Category: Microsoft 365 Governance

Who should be able to create new teams and how to handle it?

The answer is (as so often) here too “It depends”

Here are some examples of solutions you can choose based on your needs. (Of course, there are many other solutions “out there” but the tools are usually the same.)

Self-Service

If all users are able to establish new teams then you must get a provisioning solution in place before the roll-out, otherwise I can guarantee that you will get a chaos and lose control in very short time.

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Continue reading “Who should be able to create new teams and how to handle it?”

How “What’s New for me” can become “What’s new for Us”.

How do i stay updated?

In Office 365 there are a lot of news and updates all the time and it is hard to stay on top of all the stuff you need to be aware of in order to be able to plan for upcoming changes. I do my very best to stay updated on what’s new within the workloads/services that are most relevant to me and my customers. My primary sources are The fabulous “Microsoft Community”, Microsoft 365 Roadmap, Office 365 Message Center, Twitter and LinkedIn.

For me it is important to share news, updates, findings, opportunities, obstacles and general knowledge about Office 365 and most of its services. I share it with Customers, Colleagues and the Community. For me this is the best way to learn and it is also of a great value for me that my customers are informed and updated so that we have a common understanding and thus can have a dialogue on how to manage and implement everything new. Continue reading “How “What’s New for me” can become “What’s new for Us”.”

Office 365 Retention, Disposal and archiving. How hard can it be?

If you are using Office 365 and want to define rules for retention, disposal and archiving, it is not something that is particularly difficult to activate (It is rare that features are difficult to activate…).

The big job is in the planning required to ensure that you set it up correctly and that you know which labels to use in your organization to control it and which sources you should enable it on.

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What information should be saved and/or deleted and/or archived? When, where and for how long?

Often organizations have the desire that the services and solutions they will use shall be configured based on “Best Practice” (unaware that this actually requires that they themselves (often with some amount of assistance), with great probability, must do a comprehensive homework).

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We know what most people like about homework…

An organization must, simply, have a full overview and control of its information and have defined which requirements and guidelines apply before you can press the button (or ask someone else to press it).

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Have you done your homework? Does it feel like you have control over what you should know? Then, with good conscience, you can press the button (or let someone else do it).

When you have analyzed and planned carefully and have full control over the types of information you manage, You have two options:

  • Automate everything
  • Let the users themselves classify/tag the information they produce.

Regardless of which option you choose, you should first carry out an information classification project. (It is something that everyone should do regardless of having control over what information the organization handles. Especially if you are subject to some compliance requirements).

Read more about what options you have and how it actually works in Greg Taylor’s article “Office 365 Retention, Disposal & Archiving – Frequently Asked Questions (And We’ve Got the Answers!)

Oh no! What has happened to my files !!!

An accident happens so easily.

What if your files are deleted or overwritten? They may even become corrupt or in the worst case infected with malicious software. It starts to creep in the body and whizzes in the ears. The butterflies begin to flaunt in your stomach and the sweat rushes into your forehead. What in the world should you do now?

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Image by Gerd Altmann from Pixabay

If you work on a local disk, a common file area on a traditional file server or on another platform, your panic condition may be justified, but if you work in Office 365 you can very likely take a deep breath, wipe the sweat away and relatively easily fix the problem.

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If your files are located in OneDrive

You probably/hopefully already know that using the function “File Restore” in OneDrive, you can restore your OneDrive to the state it had in an earlier date (within 30 days back in time). This functionality has been available for quite some time now, but there are still many “regular” users who are not yet familiar with this.

If you are not already familiar with this functionality, you can read more about this in the article “Restore your OneDrive

If your files are located in SharePoint or Microsoft Teams

A very good information, which was communicated a few days ago, is that now the functionality “Files restore for SharePoint and Microsoft Teams” will soon be launched. The functionality is very similar to the one you already have in OneDrive. I recommend that you read the article “Restore a document library” and familiarize yourself with the possibilities and limitations.

Are you keen to read more about news in SharePoint and you will find a lot of candy in Mark Kasman’s article “SharePoint Roadmap Pitstop: April 2019“.

With this good news, I wish you a continued good and productive working day knowing that your files are in safe hands and that the good platform you already use continuously, and with increasing speed, only gets better and better.

 

Don’t let your cloud-based platform be “The Ugly Duckling”.

How do you think about buying a new or upgrading your house?

Should you build new or should you buy a used one? Whichever option you choose, the most important thing is that the new house meets the needs and requirements you have. It should be reasonably maintenance free. The roof must be tight. You want a modern kitchen and a laundry room where you know that the appliances are working. The home electronics and automation you want is something you carefully select before you mount it.

You want everything to work and it should be safe. After all, it’s your home it’s all about…

How do you think when new updates are available for your computer?

Are you one of those who would like to know what the updates mean or do you just choose to install and hope for the best? Often you have no alternative here. The updates will be installed whether you want to or not and usually contain the important security updates that are important that you get in place as soon as possible. You want everything to work and it should be safe.

After all, it’s your computer that it’s all about…

How do you think when new updates come to your cell phone?

You probably install them and enjoy new functionality and any bug fixes. This is usually relatively painless. You want it to work well and that it should be safe.

After all, it’s your cell phone that it’s all about…

How do you think about updates and new services in Office 365?

Do you spend some time evaluating and planning implementation and training or do you just let the news and updates be available to all users right away? How smart is it to let hundreds (and sometimes thousands) of users access a whole new toolbox without first informing them and giving them the training they need? How smart is it to not plan in advance for any security risks and ensure that the tools are compliant with the company’s policies?

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There are no such thing as an ugly duckling. (it is only used as a metaphor from the old tale) 🙂

Office 365 launches updates and news frequently and the frequency only increases. To be sure of achieving the positive effects the organization deserves and desires, it is necessary to have control over the updates and to have a plan for how and when to implement them. The least and most important thing to do is to ensure that you have control over what is coming and that you have a process for evaluating, planning and introducing the news. Without this, you will sooner or later fail. It does not matter if your company uses a new platform to carry out the daily work if it is not used – and is properly secured. Implementing and working in an old fashioned way on a modern platform is like putting lipstick on an ugly duckling. An ugly duckling with lipstick is still an ugly duckling.

Introduce good Office 365 Governance now and make sure that you utilize your platform in a safe and optimal way!

Don’t let your platform be an ugly duckling, ensure you let it develop to become the beautiful swan it actually is. You want your cloud-based platform to work well, bring value and that it should be safe to use.

After all, it is your company’s platform that it is all about…

 

Do You want to know/learn more about this topic you are welcome to contact me via DM on LinkedIn or Twitter.

Using policies in Office 365 in order to retain and/or delete content

Many of us are like squirrels. We collect and store more content than we can/should consume.

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After some time the content of our Office 365 Tenant becomes a “Content Flea Market”. One of the challenges with a flea market is that it is difficult to get an overview of what is valuable and what is worthless.

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What if we could have a function that cleans away old unimportant content and that also ensures that we keep current and important content as long as we need to keep it?

Surely You have a whole lot of various content stored in Your Office 365 Tenant. Probably some of this content should not be deleted and most likely You would benefit from deleting a whole lot of other content that does not qualify as useful, valid or current.

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In Your Office 365 Environment (Exchange, OneDrive and SharePoint)

  • Do you have a requirement to retain content for a minimum period of time?
  • Do You want to permanently delete old content that you are no longer required to keep?
  • Do You want to ensure that your users only work with content that is valid, current and relevant to them?
  • Do You want to be able to select where the policy should be applied?

Here is an overview of retention policies in Office 365 works and how to do implement it!