Control what Teams members can do in SharePoint

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As you probably know when a Microsoft Team (or an Office 365 group) is created, an associated SharePoint Site automatically gets created.

At the site creation, the Office 365 members group is added to the associated SharePoint site Members group…(I know a lot of group…)

In many scenarios I have customers that want to control what Office 365 group members or Team members can do in SharePoint.

The SharePoint Members group has the Edit permission level. This permission level allows users to Manage List. This means allowed to create lists, column, views etc. Some administrator find that this permission is a bit much.

To control what Teams member can do in SharePoint, you can simply:

  1. Create a new group called “YourSiteName Contributors” in the associated SharePoint Site.
  2. Assign the Contribute permission level to your new SharePoint Group
  3. Remove the Office 365 members group from the SharePoint members groups (the two groups have the same name….)
  4. Add the Office 365 members group to “YourSiteName Contributors” SharePoint group

Note: You could change the permission level assigned to your SharePoint Members group or change the permissions granted to the Edit permission level. But I don’t like to change the Out of the box settings to permissions levels and existing groups.

For those who don’t know how to create SharePoint Groups and how to manage permissions to SharePoint Groups here are the steps:

  • To access your associated SharePoint Site Open Microsoft Team
    • Goto your Team
    • Click on a channel
    • Click on the ellipsis (…) next to your channel name
    • Click on Open in SharePoint

Once on the SharePoint Site

  • Click on the gear on the top right
  • Click on Site permissions

  • Click on Advanced permission settings

The 3 Out of the box SharePoint Groups will be displayed

On the ribbon

  • Click on Create Group


Name your new group with the same naming convention as the out of the box groups. YourSiteName – YourPermissionLevel. In our case Demo SharePoint Permissions – Contributors

  • Add the Contribute Permission Level to your new group
    • Click Create

In your new group

  • Click New
  • Click Add Users

Type the name of the Office 365 group in the section where it says Enter Names or Email Addresses.




Just start typing the name and it will find your Office 365 group

  • Click on the full name to select it


  • Click Share

Next you need to remove the Office 365 members group from the SharePoint Members group


On the Quick Launch bar (left bar) of the People and Groups page,

Click on your SharePoint Members Group


Select the Office 365 Members group (yes it has the same name as the SharePoint Group)

  • Click on Actions
    • Click on Remove Users from Group


That’s it your Office 365 members will now have the Contribute permission to your SharePoint Site.

Here is a list of what the contribute permission level is allowed to do:

Microsoft Team hidden from Outlook

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Microsoft has recently deployed a new feature that automatically hides a new Microsoft Team from the Outlook Global address list and from the Groups section in Outlook (See Microsoft Message below).

In order to show the team in Outlook you need to use the new property in the Set-UnifiedGroup cmdlet called HideFromExchangeClients.

This command will show your Team in the Outlook Global address list and in the Group section in Outlook.

Set-UnifiedGroup -Identity “Your Team’s name” -HiddenFromExchangeClientsEnabled:$False

Note: there might be a delay before the Team is shown in Outlook.

If you only want to show the Team in the Outlook Global Address list and not in the Group section, you need to execute the following command instead.

Set-UnifiedGroup -Identity ” Your Team’s name ” -HiddenFromAddressListsEnabled:$False

It would be great if a there would be an option in the Team’s settings to hide or show the Team in Outlook, instead of having to use PowerShell, then the Team owner could change the behavior. If you like this idea you can vote for it in UserVoice :


Messagge that was sent to the Office 365 Message center :

Updated feature: Office 365 Groups created from Microsoft Teams will be hidden from Outlook by default

Based on your feedback, we’re improving how Office 365 Groups display across the Office 365 suite. New Office 365 Groups generated as a result of creating a team in Microsoft Teams will no longer show in Outlook by default.

This change will result in a more tailored experience in Outlook by removing groups which are predominately used in Microsoft Teams. For organizations that want to continue with the existing behavior of showing these groups in Outlook, an Exchange Online PowerShell cmdlet will be provided which can enable the group for the Outlook experience.

This message is associated with Office 365 Roadmap ID 26955.

How does this affect me?

When users create a new team in Microsoft Teams, the Office 365 Group associated with that team will no longer show in Outlook. The group will not be visible in the Outlook left hand navigation and will not be visible in the address book. Additionally, the group name will not resolve when attempting to resolve the address while authoring a new mail message in Outlook.

Groups created through Outlook and then later enabled for Teams will continue to show in both Outlook and Teams. Additionally, groups that were already created prior to this change will continue to display in both Outlook and Teams. This update will gradually roll out across Outlook and Teams in the coming months.

Groups created in Teams will continue to be visible in Teams, OneDrive, SharePoint Online home, Planner, and other groups experiences. This change affects visibility in Outlook, only.

We’ll be gradually rolling this out to Targeted Release customers starting late-April, and the roll out to the rest of the world will be completed by the end of August.




Yammer connected to Office 365 Groups

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Microsoft is rolling out a new feature on Office 365 that will connect Yammer groups to Office 365.

They should be done rolling out to all tenants by March 31st 2017.

It is already enabled on my tenant.

In order to use the connected Yammer groups you will need to Enforce Office 365 Identity on your Yammer Network.

In Network Admin, select Security Settings, then Enforce Office 365 Identity.

Once it will be enabled, you will get a new Office 365 group when you create a Yammer group. This Office 365 Group will be connected to your Yammer group.

You will see Office 365 resources in your new Yammer groups.

From your Yammer group you will have access to

  • In the coming months, Microsoft will replace the Yammer notes with the group OneNote Notebook.
  • When the group is created from Yammer, it will use the Yammer conversations.
  • The Yammer connected group makes it easier to share files from Onedrive to your Yammer group conversations
  • Since the group email address is part of the Exchange global address list, it will be easier to send email to the Yammer conversation.

More information on what you will get with Yammer Connected Groups.

Office 365 groups and Microsoft Dynamics CRM

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Office 365 groups are a great way to collaborate. Microsoft has added integration of the Office 365 groups with Microsoft Dynamics CRM. As an example you could create an Office 365 group for a new account or a new opportunity that you have in your CRM.

In order to use the groups in CRM, there are some configurations to be done by your administrator.

Here is what you need to do to enable Office 365 group collaboration from Microsoft Dynamics CRM.


To be able to use Office 365 groups your users need an Office 365 licence with an Exchange Mailbox and SharePoint Online.

Then you will need to deploy the group solution in your CRM entity

Deploy Office 365 Group solution to CRM

Connect to your Office 365 subscription using the tenant global administrator account, in the Office 365 Admin Center click on CRM

In the CRM Online Administration Center,

  • Click on Instances
  • Select your CRM Online instance
  • Click on the pen beside Solutions to add the Office 365 Groups solution.

If the solution is already installed you will see it listed in the Manage your Solutions section

Manage Permissions

The following steps will explain you how to verify permission In order to integrate Office 365 Groups in Microsoft Dynamics CRM

Click on CRM from the App Launcher

Click on Settings, then Security

In the Security page, click on Security Roles

Select the security role that you want to allow to use the Office 365 Groups

  • Click on the Customization Tab
  • In the Miscellaneous Privileges section, make sure that ISV Extensions is selected

Configure Office 365 groups in CRM

To configure the Office 365 groups, go back to the CRM administration tool

  • Click on Settings
  • Click on Office 365 Groups

Add an Entity, in my example I have added Account

Note that you have the option to auto create a group when an Account is created

Then click Publish All

Create an Office 365 group for a CRM Account

To create an Office 365 Groups for a CRM account

  • Goto CRM from the App Launcher
  • Click on the menu, select the Sales Group
  • In the Customers Section select Accounts

In the account list:

  • Select your account
  • On the nav bar click on the arrow next to your account
  • Click on Office 365 groups

Here I have Selected Bellows College, you have the option of creating a new group or joining an existing group.

When creating a new group you will see the following message

Once the group creation is completed, you will have full access to the Office 365 Group from your CRM Account

You can read more about Office 365 Groups in this article:

Office 365 Groups and Planner – the new collaboration way!


Last week I was speaking at SharePoint Saturday Cambridge (UK) about groups and planner. Every time I talk about groups and Planner I am surprise that there are still some people that don’t know much about it, so I decided to do a little write up about it.

What are Groups for?

Groups makes it easy for Office 365 users to share: Email, calendar events, documents, notes and tasks (when Planner is available to all). There is a mobile app to access and update Group content. With the Group connectors, you are able to view information from multiple external collaboration and productivity tools/apps in your Group.

“Office 365 Groups is a feature developed with collaboration in mind. It works with the Office 365 apps you use already so you can collaborate with your teammates when writing documents, creating spreadsheets, working on project plans, scheduling meetings, or sending email.” Source:

What is required to have Groups?

Groups are part of Office 365 and requires one of these Office 365 subscriptions:

  • E1-E5
  • A1-A4
  • G1-G4
  • Business Essentials
  • Business Premium
  • Business, Small Business Premium at Midsize Business plans
  • Kiosk

To participate in Groups, users need both a OneDrive for Business license and an Exchange Online license.

How to create Groups?

Office 365 Groups can be created in different ways. The easiest way is to open Outlook Online or Outlook 2016 and create a new group.

Office 365 Global administrators can create groups for the Tenant administration portal or from the Office 365 mobile administration tool.

When Planner will be available on your tenant, a groups will be created when you create a new Planner plan.

If you have configured Groups and Dynamics CRM integration, you will be able to create groups from Dynamics.

Groups can also be created with PowerShell

Who can create Groups?

Out of the box any one with the right Office 365 subscription and an Exchange Online Mailbox is able to create a Group.

Can we manage who can create Groups?

The Office 365 Global Administrator can apply rules to:

  • Disable Group creation for everyone or for a subset of users
  • Set up naming convention for new groups (adding prefixes or suffixes when creating Groups and email address)
  • Add quotas to Groups
  • Allow send as the Group

Note: At the moment of writing this article, some of these rules don’t apply when you create Plans (Planner) or when you create groups from CRM. It’s on the roadmap to fix these issues.

In the next weeks I will try to publish some How to articles to help you to use and manage the Groups.