Entra / Microsoft 365 · Groups

Email inactive group owners

Emails Microsoft 365 group owners whose groups failed activity checks, warning that the groups may be obsolete.

Connect & set up

Run these once per session. All scopes are read-only unless the script makes changes.

# Review required modules and connection steps before running.
# Connect to Microsoft Graph or Exchange Online as needed for this script.

Run it

The main script. Copy it, or download the .ps1 and run it from your console.

CLS
Write-Host "Working..."
$Date = Get-Date
# Select groups with a fail status from the array populated by the TeamsGroupsActivityReport.ps1 script
# Also exclude groups that don't have an owner as we can't send them email
$FailedGroups = $Report | ? {$_.Status -eq "Fail" -and $_.ManagerSmtp -ne $Null}
#Reinitialize progress bar
$ProgDelta = 100/($FailedGroups.count)
$CheckCount = 0
$GroupNumber = 0
# Check do we have suitable credentials
If (-not $SmtpCred) {
    $SmtpCred = (Get-Credential)}
 
$MsgFrom = $SmtpCred.UserName
$SmtpServer = "smtp.office365.com"
$SmtpPort = '587'
 
#HTML header with styles
$htmlhead="<html>
     <style>
      BODY{font-family: Arial; font-size: 10pt;}
	H1{font-size: 22px;}
	H2{font-size: 18px; padding-top: 10px;}
	H3{font-size: 16px; padding-top: 8px;}
    </style>"
 
ForEach ($R in $FailedGroups) {
     $GroupNumber++
     $CheckCount += $ProgDelta
     $ChatMessage = "Group not enabled for Teams"
     $MsgTo = $R.ManagerSmtp
     $GroupStatus = $MsgTo + " for " + $($R.GroupName) + " ["+ $GroupNumber +"/" + $FailedGroups.Count + "]"
     Write-Progress -Activity "Sending email to" -Status $GroupStatus -PercentComplete $CheckCount
     $MsgSubject = "You need to check the activity for the " + $($R.GroupName) + " group"
     If ($R.TeamEnabled -eq "True") {
        If ($R.LastChat -ne "No chats") {
            $LastChatDate = ([DateTime]$R.LastChat).ToShortDateString()
            $DaysSinceLastChat = (New-TimeSpan -Start $LastChatDate -End $Date).Days
            $ChatMessage = "Last Teams activity on " + $LastChatDate + " (" + $DaysSinceLastChat + " days ago)" }
        Else {$ChatMessage = "Group is Teams-enabled, but no conversations have taken place"}}
     If ($R.NumberConversations -gt 0) {
        $LastGroupConversation = ([DateTime]$R.LastConversation).ToShortDateString()
        $DaysSinceLastConversation = (New-TimeSpan -Start $LastGroupConversation -End $Date).Days
        $GroupMessage = "Last Inbox activity on " + $LastGroupConversation + " (" + $DaysSinceLastConversation + " days ago)" }
     Else {
        $GroupMessage = "No inbox activity for this group" }
 
     # Build HTML message
     $HtmlBody = "<body>
     <h1>Office 365 Group Non-Activity Notification</h1>
     <p><strong>Generated:</strong> $Date</p>
     Please review the activity in the <u><b>$($R.GroupName)</b></u> group as it doesn't seem to have been used too much recently. Perhaps we can remove it?
     <h2><u>Details</u></h2>
     <p>Member count:            <b>$($R.Members)</b>
     <p>Guests:                  <b>$($R.ExternalGuests)</b>
     <p>Mailbox status:          <b>$($R.MailboxStatus)</b></p>
     <p>Last conversation:       <b>$GroupMessage</b></p>
     <p>Number of conversations: <b>$($R.NumberConversations)</b></p>
     <p>Team-enabled:            <b>$($R.TeamEnabled)</b></p>
     <p>Last chat:               <b>$ChatMessage</b></p>
     <p>Number of messages:      <b>$($R.NumberChats)</b></p>
     <p>SharePoint activity:     <b>$($R.SPOActivity)</b></p>
     <p>SharePoint status:       <b>$($R.SPOStatus)</b></p>
     <p>Overall status:          <b>$($R.Status)</b><p>
     <p>
     <p>If a group has a <b><u>Fail</b></u> overall status, it means that the group is a candidate for removal due to lack of use.</p>
     </body></html>"
     $HtmlMsg = $HtmlHead + $HtmlBody
     # Set TLS version
     [Net.ServicePointManager]::SecurityProtocol = [Net.SecurityProtocolType]::Tls12
     # Construct the message parameters and send it off...
     $MsgParam = @{
         To = $MsgTo
         From = $MsgFrom
         Subject = $MsgSubject
         Body = $HtmlMsg
         SmtpServer = $SmtpServer
         Port = $SmtpPort
         Credential = $SmtpCred
     }
     Send-MailMessage @msgParam -UseSSL -BodyAsHTML
     Start-Sleep -Seconds 1
}
 
Write-Host $GroupNumber "Notification Messages sent"

Attribution

Author

Office365itpros

Source

https://github.com/12Knocksinna/Office365itpros

Email inactive group owners

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