managing sharepoint within office 365
TRANSCRIPT
Managing SharePoint
within Office 365Christian BuckleyOffice 365 MVP + CMO at Beezy
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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Definitely download these ebooks!
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Christian BuckleyChief Marketing Officerand Office 365 MVP
[email protected]@buckleyplanet/IN/ChristianBuckley
Thank you!