Now that we have seen the theory, let's go
in the live environment and see how we
manage the SharePoint User Profile. We are
now in the live environment, and let me
open up the browser where I am already in
the SharePoint Admin Center. In order to
go manage user profiles, I will need to go
into classic features, and then I will
open user profiles where I can go to the
User Profile Management tool. After it
loads, here I can really see all of the
different things that I can do for the
user profile. Let me really go and
actually start by going into Manage User
Profiles. Let me go find for one. I will
take, for example, John. And once I click
a John here, I consider different things
that I can do with that profile, from edit
John's profile to deleting the profile,
managing the personal site, and site
collection owners. Let me start with an
easy one, managing site collection owners.
This is really if you want to add other
owners to John's OneDrive for Business. So
let's say John leaves, or John is on a
leave of absence, and you want to make
sure that people have access to the
Enterprise files he had in OneDrive for
Business. You can add, for example,
Vanessa Le in here and click on OK, and
we'll add Vanessa Le with full control,
really, site collection administrator on
John's OneDrive for Business. If you want
to get the URL, you simply go into Manage
Personal Site. It will open it in the same
tab, so we're going to lose where we are,
but it doesn't matter. It will really go
to the URL of the OneDrive for Business,
so then you can send this URL to Vanessa.
Let me go back to User Profiles. It's
going to be a bit faster than clicking
back a few times. And let's go back to
John's profile, and we're actually going
to look at the properties. So let me
search for John again, and this time we
will go into Edit My Profile. I know it
says my profile, but it doesn't, it's not
actually yours, it's the profile of the
user that you're clicking this on. Now,
here we see all of the information in the
SharePoint user profile for John.
Something that I want you to remember is
that look at this icon here near some of
the properties; that icon means that this
property actually comes from Azure Active
Directory. So even if you change it in
SharePoint, the next time it syncs from
Azure Active Directory, it will override
what you put. So if you want to change one
of the properties that is linked like
that, you're better off to do it in Azure
AD, and it will take care of itself in
SharePoint. So, really, if it has that
icon, Azure AD is the place to change it,
even if you can change it inside
SharePoint as well. Some of them also are
in both Azure AD and inside SharePoint,
but they are not synced. The mobile phone
is a good example and it's one that a lot
of customers they'd say they are not happy
that it's not synced automatically, but
unfortunately, it isn't. So really, the
mobile phone, you're going to need to set
up a way to synchronize this by yourself.
It's not something that is done
automatically. For those of you that come
from SharePoint on‑premises, you know that
we're able to create our own mappings from
Active Directory to SharePoint.
Unfortunately, we're not able to do that
anymore. So if you want to actually bring
in custom properties from Azure AD or from
any third‑party system, you need to use
the UserProfile.BatchUpdate.API. Now this
is really not pretty, it's something that
probably a developer will have to do since
it's an API that uses the client‑side
object model. You can also do it through
PowerShell. There are some examples a bit
lower in the page on how you can do it
with PowerShell, but it's really not clean
PowerShell. It's calling code, calling
CSOM using PowerShell. I will make sure to
add the link to this article in the
slides, but remember that whatever you
have to bring from Azure AD that does not
have this icon, you're going to have to
build the system and bring it on your own.
As an admin, I can actually modify some of
this, so if I want to modify the hire
date, I could. If I want to, for example,
let's go into the Skills here, I can add
more skills, and I can also change the
visibility on some of the properties. But
really, you probably don't want to change
the visibility from here. If you want to
change the visibility on properties, you
can go into the Manage User Properties
page. So let me click back one more time
so we can get to the default page, and
here I have Manage User Properties. Let me
go into it, and we're going to pick an
easy one. There is the AboutMe property
that comes default with SharePoint that
we're just going to go modify. Of course,
we can also create our own, but for now,
let's just go into the AboutMe and let's
edit this one. So, first of all, you see
the Display Name. If you have multiple
languages enabled, you can also add what
the AboutMe display is in multiple
languages. Some of the properties you
cannot change because it's a default
SharePoint profile property. I can,
however, say that, hey, this is required,
for example, so as long as the user goes
into their profile once, they're going to
have to fill it up. I can also say that I
do not allow users to edit values for
these properties. So maybe this is because
I already get this property from an HR
Management System, and I want to make sure
that that's the singles source of truth. I
can also decide if it's shown in the
profile properties section of the user's
profile page. So, do people see it when
they go to that user profile? Do people
even see that on the edit page? And also,
this is really for the SharePoint
newsfeed, which is going away. What it
does is whenever somebody updates this
property, it will be shown on the
SharePoint newsfeed. However, Microsoft is
really moving to Yammer, and almost nobody
uses the SharePoint newsfeed anymore
because it's a Legacy feature, so we're
not going to go in details about that. Now
let's take a look at the Search Settings.
The Search Settings, you can decide if
it's Alias or if it's Indexed. So, do you
want this property to be shown when people
search for stuff, and do you even want it
to be searchable or not? All of the new
mappings stuff, and this is the stuff that
I talked about when I talked about what we
had on‑prem when we're able to decide what
information we bring from where, it's all
empty. This is still here from a UI
perspective, but it does not work. We
cannot do any new mappings. I'll click on
Cancel because I don't want to change that
property, but when we create a new one, we
have the exact same options. Let me
actually close this, and I will open it
again since it's a bit faster than
clicking back a few times. And we're also
going to take a look at audiences and user
permissions. Let me start with user
permissions. By default, you'll see that I
have the everyone except external users
group, so really everybody inside my
organization that is internal and licensed
are allowed to create the personal sites,
so OneDrive for Business, follow people,
edit their profiles, and use tags and
notes. If you want to disable this
functionality for certain people inside
the organization, simply create security
groups for those people and choose the
permissions that you want them to have.
And if you take off Create Personal Sites,
they will not be able to create a OneDrive
for Business. Now, finally, audiences, and
like I mentioned before, audiences are a
bit more of a Legacy feature right now on
modern SharePoint. Everything goes
directly through security groups, and you
can create dynamic security groups based
on similar rules. But especially for those
of you that might be interested in getting
certified in SharePoint Online, this might
come up on the test, so let's cover it
anyway. Let me create a new audience here,
and we're going to call it HR Experts. I
can add an owner, so who's the owner that
knows everything about the audience? I'll
just put Vlad Catrinescu. And then do I
want to include users to satisfy all of
the rules or any of the rules? Let's say
they satisfy any of the rules. Let's click
on OK, and then we're able to add the
rules. So, first of all, the first rule, I
can either have it on the user, and here I
have Reports Under or Member Of. So I can
have all of the HR experts, or everybody
that reports under Vlad, who's the HR
manager, or I can have a member of a
certain group. If not, I can also filter
by the property, so I can really take a
look at all of the properties in the
SharePoint Online user profile, including
custom ones, which is where a lot of the
value of this comes here. So, here I have
a custom property called University I
attended, and I can filter based on that
one as well. Something that is really
important, remember, is that, again,
on‑premises we had the same functionality,
and we were able to set our own schedule
for compiling the audiences. However, in
SharePoint Online, it's up to Microsoft
Schedule. So, Online, really, audiences
are compiled every Saturday, so once per
week. So even if I create it today, it
will not be until Saturday that we're
actually going to be able to see if any
users are added inside. This is it for
managing the user profile. Now let's go
back to the slides and talk about how to customize the SharePoint user profile.