an Existing Office 365 Group or Team. And we're going to choose that. We're going to create one from an existing team. And here we have the eastern marketing team. So let's select that. Now when you get in here, it's going to create a copy of it. Let's just go ahead and change this to West Marketing, right? And then we can make it public, private, all that good stuff. And then from there, you'll notice that it says choose what you'd like to include from the original team channel tabs, the team settings,the apps, and maybe even the members. Maybe I'm not going to do members because this is going to have different members, right? So I'm going to go ahead and now we're going to click to create. All right, it does that pretty quickly. Creating the teams or the teams? all right? So we'll close out of that. It will take a moment, and then eventually it's going to pop up. Here it is, West Marketing. And as you can see, I've got the exact same information here, just a different name. I can then invite people to the team, manage the team's settings, and that's a very quick way that we can create teams from an existing team. Basically, Maybe the idea here is that I'm using that team as a temporary measure and that can come in handy. You could actually build team templates that you could just copy. And that's one of the easiest ways that you can utilise this template capability that teams built into it with just the ability to essentially duplicate a team.

2. Creating Teams from a Team Template

Okay, so on top of creating new teams from an existing team and using a team as a teamtemplate, there is a much more advanced way of managing and working with your teams. OK, Microsoft has a capability known as "Microsoft Graph." Microsoft Graph will support JSON, the Java language, to essentially go through And I can build teams using a template file using essentially text-based json-based text. Okay? Now in order to do this, what I always advise people to do is go out to their search engine and just search for team templates, Microsoft in their knowledge base articles. They have some great knowledge base articles on this. Okay? For one, I've got a little article that I can go to that involves templates for small and medium businesses. This is a great place to start. Okay? So we can click on that. You can read this little article. It tells you about setting it up and working with it. It talks about the JSON format and the fact that you're going to use the Graph API, the Microsoft Graph, in order to do this. So the graph is a tool that we can use that will feed right into teams and allow us to make changes on a much larger scale. Now you'll see some examples, some templates here. If you look through and you sort of read through the list here, you can see some of the different settings. A lot of it is common in English for the most part. This right here is a little bit crazy because you have to use a particular URL for this. But then things like the display name, what I want the team to be called, In this case, it would be Finance, as in Finance Team. And then if I want to create channels, here's the format I'm going to follow for channels. Okay? Now as you go through looking at the templates that they've got in this little article, you'll also notice that they have what's called the Base Template ID. There's actually another article that's a little bit nicer. It's sort of showing you these base template IDs. So again, if you search for team templates, there is an article that says "Get started with teams." So we're going to click on that. And if you look down, they tell you that Microsoft has created these base templates to assist in building teams from a template. Now you have a standard one that's just going to build a basic team. You have one for education. It tells you sort of what you get with it when you use this template. Don't worry, I'm going to show you how to use the template in just a second. But these are the things you get if you build a team around it. Here's some education, some more education. Here's one for like a retail store. I'm actually going to use this one right here, and it's going to build some channels. It's going to set some team properties and some member permissions. Okay? And here's another one. retail manager. collaborative. healthcare facility or healthcare facility So those are the kinds of things that you're getting. Now if you jump back over to that first article, The thing I like about this first article, which is the one labelled "Get started with teams for Small and Medium Businesses," is that you actually get to look at the code and it helps you sort of figure out how to implement this. And again, it's not really one of those things where you have to be this genius programmer in order to understand it. Okay, so I'm going to pull up HaveNotePlusPlus, which is a little text editor. And here I have a basic little template here that I've set up here. So I've got a template at OData bind. You have to put that in there. And then I'm using this template here. This is the retail store one. So what I did there is back on that article,I just copied and pasted this in there, right? And this is the format that you have to follow. The display name is going to be management team. Here's the description: This team is used by managers for collaborations, couple channels, and management Request Description.Here's one called Top Priority Display. You can actually, if you learn the App ID for apps that work with teams, you can actually add those as well. We're going to copy this, right? All right. And then from there we got to go to the Graph API. So we're going to pull this up. We're going to search for the Microsoft Graph. I think it's just quicker to just search for it than it is to try to navigate. You'll find the developer. Here it is right here at the Microsoft Graphdev Center. You're going to go there and then click on Graph Explorer. That's ultimately what you're trying to get to. Okay? At that point, you have to go here and you have to set this where it says Get. You need to set that to post. And right now, creating teams using theGraph and Microsoft Graph is a beta thing. So you actually have to choose beta. Now that's the creation of this video. In your case, it may not be beta anymore,but it was beta when I created this. Okay? So I'm also going to change this URL right here. You're going to change the URL where it says beta. You're going to change that to beta teams. Okay? And then at that point, you're ready to go. Now one other thing real quick. You have to give permission. So make sure you're signed in. There's a sign in option. Make sure you sign in. You have to give permission. Click the little gear symboland then say, "Select Permissions." Then there's the issue of access review administration. You need to give some permission. Click Consent. I've already given consent. But basically, what you would do is just go down through here. Any of these that you're dealing with as far as approval and all that goes, you would need to select. Okay, so we'll just do consent. I've already given consent. You don't actually have to give consent to all of these. It's mostly access review, and if you've got any other additional things you're working on, like channels,channel members, all that stuff, you might want to throw that in there. You're going to set consent for any of the stuff that your template is going to mess with, you're going to set consent for that.And then sometimes it'll kick you out and you'll have to go back into Graph in order to do this. So we'll go back over here, we'll set this post beta, and then we'll say teams, okay. Then we're going to copy this little template that I've created, all right? So we'll paste that in, all right. Hopefully everything is in there the way it's supposed to be, all right? And then at that point, we just click run the query and if it goes through properly, we should get an accepted 202 message, right? And at that point, we'll just pop back over into teams. So we'll go to Portal Office.com, click on Teams, we'll open teams up here, and hopefully our management has been created. If not, sometimes it does take a few moments to show up. Oh, there it is. It's here at the bottom. One thing I will warn you about: the channels sometimes take a while to show up. So it'll create the team, but then the channels will take a little while to show up. But that is how you can create your own team from a template. One thing I encourage you to do is make sure you go through it and you learn just a little bit. Learn a little bit about JSON. Don't worry though, you know, test wise, they're not expecting you to be like this Jason on Coding Expert or anything, but this will give you a good opportunity to sort of familiarise yourself so that if you really wanted to customise these templates and modify these templates, you could do that a whole lot. Remember, I went and I created one based on this retail store one. So it'll add all this in there as well. But you can just change it like I could go and I could just copy this link right here, go into my little file and then just change this part of it right like that. Just paste that in and then I can go through here and edit any of the stuff that I want the management team to manage the request for. I'll just put a two in front of everything and then I can just copy and paste. I can run the script again and again. I'm just kind of doing a quick edit on that. But come in here to the graphic API, paste that in, run the query, and it'll create that second team based on that education class, right? And so there it is. Let me just kind of refresh my teams here and it should show up. There it is. management too, right? And again, the channels do take some time to show up,but give them a little bit of time because you'll eventually get your channels in there as well. OK? Hopefully that gives you an adequate understanding now of how you can learn, edit, and basically get teams deployed a little quicker by utilising team templates.

3. Understanding Office 365 Group Naming Policies

Things that we can do in our Azure environment When Office 365 and Microsoft 365 environments are created, we can basically create a naming convention-based policy system. This is going to help in conjunction with things like when teams are created. This will work in conjunction with Exchange Online's address book policy, address books that users are utilising for finding each other, the global catalogue, or global address list, I should say. All of that's going to play a role in this process known as group naming policies, or group naming policies. This is a great feature that Azure gives us. Microsoft 365 gives us What is it going to let us do? Is it going to make it so when people go to create groups, it's going to enforce a consistent naming strategy so that when groups are going to be created,they have to follow some criteria, okay? For example, we can have our groups based upon things like group membership. It could be based on the job function of the group's geographic region. You could have the initials of your company at the very beginning of it. This is great if you're working with other organizations, okay? And this is all going to sort of enforce this concept of making sure that names follow a certain convention, okay? And of course, again, this works across our different Microsoft 365 services. Again, being like Teams and Exchange Online and the other services that we're using, SharePoint and Planner. And you get into Yammer and you get into all these things because that Office 365group ties into so many different services. This will play a role in sort of governing all of that. And that's really what this is all about. This is all about group naming governance involving our Azure and Microsoft 365 services. Okay? Now when we look at that, there are two main features that we're going to use to control all this. The first thing is called the prefix suffix naming convention, okay? So the prefix and suffix, the prefix being some kind of a word that's going to come before the group's name and the suffix being a word that's going to come after the group's name. So for example, here in my slide, you'll notice that we're basically making it to the US. is the first thing that shows up there. And we've got an underscore and thenmygroup, that's the group name. And then underscore, and then we've got the Department. Okay? So your prefixes and suffixes can be strings that you specify, like fixed strings that you get put in and you can enforce those if you want. And then another thing would be attributed to it. For example, the department, which is what I've got in my slide here, all right? So it would be based on whatever department the person is dealing with here. If they're part of the research department or whatever, For example, it would throw that in there, right? Okay, And then another thing that we get with this is the ability to create custom blocked words. This is going to stop somebody from being able to name their group something like Payroll, right, or CEO. Or you could even have words that maybe are offensive and things like that thrown in there to prevent groups being created based on that. Essentially, what you're going to do there is use a CSV file, comma separated value file that can be uploaded into Azure and that can essentially control those words. Now all of this, by the way, can be controlled graphically. You can also use PowerShell to manage it as well. Now as far as the licencing of it all goes, there's a couple of little requirements there. First off, you have to have an AzureActive Directory Premium One licence at least. Or if you're doing the education side of things, it's the Azure Basic.edu license, okay? But from a business perspective, it's essentially going to be the premium one. And that's the key thing. If you are taking an exam on this, you're going to want to remember that the P-One licence is usually going to be the key there. But if you are in the education world,it's going to be the Azure Ad Basic.edu. Now the other thing that's important to understand about licencing is that you have to have enough licences for all the users and guests that are going to be involved in this. So if you've got 50 people that are involved in dealing, being part of groups, and all that,you have to have at least 50 licenses. Here's the interesting thing. You don't actually have to assign the licenses,although your administrator account must be assigned an alicense and work with a group naming policy. But the actual users and guests, obviously, do not really have a whole lot of licenses. You have to have enough licences to give those out. So if I had 30 users and I had 20 guests, I would have to have 50 licences to make all of that up. So that's part of your licence requirements. Okay? Now just take another look at the prefix suffix naming convention. So there are two main things there. You have what are known as fixed strings. So the fixed string is going to be a word that you identify, okay? So, for example, if you work for a test lab practise like examlabpractice.com, that being your web presence, all it may be is that you might use the initial ELP, for example, right? So I might say ELP and then an underscore, and that's going to be a fixed string. All of my groups may have to start with those characters if I want, or if you want to sort of base it on a region, like the US, UK, or things like that, you could do a fixed string for that. And your groups could start with USunderscore or UK underscore, depending upon where you're in the country all that.Now the other thing you can do is add attributes. So the attributes will be associated with your users. You could do a department, you could do a country, you could base it on a state. all right? So as the users go to create something, if they go to create a group, it's going to associate that group based on those attributes. Okay? Now there are a couple of other things to note down here at the bottom. You'll notice it says unsupported userattributes are considered as fixed strings, like postal code, things like that. And then also, there are some special attributes that can be associated with users. A lot of this can come from an on-premise active directory. If you're doing like a hybrid deployment with the on-premise active Directory, you'll have extension attributes and all that. Those are not supported. Custom attributes are not supported. You have to use the attributes that are included. Right now, I do feel like Microsoft may eventually support those, but right now, at this time, they don't support them. Okay? And then finally, the other thing was the custom block words I was talking about. So, just a few things of note there. When you put together a list of words, you're not going to support it in a group. You're going to use a comma separated value file to do that. Things to look out for on this: blockedwords are not case sensitive, so you're not worried about case when it comes to that. It makes no difference whether you use uppercase or lowercase letters. Another thing is that when a user enters an invalid word, the group client is going to throw an error message at that user. Okay? Now keep in mind though, that an administrator,if you're a global administrator or administrator, can actually bypass some of this stuff. So administrators aren't restricted to the same rules as regular users. Okay? So just keep that in mind. Also, there is a 5000 word limit on how many words you can block at the time of this creation. They've limited that to 5000, so you can't go beyond that. Okay? And then finally, one more thing of note here. Admin overrides I was just saying that as an administrator, we have some capabilities. We are exempted from the policy, so we can actually go and we can create groups and all that. I know that the very first time I ever played with this, it kind of threw me off because I didn't know that I was actually implementing the naming convention. And I couldn't figure out, "Wait a minute, why is it letting me?" I'm not having to follow the naming convention at all. But I've implemented the naming convention and thought, well, maybe it just hadn't taken effect. I tried again later, but it still didn't matter. It turned out I'd missed this little fact that as far as being an administrator goes, you're basically exempted from it. You can still create groups and all that. But now as far as administrators go, who exactly is exempted? I was a global admin, which is what I was when I was trying this out for the first time. Another thing is partner tier one, support tier two, and a user account admin. So if you're that role, then finally a directory writer. So any of those roles are exempt from the rules. Okay? All right. Hopefully that gives you an understanding of what the group-based naming convention policies are going to do for us in AzureActive Directory in our Microsoft 365 services.

4. Setting up policies for Office 365 Groups creation

Okay, so here I am in teams, and I'd like to take a look at going through and setting up a group naming policy for our office, 365 groups. Now right here in teams, if a user goes and they click to create a group,they can say, "Build the team from scratch." We'll do a public event and they can name the group right now, anything they want. There are no rules that are really stopping them from creating groups. So what we're going to do is we're going to go into Azure and we're going to set up this naming convention policy, okay, from within Azure. So to do that, we're going to open up Portal Azure.com. So let's open up a new tab. Let's go to Portal Azure.com. It's going to start from the beginning here. All right. We're going to go to Azure Active Directory. Click the menu here. Go to Azure Active Directory. Okay, we're going to click down here on groups. And then once you get into groups,you've got this thing called a naming policy. Okay? Now before I look at that, I want to take a look at a user real quick. And I just want to verify that I've got a user named Bill Williams here. He's going to be our kind of little guinea pig. And Bill Williams, he's part of the finance department. Okay? So I just want to point that out. All right, you'll see where that comes into play here in just a second. Now, if you're doing this with me, if you have a user, you can simply edit their job information and then set their department to whatever you want. In my case, Bill Williams, part of the finance department, Okay? So let's go back over here now. Let's go to groups. We're going to click on naming policy.And currently I don't have anything here. All right. Now the first thing I could do, if I wanted to, is download the CSV file. This is for your blocked words. So you can download the CSV file. You can open that up in Microsoft Excel and you can plug in blocked words in a list that you want, okay? And then after you do that, you save it, and then you can re-upload it. So simple, so straightforward. And that's going to support your block words. Remember that they've got a 5000 word limit on that, okay? Now as far as the group naming policy goes though, let's click on that, all right? And let me just kind of delete the existing one I've got here. All right. We'll get rid of that. All right. So what we'll do when you first come here, I've already had one, but when you first come here, it looks like this. There's nothing there. Okay? Really? There's no naming policy that's there. So what I'm going to do is I'm going to add a string, and the string I'm going to add is going to be the acronym for ExamLab Practice, which is going to be ELP. And we'll put a dash. Okay? So we'll say ELP Dash, and here's an example of what that's going to look like. So ELP, Dash, and then the group name. all right? And then at that point, if I want, I can comedown here and let's add an attribute and we'll select department. So then you got ELP, the group's name, and then what the department is going to be. So that's what I'm going to do. If I wanted to add some additional stuff there, I could. But we're going to do ELP Dash,the group name, and then the department. all right? So let's go ahead and save that. All right. So now we're going to pop over to Bill Williams. So Bill Williams, I've got Bill Williams here in an incognito tab, in a private browsing tab here. He's logged on. Let's just double check. Yes. Bill Williams He's logged on. So let's go. Now we're going to create a team. So we'll say "create a team." All right, we're going to "build a team from scratch." Of course, this is going to create a Microsoft 365 Office 365 group, right? So we'll click "Public" and I want you to take a look at the syntax here. ELP Dash Okay, so whatever this name is, I put it in. So if I call this project, you've got ELP, the name of the team project, and then it puts finance at the end of it. I could have put a dash in there too, earlier if I wanted to. And at that point, I can click "Create." And I'm now creating that group. As you can see, I've created a group. It's also created this team from the group. And if I wanted to say add, make JC and owner, and away we go, I could start adding members and all that stuff. All right, so at that point, tell you, hey, you've created your new team. And there we have it, right? We jump back over here. We go back into teams. There it is for the John Christopher account. And of course, at that point, they've got there, they can communicate. Hey, Bill. And it should be showing up on Bill Williams' side as well. And there it is. Okay, so as you can see, guys, it did work. The naming convention policy did work. But the other thing I want to point out about this is don't forget that the JohnChristopher account here is a global admin. So if the John Christopher account here goes and clicks join or Create a Team, okay? And I go right here and I say, "Create a team." And we'll build a team from scratch. And I want you to notice that I'm not limited like my regular users are. I can actually name the team whatever I want. I don't have the same limitation as the other users. Okay? So just keep that in mind. All right. But all in all, it's pretty straightforward and pretty easy to set up. And one more thing I do want to show you on that front is if I jump over here, I'm going to look up the Knowledge Base article on naming policies. And actually, if you search for "enforcing name policy" in Office 365, if you search those keywords,they've got a nice little article here that talks about enforcing the policy. Now they show you the graphical way to do it. But also, the thing I like about this article is that if you want to write some PowerShell commands for doing this, they show you step-by-step how to do that. So import the module and then if you want to set the policy, here's the syntax for it. So you can look step by step if you ever wanted to do this through PowerShell. They basically show you step by step how to do it. This is where you could import the blocked words and basically handle this through PowerShell. There's not a great deal of reason for doing this through PowerShell unless you're working with a lot of tenants. Maybe you're over 50 different Microsofttenants and they're all going to have the same kind of requirements. Then you could write a script that you could kind of cookie cutter it with, but it isn't something that I would use very often. The graphical way of doing it. It works pretty smoothly. But if you did want to go through, you can go step by step through this little exercise, and you can copy and paste all this stuffactually, and just edit it and away you go. Okay, so I encourage you, if you want to try that, you can test it. I wouldn't worry too much about having all of the symptoms of this. You just need to mainly know what the naming policy is and what block words are and all that. Okay? But all in all, this is something you could try out using PowerShell if you want.

5. Managing Group Expiration Policies

I now want to show you something called "Group Expiration Policies." So in our Microsoft 365 services, when we create our Office 365 Groups, we can control the naming convention and all that. But another thing that we could implement is we could set an expiration policy for groups. This is especially helpful when you have teams and people are creating an ungodly number of Office 365Groups because there are so many teams going on. You may find that you've got a lot of stale teams and stale groups that aren't really being used anymore. And you might decide you would like to set some expiration periods on those. Okay, so Microsoft has a way to do this, but I'll go ahead and tell you it's turned off by default. You have to turn it on if you want to use it. So let's take a look at where this is. So first off, I'm on Portal Azure.com. That's the starting point. Here we're going to click on this little menu button. We're going to go to Azure Active Directory. Okay, From there, we're going to click on Groups. And here it is. Right here, there's a little blade called Expiration. So we're going to go ahead and click on the Expiration blade. And then take a look at what it says up here. It says renewal. Notifications are emailed to group owners 30 days, 14 days, and one day prior to group exploration. Group owners must have an exchange licence to receive notification emails. If a group is not renewed, it is deleted along with the associated content from sources such asOutlook, SharePoint, Teams, Power, Bi, all that stuff, okay? Now the other thing that's important to note is that if you look down at the bottom, it's turned off. Enabling Expiration for these Office365 Groups is currently turned off. Now I could say all right, or I could say selected. And then, at that point, I can click and add some groups to which I want to add this, right? So maybe some of these project groups that really aren't being used a whole lot, I could throw those in their Management Team Planner and Group Test. So here's a few groups. Very rarely would I say maybe we would add all of them, but you could add them all if you wanted to. So these are the groups in question here. And then I can set the group duration and days. I could say 180 days 365. Or you can set a custom value there if you want. So I'm going to say 180 days. And then here we've got email contact for groups with no owners. So in other words, I want this to email anybody, any group that doesn't have an owner. I'm going to shoot an email off so somebody can be notified to make a decision on whether or not to keep that group in play. all right? So group owners are going to be the ones that make the decision. But what about groups that don't have owners? Well, this is the person that's going to make the decision, so I'm going to email it to Jc@examlabpractice.com, if you wanted to. You can also add additional groups there as well, right? You can add more than one if you want to. So at that point, I'm going to click "Save." And I've now officially implemented the expiration policy. Okay, so it's pretty easy, pretty straightforward. It's just a matter of getting here and turning it on. And, of course, it is turned off by default.

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