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Sticky: Office 365 Account Management

Office 365 Account Management
Office 365 Account Management

Account, Group, and Resource Management

Overview

  • NYP Active Directory is synchronized with Office 365
    • This permits for management of users, groups, and resources through tools like ADUC/ADAC
  • Synchronization will push changes from NYP Active Directory to Office 365
  • Processes are being put in place to aid in account and resource provisioning

Synchronization

A process called DirSync copies information to Office 365 roughly every 10 minutes (varies based on workload)

  • Most account changes need to be made in NYP Active Directory and then allow DirSync to push them up to Office 365
  • Changes to the global address list are only processed once a day at 3am, and therefore may not show up to end users until the next day.
  • This is a process controlled by Microsoft across their customer base and is not a process DoT can manually kick off

General Account Changes

  • NYP Active Directory is synchronized with Office 365
  • This permits for management of users, groups, and resources through tools like ADUC/ADAC
  • Synchronization will push changes from NYP Active Directory to Office 365
  • When the following fields are changed in Active Directory the changes will later appear in Office 365
  • First Name (under an automated process)
  • Last Name (under an automated process)
  • Display Name
  • Username
  • Job Title
  • Department
  • Office Phone
  • Mobile Number
  • Fax Number
  • Street Address
  • City
  • State
  • ZIP

Distribution Group Management

  • Distribution Groups are created and managed in Active Directory
  • There are two types of distribution groups
  • A native distribution group which is designed solely for emailing groups of individuals
  • A security group can also be mail enabled allowing emailing of the group members
  • This can reduce need for duplicate group creation if members are the same
  • Distribution Groups can be hidden from the address book (GAL), which DoT can assist in configuring
  • Mail aliases can be created for distribution groups, which DoT can assist in configuring
  • Currently Distribution Groups need to be managed using tools such as ADUC/ADAC

Note Regarding Migration

  • The tools indicated for user and resource provisioning and conversion are designed primarily for new accounts
  • Unless directed by DoT, do not utilize these accounts to assist in the migration process
  • DoT may utilize these tools to rectify account issues with the migration, but only after checking on other settings with the account beforehand
  • Many times accounts that are having problems during migration require specific issue resolution

User Provisioning

  • Provisioning is the process of creating an account in Office 365
  • A SharePoint form allows for LAN staff to provision accounts to Office 365
  • https://collaboration.nyplace.org/sites/resourcecenter/sys/Lists/Account%20Provisioning

  • Enter the username from Active Directory, and select the account type of User
  • Choose whether they should have a G1 or G3 license
  • Select whether their email should forward back to GroupWise/Gmail/Lotus Notes when provisioned
  • If your site HAS NOT been migrated to Outlook, you should select Yes
  • If your site HAS been migrated to Outlook, you should select No
  • Due to dependency on several subsystems the provisioning process can take up to an hour to fully provision an account
  • You can only provision a user account you have rights over in Active Directory
  • An email will be sent to you when an account has been provisioned

Resource Provisioning

  • A resource is a Room, Equipment, or Shared Mailbox
  • Prior to provisioning a resource, an account should be created in Active Directory that represents the resource
  • Resources are provisioned through the same form indicated prior
  • Select the resource account in the form
  • Select whether their email should forward back to GroupWise when provisioned
  • After a resource is provisioned groups are created in Active Directory that provide various access levels to the resource
  • A Room or Equipment Mailbox will have a FC (Full Control) group created
  • A Shared Mailbox will also have a SA (Send As) and SOB (Send On Behalf) group created
  • Populating these groups in Active Directory will provide users the above required permissions
  • Because resource accounts are considered a ‘place holder’ object in Active Directory, the account is disabled by the provisioning process

Account Conversion

  • You can use the provisioning system to perform some forms of account conversion in Office 365
  • You can convert which license is assigned to a user in Office 365
  • You can convert a user mailbox to a shared mailbox
  • To convert you submit them for provisioning
  • The conversion process can still take up to an hour to complete

Troubleshooting

Microsoft Office 2010
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