How to create users in Office 365 and Azure AD

This guide not only helps prunes down licenses and helps with the termination of users but also helps with the creation of additional users or employees to Azure AD and or Office 365.  We also created a Microsoft 365 break down for individuals needing more background to Microsoft’s modern IT product suite offerings.  This includes more high level information on Azure AD.

 

Time Saving Questions for new or terminated employees

https://www.networkantics.com/it-support-help-desk/

Please apply responses to your password database.  Then proceed with the Azure AD account setup.

 

Azure AD free account

Create basic Azure AD account at https://portal.azure.com   once data gathered on new user.  Click on Azure Active Directory and inputting the new users will create users in Office 365 and Azure AD.

 

create users in Office 365 and Azure AD

 

 

 

 

 

 

 

 

 

 

create users in Office 365 and Azure AD

 

 

 

Group Memberships

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Click “select” at bottom before proceeding to the next step.

 

Directory Role

Default user unless told otherwise

 

Password

Show password and store temporary password in your password database along with other basic information before proceeding.

First phase complete

You  have learned how to create users in Office 365 and Azure AD but you have not actually visited the Office 365 admin portal to customize the user’s experience.

 

Office 365 – Product Licenses

Log into the following URL to add product licenses to the already established or created users.

https://admin.microsoft.com

We also want to remove any unnecessary subscription licenses.  These answers should have been returned from the client.

 

Time Saving Questions for new or terminated employees

https://www.networkantics.com/it-support-help-desk/

 

 

Product Licenses

The users with longest tenure probably contain the maximum product licenses features.

 

create users in Office 365 and Azure AD

 

 

You can downgrade or remove their features If they are no longer with the company.  Make sure you get things clarified from the client by utilizing the “time saving questions for new or terminated employees” before proceeding with clicking off features.

ProTip!  Block sign on if you don’t have the answers just to be safe if you request for more complete answers on the former employees status has not been fulfilled.

 

create users in Office 365 and Azure AD

 

 

 

 

Group Membership

 

Make sure the following groups were added to the user’s profile.

 

create users in Office 365 and Azure AD

 

 

 

 

Questions for disabling, removing licenses, and or deleting the entire account

Make sure you get things clarified from the client by utilizing the “time saving questions for new or terminated employees” before proceeding with clicking off features.

 

  • Block sign on is a first step
  • Refer to Time Saving Questions for User Setup and ticket responses from client on how best to proceed.
  • Depending how important the user’s mailbox data, you most likely start with “convert to shared mailbox” under the mail settings of the terminated user.  The conversion process takes up to 24 hours.  DO NOT REMOVE PRODUCT LICENSES BEFORE THEN.

 

Warning:  Deleting the user mailbox removes the converted “shared mailbox”  Make sure no user needs their email.

 

create users in Office 365 and Azure AD

 

 

 

 

 

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Add the member who will be viewing the now converted “shared mailbox” from the terminated user.

create users in Office 365 and Azure AD

 

 

 

 

 

 

 

 

STOP!  After 24 hours, remove the license from the user.

Forwarding Emails

Do not delete terminated user if you want their shared mailbox to still be accessible to certain individuals.  Also, forwarding should be enabled so other individuals receive their email still.

create users in Office 365 and Azure AD

 

 

 

 

Remove Product Licenses After 24 Hours

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The removal of licenses takes time for Office 365 to process.   It is recommended that you delete the mailbox user account after 24 hours if you aren’t converting the mailbox into a share.  Otherwise, note the conversion and maintain the mailbox with no product licenses indefinitely.

Apply Product licenses to New User

The user should have already been added via Azure AD along with its associated memberships.  Apply the product license and missing memberships.

  • Apply Essentials and E3
  • Add memberships

Microsoft 365 Subscriptions

Multiple subscriptions are listed here.  It’s the administrator’s job to maintain these license so the organization is not incurring some unwanted costs.  Warning:  Licenses take up to 24 hours to populate correctly under billing, subscriptions.  Review the fields for “purchased” vs “assigned”  Then remove or add licenses accordingly.

  • E3
  • Office 365 Essentials
  • Office 365 Premium

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Computer Setup

You are now ready to proceed to the actual computer profile setup.

How to create users in Office 365 and Azure AD Summary

Azure AD:

Hosted O365 Resources:

Exchange or Mail Locally Hosted On-Site Resources:

Hosted or Local Hosted Links:

Additional Resources:

You cannot get 6y log retention within Office 365/Azure AD. For that long a period, you will either have to export/store the logs in your own database, or use one of the third-party tools that offer this.

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