#Import Microsoft 365 Groups or Microsoft Teams

In the classic admin center, you can import existing Microsoft 365 Groups or Microsoft Teams to AvePoint Cloud Governance before managing them.

To import existing groups or teams, complete the following steps in order:

#1. Scan Groups or Teams

Skip this step if you want to import all groups/teams that are not created via AvePoint Cloud Governance requests.

You need to scan groups/teams when you want to import the groups/teams that meet specific rules, for example, private groups/teams. If you want to import groups/teams in different Microsoft 365 tenants via the same import job, you also need to scan groups/teams to containers.

1. Navigate to AvePoint Online Services > Auto discovery > Scan profiles.

2. Create a scan profile.

   • Select Microsoft 365 Group / Microsoft Team /Viva Engage Community as the object type.

   • If you want to import the groups/teams that meet specific rules, for example, private groups/teams, you can choose the Advanced mode.

   • If you want to import groups/teams in different Microsoft 365 tenants, create a scan profile for each tenant.

   For details on creating a scan profile, see Manage Scan Profiles.

3. After the scan finishes, you can select the scan profile and click Scan History to view the scan results.

#2. Export Group or Team Information to a Template File

Complete the following steps to export a template file that contains information of groups or teams:

1. In AvePoint Cloud Governance, navigate to Settings > Import Existing Microsoft 365 Objects and configure the following settings in the Export Mode.

2. Name and Description ‒ Enter a name for the export job. Enter an optional description for future reference.

3. Object Type ‒ Select Microsoft 365 Group/Microsoft Team.

4. Scope ‒ Choose one of the following options to define the scope for the groups or teams you want to export:

   • Export groups/teams fromMicrosoft 365 tenant ‒ Choose this option if you want to export all groups/teams in your Microsoft 365 tenant that are not currently managed by AvePoint Cloud Governance. Expand the tree and select a Microsoft 365 tenant. Your Microsoft 365 tenant is displayed here when your tenant has a Microsoft Entra ID app profile configured in AvePoint Online Services. For more information on how to create a Microsoft Entra ID app profile, refer to Create App Profiles or Microsoft 365 Service Account Profiles.

   • Export groups/teams from AvePoint Online Services group containers ‒ Choose this option if you want to export groups/teams that have been scanned to specific containers in AvePoint Online Services. Expand the tree and select one or more containers.

5. Export Location ‒ Choose to export the template file to a local path or an export location. If Export to an export location is selected, select an export location from the drop-down list or click Add New Location to create a new export location.

6. Click Save and Export on the ribbon to export the template file.

#3. Configure the Template File to Provide Governance Details

To configure an exported Microsoft 365 Group/Microsoft Team template file, complete the following steps:

1. Navigate to the location where the exported template file is saved.

2. Open the template file to view and configure the following information for each group/team:

   NOTE

   The template file contains column headings in the first row, and these headings are required. The information you enter must be exact, including spaces and capitalization.

   • Group/Team Name ‒ Display the name of the group or team.

   • Group/Team ID ‒ Display the ID of the group or team.

   • Group/Team Policy ‒ Enter the name of the group/team policy that will be applied to the group or team.

     NOTE

     After a policy is applied to a team, the external sharing settings, unique access settings, and site storage of the team’s private channels will inherit settings of the team’s policy.

   • Expiration Date ‒ Set the expiration date for the lease of the group or team by one of the following methods:

     • Enter a lease expiration date. You can enter the date in multiple formats, for example, MM/DD/YYYY. Note that the date you enter may be automatically set as the Excel default date format.

     • Enter a number as the lease period. The unit of time is in days.

   • Primary Group/Team Contact ‒ Enter the email address of a user to assign the user to be the primary group/team contact.

   • Secondary Group/Team Contact (optional) ‒ Enter the email address of a user to assign the user to be the secondary group/team contact.

   • Keep Group Team Site Quota ‒ Choose whether to keep the group team site’s original quota during the import process. Select Yes or No from the drop-down list. If you select No, the group team site quota will be updated to the quota set in the group/team policy.

   • AvePoint Cloud Governance App Setting ‒ Choose whether to add the AvePoint Cloud Governance App and Cloud Governance Panel to the group team site. Select None, Only App, or App and Cloud Governance Panel from the drop-down list. The app provides Microsoft 365 end users with easier access to AvePoint Cloud Governance without having to leave the group team site interface.

     For details, refer to Install the Cloud Governance Panel.

   • Metadata ‒ When you have metadata configured in AvePoint Cloud Governance, the metadata is included in the template file. You can remove the metadata that you do not want to apply to any groups/teams.

     Note the following:

     • If you select Show this field as read-only to business users/Hide this field from business users when creating the metadata, here you must enter the default value of the metadata. If you want to set different values for the sites, go to the modern Cloud Governance admin center > Profiles & templates > Metadata, edit the metadata, and change to Allow business users to configure this field/Require business users to configure this field.

     • If the type of the metadata is Hyperlink, the metadata value must be the desired text, and the hyperlink address separated by a semicolon.

     • If the metadata type is Lookup, AvePoint recommends that you do not change the format of the SharePoint library/list column whose value will be retrieved as the metadata value. Make sure the metadata value is in one of the following types: Yes/No, Date and Time, and User or Group.

     • If the metadata type is Microsoft Entra property, the metadata value must be the user email address which will be used to retrieve the property value.

3. Save the template file after the configuration.

#4. Import the Template File

To import the configured template file, complete the following steps:

1. In Settings > Import Existing Microsoft 365 Objects, click Import Mode on the ribbon.

2. Name and Description ‒ Enter a name for the import job. Enter an optional description for future reference.

3. Object Type ‒ Select Microsoft 365 Group/Microsoft Team. You can choose whether to Include archived teams to import.

4. Start Time for Object Inactivity Management ‒ Specify the start time to use for calculating the group/team inactivity time by choosing one of the following two options:

   • Object last active time ‒ The last active time of a group or team will be the start time for calculating the inactivity time.

   • Object imported time ‒ The time when a group or team is imported to Cloud Governance will be the start time for calculating the inactivity time.

5. Import Location ‒ Click Browse to locate the configured template file.

6. Click Save and Apply on the ribbon to start the import job and apply the governance details.

#5. View Import Results

After you start the import job, you are brought to the Job Status tab. When the import job status changes to Completed, it indicates that the groups/teams included in the template file have been successfully imported to AvePoint Cloud Governance.

If the import job status changes to Completed with Exception, it indicates that one or more groups/teams are not successfully imported. Follow the steps below to view the import results:

1. Select the import job and click Download on the ribbon.

2. Select a location to save the import result file.

3. Navigate to the location where the import result file is saved and open the file.

4. The Result column shows the import result.

   • Successful indicates the group/team has been successfully imported.

   • Failed indicates the group/team is not imported. You can refer to the details in the Comment column for troubleshooting and modify the template file.

     When you modify the template file, remove the rows of the groups/team that have been successfully imported and only keep the failed groups/teams. After modifying the template file, you can import the template file again to re-import those groups/teams.