1 00:00:02,860 --> 00:00:04,970 Now that we have seen the theory, let's go 2 00:00:04,970 --> 00:00:06,970 in the live environment and see how we 3 00:00:06,970 --> 00:00:10,730 manage the SharePoint User Profile. We are 4 00:00:10,730 --> 00:00:12,960 now in the live environment, and let me 5 00:00:12,960 --> 00:00:15,380 open up the browser where I am already in 6 00:00:15,380 --> 00:00:18,190 the SharePoint Admin Center. In order to 7 00:00:18,190 --> 00:00:20,750 go manage user profiles, I will need to go 8 00:00:20,750 --> 00:00:23,210 into classic features, and then I will 9 00:00:23,210 --> 00:00:26,670 open user profiles where I can go to the 10 00:00:26,670 --> 00:00:30,050 User Profile Management tool. After it 11 00:00:30,050 --> 00:00:32,380 loads, here I can really see all of the 12 00:00:32,380 --> 00:00:34,100 different things that I can do for the 13 00:00:34,100 --> 00:00:36,560 user profile. Let me really go and 14 00:00:36,560 --> 00:00:39,340 actually start by going into Manage User 15 00:00:39,340 --> 00:00:42,600 Profiles. Let me go find for one. I will 16 00:00:42,600 --> 00:00:45,280 take, for example, John. And once I click 17 00:00:45,280 --> 00:00:47,950 a John here, I consider different things 18 00:00:47,950 --> 00:00:50,320 that I can do with that profile, from edit 19 00:00:50,320 --> 00:00:53,570 John's profile to deleting the profile, 20 00:00:53,570 --> 00:00:56,120 managing the personal site, and site 21 00:00:56,120 --> 00:00:58,770 collection owners. Let me start with an 22 00:00:58,770 --> 00:01:01,500 easy one, managing site collection owners. 23 00:01:01,500 --> 00:01:04,120 This is really if you want to add other 24 00:01:04,120 --> 00:01:06,835 owners to John's OneDrive for Business. So 25 00:01:06,835 --> 00:01:10,250 let's say John leaves, or John is on a 26 00:01:10,250 --> 00:01:11,950 leave of absence, and you want to make 27 00:01:11,950 --> 00:01:14,150 sure that people have access to the 28 00:01:14,150 --> 00:01:16,840 Enterprise files he had in OneDrive for 29 00:01:16,840 --> 00:01:19,140 Business. You can add, for example, 30 00:01:19,140 --> 00:01:23,010 Vanessa Le in here and click on OK, and 31 00:01:23,010 --> 00:01:25,705 we'll add Vanessa Le with full control, 32 00:01:25,705 --> 00:01:28,450 really, site collection administrator on 33 00:01:28,450 --> 00:01:31,600 John's OneDrive for Business. If you want 34 00:01:31,600 --> 00:01:34,680 to get the URL, you simply go into Manage 35 00:01:34,680 --> 00:01:37,470 Personal Site. It will open it in the same 36 00:01:37,470 --> 00:01:39,550 tab, so we're going to lose where we are, 37 00:01:39,550 --> 00:01:41,910 but it doesn't matter. It will really go 38 00:01:41,910 --> 00:01:43,965 to the URL of the OneDrive for Business, 39 00:01:43,965 --> 00:01:47,640 so then you can send this URL to Vanessa. 40 00:01:47,640 --> 00:01:50,280 Let me go back to User Profiles. It's 41 00:01:50,280 --> 00:01:51,920 going to be a bit faster than clicking 42 00:01:51,920 --> 00:01:54,690 back a few times. And let's go back to 43 00:01:54,690 --> 00:01:57,265 John's profile, and we're actually going 44 00:01:57,265 --> 00:02:00,660 to look at the properties. So let me 45 00:02:00,660 --> 00:02:02,910 search for John again, and this time we 46 00:02:02,910 --> 00:02:06,170 will go into Edit My Profile. I know it 47 00:02:06,170 --> 00:02:08,870 says my profile, but it doesn't, it's not 48 00:02:08,870 --> 00:02:11,080 actually yours, it's the profile of the 49 00:02:11,080 --> 00:02:14,250 user that you're clicking this on. Now, 50 00:02:14,250 --> 00:02:17,420 here we see all of the information in the 51 00:02:17,420 --> 00:02:19,610 SharePoint user profile for John. 52 00:02:19,610 --> 00:02:22,840 Something that I want you to remember is 53 00:02:22,840 --> 00:02:26,100 that look at this icon here near some of 54 00:02:26,100 --> 00:02:29,540 the properties; that icon means that this 55 00:02:29,540 --> 00:02:33,070 property actually comes from Azure Active 56 00:02:33,070 --> 00:02:35,450 Directory. So even if you change it in 57 00:02:35,450 --> 00:02:38,430 SharePoint, the next time it syncs from 58 00:02:38,430 --> 00:02:41,350 Azure Active Directory, it will override 59 00:02:41,350 --> 00:02:44,490 what you put. So if you want to change one 60 00:02:44,490 --> 00:02:47,260 of the properties that is linked like 61 00:02:47,260 --> 00:02:49,670 that, you're better off to do it in Azure 62 00:02:49,670 --> 00:02:52,310 AD, and it will take care of itself in 63 00:02:52,310 --> 00:02:54,980 SharePoint. So, really, if it has that 64 00:02:54,980 --> 00:02:57,980 icon, Azure AD is the place to change it, 65 00:02:57,980 --> 00:02:59,735 even if you can change it inside 66 00:02:59,735 --> 00:03:03,810 SharePoint as well. Some of them also are 67 00:03:03,810 --> 00:03:08,270 in both Azure AD and inside SharePoint, 68 00:03:08,270 --> 00:03:10,890 but they are not synced. The mobile phone 69 00:03:10,890 --> 00:03:13,970 is a good example and it's one that a lot 70 00:03:13,970 --> 00:03:16,120 of customers they'd say they are not happy 71 00:03:16,120 --> 00:03:18,750 that it's not synced automatically, but 72 00:03:18,750 --> 00:03:21,990 unfortunately, it isn't. So really, the 73 00:03:21,990 --> 00:03:24,420 mobile phone, you're going to need to set 74 00:03:24,420 --> 00:03:27,380 up a way to synchronize this by yourself. 75 00:03:27,380 --> 00:03:28,850 It's not something that is done 76 00:03:28,850 --> 00:03:31,900 automatically. For those of you that come 77 00:03:31,900 --> 00:03:34,420 from SharePoint on‑premises, you know that 78 00:03:34,420 --> 00:03:38,190 we're able to create our own mappings from 79 00:03:38,190 --> 00:03:40,740 Active Directory to SharePoint. 80 00:03:40,740 --> 00:03:43,530 Unfortunately, we're not able to do that 81 00:03:43,530 --> 00:03:46,360 anymore. So if you want to actually bring 82 00:03:46,360 --> 00:03:50,270 in custom properties from Azure AD or from 83 00:03:50,270 --> 00:03:53,490 any third‑party system, you need to use 84 00:03:53,490 --> 00:03:58,060 the UserProfile.BatchUpdate.API. Now this 85 00:03:58,060 --> 00:03:59,760 is really not pretty, it's something that 86 00:03:59,760 --> 00:04:02,390 probably a developer will have to do since 87 00:04:02,390 --> 00:04:05,140 it's an API that uses the client‑side 88 00:04:05,140 --> 00:04:07,630 object model. You can also do it through 89 00:04:07,630 --> 00:04:10,585 PowerShell. There are some examples a bit 90 00:04:10,585 --> 00:04:12,730 lower in the page on how you can do it 91 00:04:12,730 --> 00:04:15,420 with PowerShell, but it's really not clean 92 00:04:15,420 --> 00:04:18,160 PowerShell. It's calling code, calling 93 00:04:18,160 --> 00:04:22,120 CSOM using PowerShell. I will make sure to 94 00:04:22,120 --> 00:04:24,760 add the link to this article in the 95 00:04:24,760 --> 00:04:27,480 slides, but remember that whatever you 96 00:04:27,480 --> 00:04:31,030 have to bring from Azure AD that does not 97 00:04:31,030 --> 00:04:33,290 have this icon, you're going to have to 98 00:04:33,290 --> 00:04:37,040 build the system and bring it on your own. 99 00:04:37,040 --> 00:04:40,200 As an admin, I can actually modify some of 100 00:04:40,200 --> 00:04:42,040 this, so if I want to modify the hire 101 00:04:42,040 --> 00:04:45,280 date, I could. If I want to, for example, 102 00:04:45,280 --> 00:04:47,860 let's go into the Skills here, I can add 103 00:04:47,860 --> 00:04:50,550 more skills, and I can also change the 104 00:04:50,550 --> 00:04:54,320 visibility on some of the properties. But 105 00:04:54,320 --> 00:04:56,360 really, you probably don't want to change 106 00:04:56,360 --> 00:04:58,730 the visibility from here. If you want to 107 00:04:58,730 --> 00:05:01,480 change the visibility on properties, you 108 00:05:01,480 --> 00:05:04,300 can go into the Manage User Properties 109 00:05:04,300 --> 00:05:06,920 page. So let me click back one more time 110 00:05:06,920 --> 00:05:09,310 so we can get to the default page, and 111 00:05:09,310 --> 00:05:12,240 here I have Manage User Properties. Let me 112 00:05:12,240 --> 00:05:14,600 go into it, and we're going to pick an 113 00:05:14,600 --> 00:05:17,880 easy one. There is the AboutMe property 114 00:05:17,880 --> 00:05:20,520 that comes default with SharePoint that 115 00:05:20,520 --> 00:05:23,720 we're just going to go modify. Of course, 116 00:05:23,720 --> 00:05:27,230 we can also create our own, but for now, 117 00:05:27,230 --> 00:05:30,905 let's just go into the AboutMe and let's 118 00:05:30,905 --> 00:05:34,290 edit this one. So, first of all, you see 119 00:05:34,290 --> 00:05:37,140 the Display Name. If you have multiple 120 00:05:37,140 --> 00:05:40,480 languages enabled, you can also add what 121 00:05:40,480 --> 00:05:43,760 the AboutMe display is in multiple 122 00:05:43,760 --> 00:05:46,440 languages. Some of the properties you 123 00:05:46,440 --> 00:05:48,630 cannot change because it's a default 124 00:05:48,630 --> 00:05:50,870 SharePoint profile property. I can, 125 00:05:50,870 --> 00:05:53,920 however, say that, hey, this is required, 126 00:05:53,920 --> 00:05:56,240 for example, so as long as the user goes 127 00:05:56,240 --> 00:05:58,080 into their profile once, they're going to 128 00:05:58,080 --> 00:06:01,590 have to fill it up. I can also say that I 129 00:06:01,590 --> 00:06:04,630 do not allow users to edit values for 130 00:06:04,630 --> 00:06:07,840 these properties. So maybe this is because 131 00:06:07,840 --> 00:06:10,030 I already get this property from an HR 132 00:06:10,030 --> 00:06:12,520 Management System, and I want to make sure 133 00:06:12,520 --> 00:06:15,850 that that's the singles source of truth. I 134 00:06:15,850 --> 00:06:18,420 can also decide if it's shown in the 135 00:06:18,420 --> 00:06:20,870 profile properties section of the user's 136 00:06:20,870 --> 00:06:23,940 profile page. So, do people see it when 137 00:06:23,940 --> 00:06:26,420 they go to that user profile? Do people 138 00:06:26,420 --> 00:06:30,150 even see that on the edit page? And also, 139 00:06:30,150 --> 00:06:32,240 this is really for the SharePoint 140 00:06:32,240 --> 00:06:35,250 newsfeed, which is going away. What it 141 00:06:35,250 --> 00:06:37,900 does is whenever somebody updates this 142 00:06:37,900 --> 00:06:40,193 property, it will be shown on the 143 00:06:40,193 --> 00:06:42,930 SharePoint newsfeed. However, Microsoft is 144 00:06:42,930 --> 00:06:45,810 really moving to Yammer, and almost nobody 145 00:06:45,810 --> 00:06:48,010 uses the SharePoint newsfeed anymore 146 00:06:48,010 --> 00:06:50,350 because it's a Legacy feature, so we're 147 00:06:50,350 --> 00:06:53,430 not going to go in details about that. Now 148 00:06:53,430 --> 00:06:55,360 let's take a look at the Search Settings. 149 00:06:55,360 --> 00:06:57,750 The Search Settings, you can decide if 150 00:06:57,750 --> 00:07:01,220 it's Alias or if it's Indexed. So, do you 151 00:07:01,220 --> 00:07:03,580 want this property to be shown when people 152 00:07:03,580 --> 00:07:05,457 search for stuff, and do you even want it 153 00:07:05,457 --> 00:07:07,920 to be searchable or not? All of the new 154 00:07:07,920 --> 00:07:10,110 mappings stuff, and this is the stuff that 155 00:07:10,110 --> 00:07:12,930 I talked about when I talked about what we 156 00:07:12,930 --> 00:07:16,250 had on‑prem when we're able to decide what 157 00:07:16,250 --> 00:07:19,100 information we bring from where, it's all 158 00:07:19,100 --> 00:07:21,840 empty. This is still here from a UI 159 00:07:21,840 --> 00:07:24,520 perspective, but it does not work. We 160 00:07:24,520 --> 00:07:28,820 cannot do any new mappings. I'll click on 161 00:07:28,820 --> 00:07:31,450 Cancel because I don't want to change that 162 00:07:31,450 --> 00:07:34,610 property, but when we create a new one, we 163 00:07:34,610 --> 00:07:37,510 have the exact same options. Let me 164 00:07:37,510 --> 00:07:40,260 actually close this, and I will open it 165 00:07:40,260 --> 00:07:42,500 again since it's a bit faster than 166 00:07:42,500 --> 00:07:45,880 clicking back a few times. And we're also 167 00:07:45,880 --> 00:07:48,560 going to take a look at audiences and user 168 00:07:48,560 --> 00:07:51,210 permissions. Let me start with user 169 00:07:51,210 --> 00:07:54,300 permissions. By default, you'll see that I 170 00:07:54,300 --> 00:07:57,570 have the everyone except external users 171 00:07:57,570 --> 00:07:59,540 group, so really everybody inside my 172 00:07:59,540 --> 00:08:03,540 organization that is internal and licensed 173 00:08:03,540 --> 00:08:05,435 are allowed to create the personal sites, 174 00:08:05,435 --> 00:08:08,120 so OneDrive for Business, follow people, 175 00:08:08,120 --> 00:08:10,940 edit their profiles, and use tags and 176 00:08:10,940 --> 00:08:14,110 notes. If you want to disable this 177 00:08:14,110 --> 00:08:16,470 functionality for certain people inside 178 00:08:16,470 --> 00:08:19,270 the organization, simply create security 179 00:08:19,270 --> 00:08:22,710 groups for those people and choose the 180 00:08:22,710 --> 00:08:24,840 permissions that you want them to have. 181 00:08:24,840 --> 00:08:27,600 And if you take off Create Personal Sites, 182 00:08:27,600 --> 00:08:30,180 they will not be able to create a OneDrive 183 00:08:30,180 --> 00:08:34,240 for Business. Now, finally, audiences, and 184 00:08:34,240 --> 00:08:36,730 like I mentioned before, audiences are a 185 00:08:36,730 --> 00:08:40,020 bit more of a Legacy feature right now on 186 00:08:40,020 --> 00:08:42,200 modern SharePoint. Everything goes 187 00:08:42,200 --> 00:08:44,960 directly through security groups, and you 188 00:08:44,960 --> 00:08:47,520 can create dynamic security groups based 189 00:08:47,520 --> 00:08:50,670 on similar rules. But especially for those 190 00:08:50,670 --> 00:08:52,450 of you that might be interested in getting 191 00:08:52,450 --> 00:08:55,240 certified in SharePoint Online, this might 192 00:08:55,240 --> 00:08:57,820 come up on the test, so let's cover it 193 00:08:57,820 --> 00:09:01,520 anyway. Let me create a new audience here, 194 00:09:01,520 --> 00:09:05,720 and we're going to call it HR Experts. I 195 00:09:05,720 --> 00:09:09,020 can add an owner, so who's the owner that 196 00:09:09,020 --> 00:09:11,090 knows everything about the audience? I'll 197 00:09:11,090 --> 00:09:14,710 just put Vlad Catrinescu. And then do I 198 00:09:14,710 --> 00:09:17,310 want to include users to satisfy all of 199 00:09:17,310 --> 00:09:20,730 the rules or any of the rules? Let's say 200 00:09:20,730 --> 00:09:24,150 they satisfy any of the rules. Let's click 201 00:09:24,150 --> 00:09:26,880 on OK, and then we're able to add the 202 00:09:26,880 --> 00:09:30,287 rules. So, first of all, the first rule, I 203 00:09:30,287 --> 00:09:32,940 can either have it on the user, and here I 204 00:09:32,940 --> 00:09:37,710 have Reports Under or Member Of. So I can 205 00:09:37,710 --> 00:09:40,000 have all of the HR experts, or everybody 206 00:09:40,000 --> 00:09:42,750 that reports under Vlad, who's the HR 207 00:09:42,750 --> 00:09:45,680 manager, or I can have a member of a 208 00:09:45,680 --> 00:09:49,230 certain group. If not, I can also filter 209 00:09:49,230 --> 00:09:51,470 by the property, so I can really take a 210 00:09:51,470 --> 00:09:53,930 look at all of the properties in the 211 00:09:53,930 --> 00:09:57,340 SharePoint Online user profile, including 212 00:09:57,340 --> 00:10:00,150 custom ones, which is where a lot of the 213 00:10:00,150 --> 00:10:02,820 value of this comes here. So, here I have 214 00:10:02,820 --> 00:10:05,560 a custom property called University I 215 00:10:05,560 --> 00:10:09,340 attended, and I can filter based on that 216 00:10:09,340 --> 00:10:12,060 one as well. Something that is really 217 00:10:12,060 --> 00:10:15,430 important, remember, is that, again, 218 00:10:15,430 --> 00:10:17,380 on‑premises we had the same functionality, 219 00:10:17,380 --> 00:10:20,340 and we were able to set our own schedule 220 00:10:20,340 --> 00:10:23,490 for compiling the audiences. However, in 221 00:10:23,490 --> 00:10:26,220 SharePoint Online, it's up to Microsoft 222 00:10:26,220 --> 00:10:29,900 Schedule. So, Online, really, audiences 223 00:10:29,900 --> 00:10:33,110 are compiled every Saturday, so once per 224 00:10:33,110 --> 00:10:36,220 week. So even if I create it today, it 225 00:10:36,220 --> 00:10:39,130 will not be until Saturday that we're 226 00:10:39,130 --> 00:10:41,530 actually going to be able to see if any 227 00:10:41,530 --> 00:10:45,490 users are added inside. This is it for 228 00:10:45,490 --> 00:10:48,100 managing the user profile. Now let's go 229 00:10:48,100 --> 00:10:55,000 back to the slides and talk about how to customize the SharePoint user profile.