In Part 1 of this series, we covered the basics of the Collaboration choices available in Office 365. Before you say it, I know I didn’t include SharePoint Online in Part 1, and I won’t cover it in Part 2 either. Although Microsoft lists it as a collaboration tool, I don’t really agree. I see SharePoint Online as a method or landscape to store data that has rich features for document management, such as versioning, views, check in/out, etc. For me, collaboration requires more than document management. I know many of you reading this will disagree with me, and that is okay. If it works for you, then use it!
More than likely, you are an email admin, with deep experience in Exchange. Maybe you have recently migrated to Exchange Online, and are thinking “Hey, I know how to collaborate in Exchange, so what’s the big fuss about.” Let review where we have been and where Office 365 is headed.
Have you ever needed to change your Default Role Assignment Policy in Exchange 2010 through Exchange Management Shell? An example of when you might want to do this is to prevent users from creating organizationally visible distribution lists through Outlook Web App. Recently I realized that there may be a problem with the Set-RoleAssignmentPolicy command that can be used to set your users default role assignment policy. Here is what was experienced.
Set Exchange users to the Default Role Assignment Policy
As you can see by double-clicking on the image below the following powershell command was run and indicated that all users were set with the Default Role Assignment Policy.
Set-RoleAssignmentPolicy "Default Role Assignment Policy" –IsDefault
My next step was to remove my unused role assignment policy through Exchange Management Shell.
Remove-RoleAssignmentPolicy “Policy Name Here”
In Exchange 2010 users can create distribution lists that are visible to the whole organization through Outlook Web App in the user Options. By default these are created in the Users OU in Active Directory.
It is likely that if your users have figured out how to use this feature they may not understand that they are creating groups that everyone can see. If they do understand that everyone can see their newly created list, it is likely its naming convention doesn’t satisfy your corporate naming standards. So what are your administrative options for remediating this issue?
First take some time to review the following TechNet article. http://technet.microsoft.com/en-us/library/ee332316(v=exchg.141).aspx This article discusses and demonstrates what it takes to “Turn Off User’s Ability to Create Distribution Groups” in Exchange 2010, because not all organizations want their users creating distribution lists. According to this article you have two choices on how to approach this.