Configuration Standards for Microsoft 365 Teams and Groups

Issue/Question

What configurations will apply to Microsoft 365 Groups or Teams I create, and how will those settings affect their name, email address, and lifecycle?

Environment

  • Microsoft Teams

  • Microsoft 365 Groups

  • SharePoint Online 

  • Exchange Online

  • Viva Communities 

Cause

To ensure a consistent and user-friendly environment, Microsoft 365 Groups and Teams are automatically configured to allow accessible naming, organization, and lifecycle management across services.

Resolution

Users should be aware of and plan for the following configuration behaviors.

Naming

When creating a Microsoft 365 Group or Team, expect the name to include _UserManaged.

Example:

  • Display Name: ExampleGroup_UserManaged
  • Email: ExampleGroup_UserManaged@groups.wku.edu
  • SharePoint: https://topperwkuedu94069.sharepoint.com/sites/ExampleGroup_UserManaged

 

Activity Requirements

  • Groups must show activity (e.g., file access, message psoting, email usage) at least once every 180 days to remain active This includes usage across Teams, SharePoint, Exchange Online, or Viva Communities.
  • Group owners will receive activity reminders at 30 days, 15 days, and 1 day prior to group deletion due to inactivity.
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