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

Slides of the session Getting Ready for Copilot for Microsoft 365 with Governance Features in SharePoint Premium delivered at the Collabdays Finlad. This session was focused on showcasing all the different gobernance features in SharePoint Premium that can really help on the rollout of Copilot for Microsoft 365.

1. CollabDays Finland 5.9.2024

2. Getting Ready for Copilot for Microsoft 365 with Governance Features in SharePoint Premium Juan Carlos Gonzalez @jcgm1978 |Microsoft 365 MVP & Delivery Manager CollabDays Finland 9.9.2023

3. Thanks to our awesome sponsors 👏 Platinum Gold Silver Venue sponsor Badges & Lanyards sponsor

4. Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 @jcgm1978 [email protected] https://nl.linkedin.com/in/juagon https://jcgonzalezmartin.wordpress.com/ https://www.youtube.com/@jcgonzalezmartin

5. Agenda Business & customer challenges to govern content in Microsoft 365 Governance features in SharePoint Premium to get ready for Copilot Session Recap Quick References & Roadmap Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024

6. Business challenges with data in Microsoft 365 & the arrival of Copilot for Microsoft 365 Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 + 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. Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024

8. Customer challenges Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 SharePoint is the content platform for all M365 Apps: Sprawl of SharePoint sites content Oversharing and accidental sharing Content lifecycle management 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. Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 Copilot for Microsoft 365 Microsoft Graph - Your Data - Large Language Models Microsoft 365 Apps Natural Language Web Search

10. SharePoint Premium Experiences | Processes | Governance Manage, ground, leverage content for AI Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024

11. Content Governance with SharePoint Premium Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024

12. Content Governance with SharePoint Premium Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 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. Restricted Access Controls (RAC) for SharePoint Sites Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 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. Restricted Access Controls (RAC) for SharePoint Sites Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 Latest enhancements added to RAC for SharePoint Sites: Visibility of RAC settings for site owners Customizable “learn more” links for access denial messages Insights about the sites protected by the RAC policy + users denied access due to the RAC policy

15. Restricted Access Controls for SharePoint Sites Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 RAC Setting at the tenant level

16. Restricted Access Controls for SharePoint Sites Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 RAC Setting at the site level Security Group configured

17. Demo #1 Restricted Access Controls for SharePoint Sites Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024

18. Restricted Access Controls (RAC) for OneDrive Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 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

19. Restricted Access Controls (RAC) for OneDrive Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 RAC Setting for OneDrive access Security Group configured

20. Conditional Access Policies for SharePoint Sites and OneDrive Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 Associate MFA (multi-factor-auth) and granular CA (conditional access) policies Apply advanced access policies on SharePoint Sites, Teams, and Microsoft 365 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

21. Conditional Access Policies for SharePoint Sites and OneDrive Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 Setting CA at the Site level with authentication contexts

22. Demo #2 Conditional Access Policies for SharePoint Sites & OneDrive Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024

23. Block download policy for SharePoint Sites & OneDrive Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 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 )

24. Block download policy for SharePoint Sites & OneDrive Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 Setting the Block Download Policy for a Site I nformative banner enabled once the policy is configured

25. Demo #3 Block download policy for SharePoint Sites and OneDrive Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024

26. Sites lifecycle management policies Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 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

27. Sites lifecycle management policies Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 Access to the Site lifecycle management Wizard for creating a Site lifecycle management policy

28. Demo #4 SharePoint Sites lifecycle management Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024

29. Recent Admin Actions for SharePoint Sites Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 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

30. Recent Admin Actions for SharePoint Sites Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 Panel de Acciones recientes de Sitio

31. Demo #5 Recent Admin Actions for SharePoint Sites Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024

32. Change History Report Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 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

33. Change History Report Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 Site settings changes report CSV report with the changes happened in sites in the tenant

34. Demo #6 Change History Report Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024

35. Secure Document Libraries Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 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)

36. Secure Document Libraries Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 Sensitivity label configured in the Document library Label is applied to documents uploaded/created

37. Demo #7 Secure Document Libraries Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024

38. Data Access Governance Reports Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 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 Discover potential oversharing on sites + Request site owners to review permissions on those sites

39. Data Access Governance Reports Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 Available reports

40. Demo #8 Data Access Governance Reports Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024

41. FAQs Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 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

42. Roadmap Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024

43. Session Summary Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 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

44. Quick References Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 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

45. Quick References Juan Carlos Gonzalez | @jcgm1978 CollabDays Finland 5.9.2024 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

46. Office 365 for IT Pros The best way to stay up to date with Microsoft 365: https://o365itpros.gumroad.com/l/O365IT CollabDays Finland 9.9.2023

47. Thank you! We truly appreciate your feedback CollabDays Finland 9.9.2023