Create Users and Groups in Office 365

User account maintenance

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As an administrator, you'll need to perform Office 365 user account maintenance as required from time to time. Typical account maintenance tasks that you will perform using the Office 365 admin portal include resetting user passwords, deleting users, and restoring users. There are several reasons why you may want to reset a user password. This includes when a user forgets their password. Then, you can reset their password and provide them with a new temporary password.

You may also want to reset a password if you're worried about a breach of security, or if you believe password details have been revealed, for example, by a user responding to a suspicious email. If a user has been suspended, or is under investigation, you may need to prevent the user having access to their account, but at the same time, give the investigation team full access to gather evidence. You could achieve this by resetting the user password, which is then only issued to the investigation team.

The top-level steps to reset a user password are sign in to the Microsoft 365 admin center with an administrator account, such as the password administrator. On the Home screen, under Users, click on Reset a password. Select or search for the user, and then click Select. Choose the option whether to auto-generate or manually set the password, and click Reset. The password is reset, and the new password will be emailed to the user.

The Make this user change their password when they first sign in option is already selected. The steps used to delete an account will vary, depending whether you're using an online account, or directory synchronization. When deleting an online account, you can use the Microsoft 365 admin center or Windows PowerShell. And to delete a synchronized account, you would delete the user within the on-premises Active Directory, and then allow Azure AD Connect sync to replicate the change.

The top-level steps to delete a user are you need to sign in to your Microsoft 365 admin center with an administrator account, such as the user management administrator. On the Home screen, under Users, select Delete. Select the user and click Select, and then click Delete. Deleted user accounts are inactive and cannot be used. However, an administrator can restore a deleted user account for up to 30 days following deletion.

When you restore a user account within the 30 days grace period after deleting it, the account and all associated data can be restored. The user will be able to sign in and their mailbox will be fully restored. The top-level steps to restore a user are you should sign in to your Microsoft 365 admin center with an administrator account, such as the user management administrator. In the Admin Center Home screen, click Users and then Deleted users.

On the Deleted users page, select the name of the user that you want to restore, and then click Restore. Choose the option whether you want to auto-generate or manually set the password, and click Restore. If the user is successfully restored, click Send email and close. Let's drop down onto our demo PC and take a look at how to reset user passwords, delete a user, and restore a user using the Office 365 admin portal.

First, open Internet Explorer, and we need to log on to the Microsoft 365 admin center with a user with administrator role privileges. I'll use my admin account, and then click the Admin tile. From the Home screen, or from the Users item, we can click Reset a password. We can search for the user, select the user, and then decide if we want to auto-generate the password or let us create a password for the user.

We can then select to make the user change this password when they next sign in. Click Reset. And finally, Send email and close. From the Users item, select Active users, and search for the user that we want to reset the password. Highlight the user, and then select the Reset password option. Again, we have the same option to auto-generate the password or allow us to create our own password, which we then pass on to the user.

Click Reset. Notice that the administrator will receive a copy of this email with the password contained in the email. Click Send email and close, and then exit. To delete a user, we can select the Home screen, and then click Delete a user. Again, search for the user that we wish to delete. I'll delete Alice. Select the user and click Select. Review the information contained.

Notice that Office 365 will delete the user and unassign any product licenses assigned to that user. Click Delete, and Close. Finally, to restore a deleted user, we need to click Users, and then Deleted users. Within the list of deleted users, find the user that we wish to restore, or search for the user. Let's restore Alice, and then select Alice.

We can click the Restore item, which then gives me the option to generate a password, which will then be emailed to the user. I'll click Restore, and then Send email and close. Alice has now been restored and we can see this by selecting her in the Active users item. And we can see that Alice has been restored. In the next video, we will explore Office 365 groups and group management.

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For businesses with 150+ licenses Request Office 365 onboarding assistance from FastTrack

You can request remote and personalized assistance with onboarding. Our FastTrack engineers will help you plan your Office 365 project, assess your technical environment, provide remediation guidance, and provide user adoption assistance. For businesses with at least 500 licenses, Microsoft also provides personalized assistance to migrate data to Office 365.

See the FastTrack Center Video:

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Tip: Businesses with 1-149 licenses still have access to FastTrack guidance via links in the Admin Center and also available at

Learn how to keep your users secure and up to date by configuring cloud identity and authentication with Azure AD and Office 365, and enterprise-level mobile device management with Intune. This course covers key topics related to the administration of these services, including users, groups, policies, and roles, and maps to the related domain of Microsoft's Cloud Fundamentals certification exam (98-369). It's ideal for IT professionals responsible for their company's cloud operations as well as those pursuing certification for the first time. Follow along with Andrew Bettany as he covers creating user groups within both Office 365 and Intune, assigning administrative roles, and configuring mobile device management.

Topics include:

  • Understanding cloud identity and authentication

  • Managing Office 365 users and groups

  • Assigning administrative roles

  • Configuring password expiration policy

  • Exploring Service Health for Office 365 and Intune

  • Managing users and devices in Intune

  • Deploying Intune clients

  • Setting up mobile device management

  • Managing Intune policies

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