Getting Ready for Copilot for Microsoft 365 with Governance Features in SharePoint Premium

Session delivered at the Microsoft 365 Chicago Community Days where I introduce how governance controls within SharePoint Premium are a key asset in a succesfull rollout of Copilot for Microsoft 365. The session was mostly a hands on session with multiple demos as you can see in the session recording available in YouTube: https://www.youtube.com/watch?v=MavcP6k5nU8&t=199s. For more information about Governance controls available in SharePoint Premium visit official documentation available at Microsoft Learn: https://learn.microsoft.com/en-us/sharepoint/advanced-management

1. Getting Ready for Copilot for Microsoft 365 with Governance Features in SharePoint Premium Juan Carlos Gonzalez Microsoft 365 & Microsoft Teams MVP | Microsoft 365 SME & Delivery Manager M365 Chicago Community Days | July 20th, 2024

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5. Add title for accessibility Business & customer challenges to govern content in Microsoft 365 Governance features in SharePoint Premium to get ready for Copilot Session Recap Quick References & Roadmap

6. Business challenges with data in Microsoft 365 M365 Chicago Community Days | July 20th, 2024 2 billion documents a day are added to Microsoft 365 Unstructured data is the leading contributor to data growth By 2025, 80–90% of data growth will be associated with unstructured data Traditional methods of managing content aren’t effective at this scale Organizations spend $59 billion per year storing and managing content Classification projects remain a manual effort Human errors by an organization’s own employees or at an external vendor are behind a large fraction of data breaches

7. M365 Chicago Community Days | July 20th, 2024

8. M365 Chicago Community Days | July 20th, 2024 Technology blah blah SharePoint is the content platform for all M365 Apps: Sprawl of SharePoint sites content Oversharing and accidental sharing Content lifecycle management Customer Challenges SILO’D LATENT SLOW HIGH COST INFLEXIBLE DATA CHAOS MONOLITHIC UNGOVERNED LACK OF OWNERSHIP SILO’D LATENT SLOW HIGH COST INFLEXIBLE DATA CHAOS MONOLITHIC UNGOVERNED LACK OF OWNERSHIP SILO’D LATENT SLOW HIGH COST INFLEXIBLE DATA CHAOS MONOLITHIC UNGOVERNED LACK OF OWNERSHIP

9. M365 Chicago Community Days | July 20th, 2024 Copilot for Microsoft 365 Microsoft Graph - Your Data - Large Language Models Microsoft 365 Apps Natural Language Web Search

10. M365 Chicago Community Days | July 20th, 2024 SharePoint Premium Experiences | Processes | Governance Manage, ground, leverage content for AI

11. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Content governance with SharePoint Premium (Current) Governance features with SharePoint Premium at a glance: Restricted access controls Sites lifecycle management D ata Access Governance reports Recent changes in Sites

12. Content governance with SharePoint Premium M365 Chicago Community Days | July 20th, 2024 Text Detect Monitor Take action Automate SharePoint Premium Governance Site lifecycle management (SLM) policy framework Data Access Governance (DAG) Insights Recent actions insights Change history RAC: Restricted access control (RAC) Policy for OneDrive Restricted access control (RAC) Policy for Sites GCAP: Granular Conditional Access Policies (GCAP) Collaboration Insights Site lifecycle inactive sites policy Governance Principles Monitor and discover sites with high exposure, take appropriate actions, and automate

13. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Restricted Access Controls (RAC) for SharePoint Sites RAC policy can be set at the site level. Even if individual files/folders have broken inheritance and over-shared, only RAC allowed users can access Restrict access only to a set of users/groups at site level Available for Microsoft 365 group-connected, Teams-connected, and non-group connected sites It can be setup in the SPO Admin Center or through PowerShell

14. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Restricted Access Controls (RAC) for SharePoint Sites RAC Setting at the tenant level

15. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Restricted Access Controls (RAC) for SharePoint Sites RAC Setting at the site level Security Group configured

16. Demo #1 Restricted Access Controls for SharePoint Sites M365 Chicago Community Days | July 20th, 2024

17. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Restricted Access Controls (RAC) for OneDrive Allow only a set of users, part of a security group, to have access to OneDrive files Restrict access to OneDrive only to a set of users/groups Meet any regulatory or business requirements that require keeping external or partner users away from your internal users’ OneDrive

18. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Restricted Access Controls (RAC) for OneDrive RAC Setting for OneDrive access Security Group configured

19. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Conditional Access Policies for SharePoint Sites and OneDrive Associate MFA (multi-factor-auth) and granular CA (conditional access) policies Apply advanced access policies on SharePoint Sites, Teams, and M365 Groups based on conditions such as GPS Location, IP   Address, etc Tailor the additional authentication requirements for business sensitive sites Authentication contexts can be applied through PowerShell or the use of Sensitivity labels

20. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Conditional Access Policies for SharePoint Sites and OneDrive Setting CA at the Site level with authentication contexts

21. Demo #2 Conditional Access Policies for SharePoint Sites and OneDrive M365 Chicago Community Days | July 20th, 2024

22. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Block download policy for SharePoint Sites and OneDrive Block download policy can be set at the site level. It p revents documents download for both external and internal users Data leakage is a common problem in any organization, the major root cause is users downloading files of the secure Microsoft 365 ecosystem Applicable to all file types. Special parameter for Teams Meeting Recordings when setting up the policy ( - BlockDownloadFileTypeIds TeamsMeetingRecording )

23. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Block download policy for SharePoint Sites and OneDrive Setting the Block Download Policy for a Site I nformative banner enabled once the policy is configured

24. Demo #3 Block download policy for SharePoint Sites and OneDrive M365 Chicago Community Days | July 20th, 2024

25. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Site lifecycle management policies S et up an inactive site policy to automatically detect inactive sites based on conditions and send notifications to site owners via email M anage inactive sites across your tenant from the SharePoint Admin Center Site Admins can download a CSV report with the inactive sites identified by the policy Site owners are notified monthly for three months. They can confirm if the sites are still active

26. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Site lifecycle management policies Access to the Site lifecycle management Wizard for creating a Site lifecycle management policy

27. Demo #4 Site lifecycle management policies M365 Chicago Community Days | July 20th, 2024

28. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Recent Admin Actions for SharePoint Sites Shows recent actions taken on sites, includes updates to site name, URL, storage quota, membership, etc Review and understand recent changes you have made on sites in the tenant. As well as status update on your recent actions Review the last 30 actions in the last 30 days. Export and download a .csv file detailing all the changes made

29. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Recent Admin Actions for SharePoint Sites Panel de Acciones recientes de Sitio

30. Demo #5 R ecent Admin Actions for SharePoint Sites M365 Chicago Community Days | July 20th, 2024

31. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Change history report Actions reported include updates to site name, URL, quota storage, membership, etc Review SharePoint Sites property changes made within the last 180 days by any Admin and Site Owner It’s possible to create up to 5 reports. Two report types: Site settings | Organization settings. A report can be downloaded as .CSV

32. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Change history report Site settings changes report CSV report with the changes happened in sites in the tenant

33. Demo #6 Change history report M365 Chicago Community Days | July 20th, 2024

34. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Secure document libraries It does not overwrite the label already applied to documents uploaded to the library Classify and protect files in a document library by setting up a default sensitivity label It works with Office files and PDF files (Note for PDF files you need an extra step)

35. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Secure document libraries Sensitivity label configured in the Document library Label is applied to documents uploaded/created

36. Demo #7 Secure document libraries M365 Chicago Community Days | July 20th, 2024

37. M365 Chicago Community Days | July 20th, 2024 Technology blah blah Data access governance reports (*) Control access to sensitive content by finding sites storing files with sensitivity labels applied Discover how content is being shared across the organization and identify sites that contain overshared or sensitive content Data access governance reports provide information within the last 30 days. These reports can be also downloaded in CSV format

38. FAQs A RAC policy applied to a Team connected site is not inherited in any private and/or shared channel in the Team Inactive Sites policy does not allow to set up automatic deletion of inactive sites Applying a label to PDFs uploaded in a secure document library requires some additional setup to be done M365 Chicago Community Days | July 20th, 2024

39. Roadmap M365 Chicago Community Days | July 20th, 2024

40. Quick References Restrict SharePoint site access with Microsoft 365 groups and Entra security groups - SharePoint in Microsoft 365 | Microsoft Learn Restrict OneDrive access by security group - SharePoint in Microsoft 365 | Microsoft Learn Block download policy for SharePoint sites and OneDrive - SharePoint in Microsoft 365 | Microsoft Learn Manage site lifecycle policies - SharePoint in Microsoft 365 | Microsoft Learn Review recent SharePoint administrator site actions - SharePoint in Microsoft 365 | Microsoft Learn M365 Chicago Community Days | July 20th, 2024

41. Quick References Create change history reports for SharePoint sites - SharePoint in Microsoft 365 | Microsoft Learn Configure a default sensitivity label for a SharePoint document library | Microsoft Learn Enable sensitivity labels for files in SharePoint and OneDrive | Microsoft Learn Data access governance reports for SharePoint sites - SharePoint in Microsoft 365 | Microsoft Learn M365 Chicago Community Days | July 20th, 2024

42. Session Summary Governance features in SharePoint Premium are designed to help on solving challenges to govern content in Microsoft 365 The following features are in the box: Sites lifecycle management | Restricted access controls | Recent changes in sites Monitor and discover sites with high exposure, take appropriate actions, and automate SharePoint Premium can be a key asset on a successful rollout of Copilot for Microsoft 365 M365 Chicago Community Days | July 20th, 2024

43. M365 Chicago Community Days | July 20th, 2024 Technology blah blah O ffice 365 for IT Pros The best way to stay up to date with Microsoft 365: https://o365itpros.gumroad.com/l/O365IT