Understanding the roles within Office 365 administration

Are you Office 365 Global Administrator? Do you understand the roles available within Office 365 Administrator for granting access?

The answer is probably no, as in my experience customers or Global Administrators don’t really understand the options that are available without Professor Google.

The below table lists all the available roles that are currently in action within Office 365. So whether you are a Helpdesk Admin or a dedicated Exchange Admin, Office 365 has the correct roles that fits your needs.

Global admin Global administrator

Accesses all administrative features in the Office 365 suite of services in your plan, including Skype for Business. By default the person who signs up to buy Office 365 becomes a global admin.

Global admins are the only admins who can assign other admin roles. You can have more than one global admin in your organization. As a best practice we recommend that only a few people in your company have this role. It reduces the risk to your business.

Tip: Make sure everyone who is a global admin in your organization has a mobile phone number and alternate email address in their contact info. Check out Change your organization’s address, technical contact email, and other information for more details.

Credit card Billing administrator Makes purchases, manages subscriptions, manages support tickets, and monitors service health.
Exchange OnlineExchange administrator Manages mailboxes and anti-spam policies for your business, using the Exchange admin center. Can view all the activity reports in the Office 365 admin center.

Someone with BOTH the Exchange admin role and the user management role can create and manage Office 365 groups in the Office 365 admin center.

To learn more, see About the Exchange Online admin role.

SharePoint adminSharePoint administrator Manages file storage for your organization in SharePoint Online and OneDrive. They do this in the SharePoint admin center. They can also assign other people to be site collection administrators and term store administrators.

Permissions assigned to SharePoint sites are completely separate from the Office 365 global admin role. You can be a global admin without access to a SharePoint site if you weren’t added to it or didn’t create the site.

People in this role can also can view all the activity reports in the Office 365 admin center.

To learn more, see About the SharePoint admin role.

Key, permissions Password administrator Resets passwords, manages support tickets, and monitors service health. Password admins are limited to resetting passwords for users.
Skype for Business OnlineSkype for Business administrator (Also includes Microsoft Teams) Configures Skype for Business/Microsoft Teams for your organization and can view all the activity reports in the Office 365 admin center.

To learn more, see About the Skype for Business admin role.

Headset Service administrator Opens support tickets with Microsoft, and views the service dashboard and message center. They have “view only” permissions except for opening support tickets and reading them.

Tip: People who are assigned to the Exchange Online, SharePoint Online, and Skype for Business admin roles should also be assigned to the Service admin role. This way they can see important information in the Office 365 admin center, such as the health of the service, and change and release notifications.

User User management administrator Resets passwords, monitors service health, adds and deletes user accounts, manages support tickets, adds and removes members from Office 365 groups. The user management admin can’t delete a global admin, create other admin roles, or reset passwords for global, billing, Exchange, SharePoint, Compliance and Skype for Business admins.

Someone with BOTH the Exchange admin role and the user management role can create and manage Office 365 groups in the Office 365 admin center.

Reporting reader admin Reports reader Can view all the activity reports in the Office 365 admin center and any reports exposed through the reporting APIs.
Security and Compliance center roles If you have an Office 365 E3 or E5 business subscription, it includes security and compliance tools. In that case, you have access to these additional roles: Compliance administrator, eDiscovery Manager, Organization management, Reviewer, Security Administrator, Security Reader, Service Assurance User, Supervisory Review.

To learn more about them, see Permissions in the Office 365 Security & Compliance Center.

Icon for Dynamics 365Dynamics 365 (online) When a person is assigned to the Office 365 global administrator role, they are automatically assigned to the System Administrator security role in Dynamics 365 (online).

A person assigned to the System Administrator security role in Dynamics 365 can assign other people to Dynamics 365 security roles. With the System Administrator security role, you can manage all aspects of Dynamics 365. For more information about Dynamics 365 security roles, check out Manage subscriptions, licenses, and user accounts.

Icon for Dynamics 365

Dynamics 365 service administrator

Use this new role to assign users to manage Dynamics 365 at the tenant level without having to assign the more powerful Office 365 global admin privileges. A Dynamics 365 service admin can sign in to the Dynamics 365 admin center to manage instances. A person with this role cannot do functions restricted to the Office 365 global admin such as manage user accounts, manage subscriptions, access settings for Office 365 apps like Exchange or SharePoint.

Check out Use the Dynamics 365 service admin role to manage your tenant to learn more.

Power BI administrator A person assigned to the Power BI admin role will have access to Office 365 Power BI usage metrics. They’ll also be able to control your organization’s usage of Power BI features. For more information about administering Power BI, see Administering Power BI in your organization.
Message Center reader

Monitors changes to the service and can view all posts to the Message center in Office 365 and share Message center posts with others through email. Users assigned this role also have read-only access to some admin center resources, such as users, groups, domains, and subscriptions

The above information has been taken from Microsoft and reposted for public awareness.

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