Managing SharePoint within Office 365

Managing SharePoint

within Office 365Christian BuckleyOffice 365 MVP + CMO at Beezy

Christian BuckleyChief Marketing Officer

www.buckleyplanet.com@buckleyplanet

cbuck@beezy.net

Beezy is the premier enterprise collaboration solution for Microsoft Office 365 and SharePoint, extending the feature set and improving the user experience for on-premises, cloud, and hybrid deployments. We are on a mission to transform the way people work, and to help employees be more connected, innovative, and happy. Learn more at www.beezy.net or @FollowBeezy on Twitter.

The evolution of SharePoint management

SharePoint Growth & Evolution

SharePoint Releases Metadata

Content

www.Microsoft.com

5most common SharePoint management concerns?

What are the

Always start with non-technical elements Develop a security policy Implement a training plan for end users Develop a strategy for ensuring

users know what content is confidential

1. Defining (and communicating) policies and procedures

34% of IT administrators said that they'd "sneaked a peek" at documents they weren't authorized to view, including employee details and salary information (DarkReading)

Apply permissions using Least Privileged principles Don’t give users Direct Access Embrace SharePoint Groups and/or Active Directory

Groups Ensure Appropriate Use of the Authenticated Users

Group Clean up Orphan Users Use Broken Inheritance Responsibly Revoke permissions quickly

2. Failure to implement permissions best practices

Are we adhering to Compliance or Governance requirements?

Who has been accessing specific content? How often are specific sites being accessed? What features of SharePoint are being used? Are we managing the volume of log data?

3. Failure to regularly audit access to content and sites

SharePoint security requirements change over time Ensure users are continuing to adhere to security

policies Prevent users from causing havoc We need to plan how we will stay

on top of changes

4. Failure to monitor changes to security settings

Rapid provisioning of sites and permissions

Find your responsible business content owners

Enable and Equip them to manage access to their content

Ensure management access is limited to those with appropriate permissions

Segment your administration responsibilities – Power Users, business owners

5. Failure to give users and admins the right tools

How to manage within SharePoint On-premises

Out of the Box Admin ToolkitThe Usual Three Suspects

Permissions ManagementReporting & Insight – e.g. usage, growthResponding to Audit requestsClean-up of sites and content

Managing Permissions

Farm Admin is Site Collection AdminAD v SP GroupsBroken InheritanceDirect PermissionsMisuse of “Authenticated Users”Anonymous Access

Auditing Usage in SharePoint

Beware of the large log fileBeware of the “disappearing” log fileReactive v ProactiveBe prepared for lots of mouse clicksBrush up on your Excel skillsBrush up on your SSRS skills

User Activity - Popular Items

Simple.One SharePoint Site.

Not so Simple.More than One Site?

How to manage within SharePoint Online

Management across O365

Simple mode Admin experience

When you’re in Simple mode in the SharePoint Online admin center, the left-hand navigation shows only site collections, user profiles, and settings.

Advanced mode

Easier to add users, auto assign available licenses, reset passwords, and manually set passwords (instead of auto generated)

Streamlined Admin tasks

SharePoint Online Management Shell is a Windows PowerShell module that you can use to efficiently manage SharePoint Online users, sites, site collections, and organizations

You can find a list of available cmdlets here (TechNet)

Management Shell

Searching for Sensitive Data Data Loss Prevention (DLP) for SharePoint Online and

OneDrive for Business is now built into your existing Enterprise Search. It allows you to search for sensitive content in your existing eDiscovery Center.

Use DLP in SharePoint Online to identify sensitive data stored on sites (TechNet)

https://technet.microsoft.com/library/dn798914.aspx

Create a policy to use on multiple content types within a site collection. Create a policy for a site content type. Create a policy for a list or library. (location-based retention policy)

Creating information management policies

Keeping Up with Microsoft Changes

An Evolving Admin UI

Keeping up to date with the Office 365 Roadmap

No access to Correlation errors or backend. No ability to troubleshoot. The continual updates to the site can also cause

strange errors. You may have to use different management tools. Moving to Office 365 means giving up some level of

control. For example, you won't have any control over the patch management process, software upgrades, and other similar administrative tasks.

Adjusting to Office 365 Updates

O365 Message Center Remember to check the Message Center regularly to stay in

the loop and up to date with what is going on in your Office 365 environment.

Notifications on any potential issues with your environment, changes to your service, and other communications from Microsoft will come through the Message Center.

Boundaries and Limitations Find the boundaries and limitations based on

your Office 365 plan: Storage per user (contributes to total storage base of tenant) Additional storage (per GB per month); no minimum purchase Storage base per tenant Site collection storage limit Site collections (#) per tenant Sub-sites Personal site storage Public Website storage default File upload limit File attachment size limit Sync limits Maximum number of users per tenant Number of external user invitees

With Office 365, Microsoft thinks about security, compliance, and privacy as having two equally important dimensions:  Service-level capabilities that include technical features, operational procedures,

and policies that are enabled by default for customers using the service. Customer controls that include features that enable businesses to customize the

Office 365 environment based on the specific needs of their organization. 

See the Office 365 Trust Center (http://trust.office365.com) information portal for more information

Security, compliance, and privacy

Opened and downloaded documents, viewed items in lists, or viewed item properties (This event is not available for SharePoint Online sites)

Edited items Checked out and checked in items Items that have been moved and copied to other location in the site

collection Deleted and restored items Changes to content types and columns Search queries Changes to user accounts and permissions Changed audit settings and deleted audit log events Workflow events Custom events

Audit log events

Available audit reports Content modifications. Reports changes to content, such as modifying, deleting,

and checking documents in and out. Content type and list modifications. Reports additions, edits, and deletions to content types. Content viewing. Reports users who have viewed content on a site. In SharePoint Online, this

report will be blank as these events are not captured during auditing. Deletion. Reports what content has been deleted. Run a custom report. You can specify the filters for a custom report, such as limiting the report

to a specific set of events, to items in a particular list, to a particular date range, or to events performed by particular users.

Expiration and Disposition. Reports all events related to how content is removed when it expires.

Policy modifications. Reports on events that change the information management policies on the site collection.

Auditing settings. Reports changes to the auditing settings. Security settings. Reports changes to security settings, such as user/group events, and role

and rights events.

The administration experience in SharePointOnline has been dramatically streamlined

Customers should map their existing management practices and governance policies and procedures to the new admin experience, and mitigate any changes/reductions in capability

Summary

Summary Moving to the cloud is more than moving

content Think of how your SharePoint Online

administration fits into the Office 365 management continuum

Governance is critical to the long-term success of your environment, and spans more than just SharePoint

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Christian BuckleyChief Marketing Officerand Office 365 MVP

cbuck@beezy.net@buckleyplanet/IN/ChristianBuckley

Thank you!