A new vision for Microsoft Stream encourages users to create, share, discover, and manage video.

With video that will be stored in Microsoft 365, the new version of Stream builds on the rich content management features of SharePoint and unlocks the intelligence of Microsoft Graph to enhance videos across Microsoft 365. The earlier version of Stream will now be known as Microsoft Stream (Classic) and the new version will be known as Microsoft Stream (built on SharePoint) or Stream (on SharePoint).

Microsoft Stream is an intelligent video app in Microsoft 365 that is being reimagined and rebuilt to integrate seamlessly with applications across the suite. You can create, share, discover, and manage video as easily as any Office document.

Video and audio files will be stored on the SharePoint files platform within Microsoft 365 like all other file types. SharePoint powers file experiences for Microsoft Teams, OneDrive, Yammer, and Outlook. This will provide the best of both worlds:

Customers who want to create future-proof video experiences in Microsoft 365 can start building them today with SharePoint Online and Microsoft Graph File APIs.

Vision

Stream (on SharePoint) empowers every Microsoft 365 user to achieve more with fast, intelligent videos.

To achieve that vision:

stream

To read the full article, click here. If you have any questions, please don't hesitate to contact us,

Top Tips for Microsoft Teams if you're Hard of Hearing or Deaf

If you're deaf or hard of hearing, Microsoft Teams has accessibility features that are great to ensure you get the most out of your Teams experience. The following top 5 tips are hopefully beneficial to get you started.

      1. Turn on live captions

Microsoft Teams can now detect conversations had in meetings and present real-time captions.

To use this feature, go to your meeting controls and select More Options > Turn On Live Captions (preview).

The Turn on live captions option in the Teams meeting options menu

For further information on using live captions within Microsoft Teams, visit Microsoft's blog on Using Live Captions in a Teams Meeting.

2. Pin important people in your Microsoft Teams meetings

Do you need the assistance of a sign language interpreter in your Teams meetings? You can pin their video on your screen so it's always visible no matter who is talking.

To pin a video, right-click on the video and select Pin.

    3. Use the shortcut to quickly turn your camera on or off

Making signing and lip reading as easy as possible, you can toggle your camera on or off by pressing Ctrl+Shift+O.

    4. Access meeting recordings and transcripts

After a meeting or live event has ended. you can now refer to transcripts and recordings for a record of the discussion.

For more information on Microsoft Teams recordings, read the Microsoft article Play and Share a Meeting Recording in Microsoft Teams.

5. Pop out the meeting into a separate window

Popping out the meeting into a separate window lets you still use Microsoft Teams to communicate and browse meeting related documents.

To have meetings open in separate windows, go to Settings > General, and make sure that the Turn on new meeting experience setting is enabled.

For more information on Microsoft Teams and how you can fully utilise Teams for your organisation, download our FREE Microsoft Teams PDF.

 

Transform Your Hybrid Working Experience with Microsoft Viva

Microsoft are excited to announce that all four Viva modules shared at the beginning of that journey—Viva Connections, Viva Insights, Viva Topics, and Viva Learning—are now generally available and with the purchase of just one plan, the new Viva suite, you have access to all of them. They are also announcing new capabilities and partnerships for each module and a centralised IT admin experience.

Microsoft Viva ensures every employee is a part of their organisation’s culture, expert knowledge, personal productivity insights, and key learning resources.Viva empowers every level of an organisation to address key challenges of hybrid work and employee burnout, which is a serious, common occurrence in today's working environment.

The Microsoft Viva suite: One plan for an integrated EXP

With the Microsoft Viva suite, customers get an integrated EXP that brings together knowledge, learning, communications, resources, and insights into the flow of work.

Viva Connections: Culture and communications

Viva Connections is a curated, company-branded experience that brings together relevant news, conversations, and resources in the applications and devices you use every day—and later this month, those devices will include your mobile phone.

You are now also able to add cards for Approvals, Shifts, and Tasks from Teams into your Viva Connections dashboard.

 

Viva Insights: Productivity and wellbeing

Viva Insights helps improve productivity and wellbeing through data-driven, privacy-protected insights and recommendations. Microsoft are announcing expanded capabilities to help managers and team leads navigate hybrid work and to help everyone in an organisation run more effective meetings.

microsoft viva insights

Viva Topics: Knowledge and expertise

Viva Topics applies AI to automatically organise content and expertise across your systems and teams into related topics, like projects, products, processes, and customers. That content appears as topic pages and topic centers—created and updated by AI—that enable experts to cultivate and share knowledge with wiki-like simplicity.

Viva Learning: Skilling and growth

Viva Learning brings enterprise learning into the flow of work by connecting content from your organisation, Learning Management Systems, third-party providers, and Microsoft.

 

If you would like to see how Adepteq can transform your hybrid working experience with Microsoft Viva, get in contact with us today. For more information about Microsoft Viva, read our launch post here.

To read the full Microsoft Viva article, click here.

 

In the month of November, Adepteq are excited to announce two new webinars in collaboration with Omnia- 'Supercharge your Intranet with Microsoft Viva' and 'Improve Employee Experience- The Practical Guide to a Successful Intranet'.

The first webinar will be taking place on Thursday 4th November 2021 titled 'Supercharge your Intranet with Microsoft Viva'. 

With Microsoft Viva, we get superpowers to our Intranet, and we can utilise Viva Topics as a Knowledge Management system, and Viva Connections to reach our employees with the latest news and corporate information. Join Ian Loman and Omnia's Knut Relbe-Moe, while they give you an overview of how to supercharge your Intranet with Microsoft Viva and Omnia.

Microsoft Viva helps you connect with your employees through multiple apps within Microsoft Teams. While your Intranet is typically the place where you used to look for corporate information and find news, announcements, and other important information about your company.

To find out more about this webinar and to register now, click here.

The second webinar will be taking place on Monday 18th November 2021 titled 'Improve Employee Experience- The Practical Guide to a Successful Intranet'.

Join Ian Loman and Omnia's Anders Fagerlund, while they give you an overview of how to drive implementation of a successful intranet and also an overview of Omnia, a top-ranked Intranet in a box product. Omnia shows the way to a well-used intranet and a world-class Employee Experience.

In this webinar, you will learn how to design and implement an intranet that improves Employee Experience. We will take you through the process step by step and share several solution examples that are designed for the purpose.

To find out more about this webinar and to register now, click here.

Target audience

This event is primarily aimed at roles like CIO, CDO, Business developers, Intranet or Digital Workplace Managers or similar roles within organisations planning for a new intranet based on Microsoft technology.

General information

If the date and time don’t suit you, sign up anyway and we will send you the presentation and a recording of the webinar.

This webinar is free of charge and is held in English. You can participate using a web browser or a mobile app. Unfortunately, we cannot accept registrations from private email addresses (gmail, outlook, yahoo etc.).

We look forward to having you join us, please don't hesitate to contact us if you have any questions.

Working from home and remaining creative can sometimes come with challenges such as limited space, resources and support from co-workers. Microsoft Whiteboard is a solution that makes it easier to be creative, remotely.

Microsoft Whiteboard is a free-form, digital canvas where people, content, and ideas come together. Whiteboard integration in Microsoft Teams meetings is powered by the Whiteboard web app, which lets Teams meeting participants draw, sketch, and write together on a shared digital canvas. Users can share a whiteboard to make it available to all participants in a Teams meeting. That same whiteboard is simultaneously available in all the Whiteboard applications on Windows 10, iOS, and the web app.

How do I get started with a whiteboard in a Teams meeting?

You can share a whiteboard to make it available to all participants in a Teams meeting. After joining a Teams meeting, click the Share icon in the share tray of that meeting.

  1. In the Whiteboard section, select Microsoft Whiteboard.

Note: The ability to start a new whiteboard is currently limited to the Microsoft Teams clients on Windows 10, macOS, and for the web. The Teams apps for iOS and Android cannot initiate sharing a whiteboard, but they can collaborate once a whiteboard is shared.

How do you use the whiteboard in a Teams meeting?
A soon as the Whiteboard canvas has been started, Teams meeting attendees can ink and type collaboratively. To add ink, click the Pen icon, select a colour, and then begin to draw, sketch, or write on the board. To add text, click the Note or Text icons, and then begin to type. These objects can be moved around on the canvas.
If a Teams meeting is recorded, will it include Whiteboard as part of the recording?

If you share a whiteboard during a Teams meeting that is being recorded, it will not be part of the recording. Microsoft are yet to announce when this feature will be available.

Can I access and continue working on a whiteboard after a Teams meeting ends?

After a Teams meeting, its whiteboard will be available to all participants from the Teams meeting chat, in a tab labelled Whiteboard. The whiteboard will also be available in the Board Gallery in the Microsoft Whiteboard apps for Windows 10 and iOS, so that meeting attendees can continue collaborating on a whiteboard even after a meeting has ended.

Can anyone start or ink on a whiteboard in a Teams meeting?

Teams meeting attendees within the same Microsoft 365 tenant can collaborate on a whiteboard. Anonymous, federated, or external users are not yet supported. Microsoft are yet to announce when collaboration will be added as a feature.

So where can Microsoft Whiteboard integration with Microsoft Teams take you? At Adepteq, we are delighted that Microsoft have given organisations the resources to remain engaged, creative and experimental through a collaborative feature such as Whiteboard.

If you would like to see how your workplace can enhance creativity and productivity during the pandemic and working remotely, contact us now to discuss your options.

Click here to read the full Microsoft Whiteboard Release Article.

Our 'Protecting your Microsoft 365 Data' webinar in the first week of February was a success!

On the 2nd of February we partnered up with Datto to deliver a webinar about Adepteq Microsoft 365 data Protection. Software-as-a-Service (SaaS) is an intelligent way to deliver applications over the internet. These SaaS apps have revolutionised the way we do businesses. It allows companies to limit installation and maintenance of software by accessing applications with a click of a button. The most popular SaaS application suite in the commercial marketplace is Microsoft 365 (Office 365), which also means it is the most heavily targeted by bad actors. 

Feeling unsecure and want to know how we can protect your data?
Adepteq Datto SaaS Protection helps you to remove the risk of losing any or all of your data with a simple, automated and secure backup of your Office 365 Data.
The following topics were covered:
Introduction to Adepteq
Microsoft’s backup recommendation
The threat landscape
How to protect your data Ransomware in action (demo)
Recovering your data - Adepteq Microsoft 365 Data Protection
You can watch the full webinar on our Youtube Channel by clicking the following link:

If you would like to hear more about Adepteq SaaS protection, head over to our contact page and request a call.

In this atypical year, many of us have discovered a new sense of appreciation for our computers as critical tools to get work done. Now more than ever, we are looking for new ways to be productive on our laptops and desktops. Microsoft 365 delivers great experiences that help users work easier and faster on their favourite devices. With this in mind, we want to share some of the latest Microsoft 365 innovations that can make you even more productive on a Mac.

Universal app support for Macs with M1 is here

Microsoft have announced they are releasing new versions of many of their Microsoft 365 for Mac apps that run natively on Macs with M1. This means that now the core flagship Office apps - Outlook, Word, Excel, PowerPoint, and OneNote - will run faster and take full advantage of the performance improvements on new Macs, making you even more productive on the latest MacBook Air, 13-inch MacBook Pro, and Mac mini. The new Office apps are Universal, so they will continue to run great on Macs with Intel processors. The apps are not only speedy, but they also look fantastic as they have been redesigned to math the new look of macOS Big Sur. Here is a peek at Outlook on the new 13-inch MacBook Pro.

If you have automatic updates turned on, you will start to receive these updates now. Otherwise, you can go to the Mac App Store and click the updates tab, or with Microsoft AutoUpdate, you can go to your Office app's Help menu and choose Check for Updates. Plus, find more commonly asked questions on Microsoft's support page.

With more than 115M daily active users, Teams has become a critical part of the way many people are navigating the current situation. Teams allows you to meet, chat, call, and collaborate all in a single app. And, when people work in Teams, they all get the full breadth and depth of Microsoft 365. Microsoft Teams is currently available in Rosetta emulation mode on Macs with M1 and the browser. We are working on universal app support for M1 Macs and will share more news as our work progresses. Download the Teams app for your Mac here.

Universal app support for Macs

Microsoft 365 experiences made for Mac

Over the past months, Microsoft have redesigned the experiences in the flagship apps for Mac with a focus on simplicity to improve ease of use. The new Outlook for Mac looks great with a redesign that matches the new look of macOS Big Sur, and an updated Office Start experience for Word, Excel, PowerPoint, and OneNote for Mac that incorporates the Fluent UI design system. This means that Microsoft 365 apps enable you to be more focused with immersive experiences that are easier to use right from the first screen. Experiences that feel both unmistakably Microsoft 365 and include elements that are native to the look of macOS so they are also unmistakably made for Mac. The new Office Start experience will be available next month.

Universal app support for Macs

Microsoft have announced support of iCloud account in the new Outlook for Mac. This will enabled you to organise work and personal emails, contacts, and calendars together in one app so it is easier for you to stay connected to what matters. We will start to roll this out using the new Outlook for Mac in the coming weeks.

Universal app support for Macs

Work your way

Another area of focus is to make Microsoft 365 apps work the way you do. Through many new innovations on Mac apps, Microsoft's goal is to help you get work done in more simple and intuitive ways.

Tell Me is a search box that quickly gets you to the Office tools you need or actions you want to take by just typing what you are looking for in Word, Excel, PowerPoint, or OneNote for Mac. Microsoft Search in the new Outlook for Mac allows you to type out your query or question using language you use every day to find emails, events, and files - no fancy syntax needed. These capabilities help simplify how you use Microsoft 365 apps to achieve more and are now available to all Mac users.

A commonly used productivity hack is to use your phone to capture images of important information you want to work on. With Data from Picture, you can take a photo of a table directly on your iPhone and turn it into data you can edit in Excel for Mac. This handy new feature uses Continuity Camera on your Mac and is also available now.

Work your way​ - Microsoft 365 for Mac

Voice input is a growing part of our digital lives and can be a great way to simplify your workflow. A new dictation toolbar with voice commands for creating content with your voice is coming to Word and Outlook for Mac. In addition, to help you check spelling, correct grammar, and get writing style suggestions, Microsoft will enabled Microsoft Editor in Word for Mac. These updates will be available to users with access to Microsoft 365 for Insiders in early 2021.

New ways to work together

The shift to remote work highlights the need for teams to collaborate with agility, while ensuring sensitive data stays secure and meets compliance requirements. The Microsoft 365 app teams have been busy getting modern collaboration and compliance capabilities ready so you can work from home more effectively on your Mac.

Sharing your calendars in Outlook with your co-workers helps you manage your time more efficiently. By giving access to participants' calendars through simplified permissions, planning meetings and events is quick and easy. Based on the Microsoft sync technology and connected architecture, Outlook can provide reliable and faster synchronisation of calendar events across Mac, Windows, iPhone, Android, and Web, keeping you on track of your time your way. The new Outlook for Mac will support shared calendars for customers subscribed to the Office Insider Mac Beta Channel in the first months of next year.

When creating new content as a team, the ability to collaborate around documents and presentations becomes especially valuable when your team is not in the same location. The new modern commenting experience in Word for Mac enables a contextual view of comments that allows you to focus on your content without missing active comments by contributors and reviewers. Modern commenting also includes improved @mentions in PowerPoint and Word for Mac that make it easier to reply to comments. The new @mentions experience is available now in PowerPoint for enterprise users. Modern commenting for Word is in the Office Insider Beta Channel now and coming to Current Channel Preview in February 2021.

New ways to work together​ - Microsoft 365 for Mac

Have you ever collaborated with someone in a worksheet and suddenly your view changes and you are unable to finish you work? This can often happen when an active collaborator adds filters or sorts the data in a table of a shared worksheet. Excel sheet view is a new way to create customised views to sort and filter your data without disrupting what others see. This capability is an example of customer-driven product improvement and is now available on Excel for Mac.

Last, but certainly not least, Microsoft Information Protection sensitivity labels allow you to classify and protect your organisation's data with minimal effort through manual and automatic content labeling. Manual labeling is available on Word, Excel, PowerPoint, and Outlook for Mac. Automatic labeling is coming to these same apps for Microsoft 365 E5 customers in early 2021.

If you want to try out new Office features first and make a difference in the products you use every day, please join the Office Insiders and check out the Mac channels.

Adepteq will help you with any questions or concerns you have about Microsoft 365 and any related applications. Call us on 0800 6444 365, or contact us via our website and let our team of experts help you with what you need.

This month Microsoft have announced that many top requested features - like background noise suppression in meetings - are coming to Teams and other Microsoft 365 services. Read on for details on those, plus the highly anticipated Microsoft Endpoint Data Loss Prevention and other new features across Microsoft 365 to help make it easier to pick up where you left off, keep track of your notes and tasks more easily, sketch out Amazon Web Services (AWS) application architectures in Visio for the web, and more.

New apps, noise suppression, and more for Teams

This month, Microsoft are announcing the general availability of Teams apps for meetings, expanded Forms integration, and new capabilities that make it easier to build apps and bots right within Teams.

Enrich your meeting experience with Teams app - Typically, collaborating with an app during a meeting required someone sharing their screen while they updated tasks, set reminders, managed requests, an more. This month, Microsoft have announced that you can now bring the capabilities of many of these apps directly into the meetings experience for everyone to interact with, making the time your team spends together more effective and collaborative before, during, and after your meetings. Checkout the new Teams apps for meetings now available in the Teams app store, including Asana, HireVue, Monday.com, Slido, and Teamflect (with more on the way), as well as familiar apps built by Microsoft such as Forms. If you're a partner or developer, learn more about creating Teams app for meetings here.

Teams Apps for meetings

Quickly gather feedback in Teams meetings with polls - Polls are a great way to turn passive listeners into active participants. Forms' integration with Microsoft Teams now brings the power of polls to meetings, helping you conduct more engaging, informative, and productive meetings. Meeting presenters can prepare polls in advance and launch the polls during meetings that attendees can easily view and answer. The new Forms polls for meetings is currently rolling out and will reach you soon. You can get started by updating your Teams app and adding the Forms app to your meeting tabs.

Remove unwelcome background noise in Teams meetings  - Earlier this year, Microsoft released the ability to minimise distracting background noise in videos on Microsoft Stream. They are now bringing this technology to Teams meetings. This real-time noise suppression will help remove unwelcome background noise during your meetings, making easier to hear speakers in loud and distracting environments. Noise suppression is rolling out to all users now.

Automate routine tasks without leaving Teams - Also new this month is the Power Automate app for Teams. The app provides a lightweight designer experience and a number of templates to help you quickly get started building workflows right within Teams. This new app makes it even quicker and easier to automate routine tasks within Teams. To get started, make sure you're running the latest version of Teams.

Easily build and deploy apps and intelligent chat bots in Teams - In September, Microsoft announced a new Power Apps and a new Power Virtual Agents app for Teams, running on a built-in low code data platform, now called Microsoft Dataverse for Teams - making it easy for creators to quickly build and deploy apps and bots for Teams - now those apps are generally available. Teams users can easily build applications and bots directly within Teams without needing to deal with connecting to storage, managing integration, or switching applications. Dataverse for Teams makes the back-end tech logistics of creating and deploying business process solutions in Teams easier than ever. Built-in security and governance features provide seamless control of access to apps, bots, and flows, as well as their underlying data.

Find and share information more quickly

New capabilities help make it easier to find notes while working across Microsoft 365, capture and share content, and pick up where you left off.

Easily reference your notes when working on a OneNote page - Last month, Microsoft announced the OneNote feed for Outlook on the web, which conveniently combines your notes across Sticky Notes, recent OneNote pages, and even Samsung Notes so you can easily reference them while composing you mail. This makes it easy to reference your notes when working on a OneNote page and capture any new thoughts you have by creating a Sticky Note in your feed without having to leave OneNote. The OneNote feed is available in OneNote, OneNote on the web, OneNote for Windows 10, Outlook on the web, and Outlook.com. To get started in OneNote, click the Open feed icon in the top right corner of the OneNote app window to display the feed pane.

Capture and share web content and more in Microsoft Edge - This month, Microsoft released two new features to help make you more productive and find information more easily. First, Web capture in Microsoft Edge lets you easily capture and mark up web content, and then save or share it - simply drag a box to select what you want to capture even if you need to scroll. Second, Microsoft have added news and information from your favourite content providers in a new "My Feed" section within the enterprise new tab page. This customisable feed sits alongside your Office 365 content and is deigned to keep you connected to information most relevant to your industry or your company.

Quickly pick up where you left off on recent files and more in OneDrive for iOS - A new home experience on the iOS mobile app for OneDrive will help you quickly pick up where you left off on recent files and easily re-discover memories from the past. Plus, you can now add a OneDrive widget to your iPhone home screen that displays your photo memories on this day across previous years. See your recent files and One This Day photos as soon as you open the OneDrive app. To get started, updated your OneDrive iOS app.

OneDrive family and group sharing now available

OneDrive family and group sharing now available - OneDrive has always made it easy to share docs, photos, videos, albums, and folders. But until now, sharing to a group of people meant typing in the names of all the people you wanted to share with. Last month, Microsoft simplified the process with one-click sharing to family and groups. Once you predefine your family or friend group, you'll be able to share a photo, album or important document to your group with one click. Family and group sharing are available in OneDrive for the web and included in all free and paid OneDrive consumer plans, as well in Microsoft 365 Personal and Family plans.

Hear Office documents read aloud to you on Android phones - As you move through your busy day, sometimes it's easier to hear your document read aloud to you. Now you can use Read Aloud to do exactly that in Word for Android phone and in Word on the Office app for Android. New voices offer a more natural and pleasant listening experience. You can easily pause and resume Read Aloud as well as adjust the voice speed. To get started, open the Word or Office app on your Android phone, go to the Review tab, then tap Read Aloud.

Get Yammer notifications in your Teams activity feed and more - This month, Microsoft are announcing several new and upcoming features in Yammer. Coming soon, notifications from your Yammer announcements and mentions will show up in your Microsoft Teams activity feed if you have the Communities app installed. Microsoft are also now rolling out an updated experience in the Yammer Tab for Teams that brings modern capabilities like pinning, cover photos, live events, and more. Finally, also released this month is support for Yammer Q&A insights in Microsoft Productivity Score, and interactive guide to get the most out of Yammer, and an updated experience for topics and hashtags in Yammer.

Prevent data loss and diagram your IT solutions

New capabilities make it easier to prevent data loss on endpoints and sketch out IT solutions build on ASW.

Protect sensitive information on your endpoints - In July, Microsoft announced the public preview of Microsoft Endpoint Data Loss Prevention (DLP) which extends your data protection capabilities to devices. Now generally available, Endpoint DLP enables organisations to enforce policies that identify and prevent risky or inappropriate sharing, transfer, or use of sensitive information consistently across cloud, on-premises, and endpoints. Microsoft are also adding new capabilities to a public preview based on feedback from customers - such as adding enforcement actions and locations-based sensitivity, a new dashboard in Microsoft 365 compliance center to manage DLP alerts, and more.

Watch this mechanics video or visit Microsoft's documentation page to learn more.

Sketch your Amazon Web Services (AWS) architecture in Visio for the web - Diagrams are a great way for cloud architects to visualise the degisn, deployment, and topology of IT solutions built on AWS. Microsoft have announced that they have added support to build AWS diagrams for various topologies and service interactions in Visio for the web. More than 400 shapes are available to help architects redesign existing infrastructure diagrams, conceptualise application architecture, or visualise the current state of your cloud environment and plan for the future. To help you get started easily, Microsoft have provided a few starter diagrams using various AWS services. Go the the Visio web app homepage and select your preferred diagram template to quickly start visualising your AWS infrastructure.

As you continue your navigation to a more sustainable, hybrid workplace, Microsoft are developing technologies that help your people and teams thrive. From building low code apps right within Teams to new AI capabilities to help you manage tasks more easily, all of these updates are aimed at enabling your people to collaborate productively, securely, and safely from anywhere.

Adepteq will help you with any questions or concerns you have about Microsoft 365 and any related applications. Call us on 0800 6444 365, or contact us via our website and let our team of experts help you with what you need.

With today's reality of remote work and online learning, people need the ability to share content - documents, presentations, photos, videos, lesson plans, you name it - to get work done. And because of this, security around internal and external sharing is more important than ever before. While the ability to share content with colleagues both inside and outside the organisation helps people stay productive and connected, you must protect against risks. Accidental sharing of sensitive information or sharing with unintended recipients can pose a threat to the integrity and privacy of your data, people, and devices. OneDrive helps you define secure, virtual perimeters for sharing content, educate people about your policies for secure collaboration, and monitor how people share to discover and address gaps. In this practical guide, you'll learn about how you can easily manage secure external sharing.

DLP Policies - One Drive

Establishing boundaries to help prevent critical mistakes

The first things to consider when it comes to external sharing are the hard sharing restrictions for your organisation. Depending on your business or industry, you may have different requirements that you must meet for protecting sensitive information. You should also consider what behaviors you want to prevent entirely when people in your organisation share information. For example, are you worried about users enabling anonymous access to files containing sensitive information, such as financial data, or personally identifiable information, such as credit card numbers, Social Security numbers, or health records? Or are you more concerned about leaking company IP? The best first step is to talk with your Security, Legal, or Compliance teams to understand their requirements.

OneDrive Security groups

In addition, OneDrive, together with Microsoft 365, includes a robust toolset of combating ransomware, retaining critical data, and meeting litigation requirements - all of which grow more critical as more organisations shift to remote work. If you're in a highly regulated industry like Finance, Energy, or Government, tools such as Information Barriers can help you control risks like insider trading and demonstrate that control for regulators.

Another example of how OneDrive helps you establish these specific boundaries is by enabling you to limit external sharing to specific groups of users. For example, Sales and Marketing may need permission to use Anyone links to share information with a broad number of vendors and customers. One the other hand, you may want to give HR and Finance permission to share information only with external users who authenticate their identities before accessing files. Now, you can add and manage security groups to determine who can share content externally - and who they can share it with. Bottom line, setting up security groups helps reduce the chance that someone who's busy or distracted will accidentally share the wrong information with someone outside your organisation.

Sharing Setting in OneDrive

Setting people up for successful collaboration

Collaboration is absolutely critical for both remote work and online learning. But when people are working, security usually isn't foremost in their minds. The power of OneDrive is that it provides rich capabilities that enable them to share content and collaborate securely by default. In OneDrive, you can set up your organisation's policies so that people who tend to click Share and go about their business have less permissive sharing options - and you can also let people choose more permissive options as needed. You do this by specifying the type of link that's selected by default when people share files in OneDrive: anyone, people only inside the organisation, or specific people. You can also set the permission to either view or edit. This way, employees, teachers, or students can't accidentally share information with anyone outside the organisation or externally share content that is meant for internal use only.

Share error message

Another great example of helping people be successful is setting up expiration policies. This ensures that external users won't retain access to your content indefinitely, and helps prompt people in your organisations to periodically review who they've given access to their files. You can also easily revoke access that was previously granted.

Educating people about secure collaboration

With long daily to-do lists, people are often trying to get through tasks as quickly as possible and mark them complete. The last thing you want to do is slow them down by preventing them from sharing files. That's why Microsoft built quick reminders and help into the OneDrive UI to remove some of the burden from your IT help desk. So if you've set up your environment for internal sharing only, when someone tries to share a file externally, they immediately see an error message that lets them know external sharing isn't permitted. You can also set up custom help links, so employees can quickly and easily get in-context assistance and direction, such as instructions for singing up for a training course on protecting company information.

OneDrive - Audit Log

Unfortunately, shadow IT can still pose a problem. If some people need to share information or get feedback on a document quickly, they may choose more familiar apps - or an app suggested by a client, to share files. That's why you need to help people see why using unapproved commercial apps can pose a security risk - and what tools you've provided instead to help make their jobs easier. You can also offer training courses for staff or students to complete for them to be added to a group with external sharing permissions. Creating a portal that people can access for further education around the right apps to use and secure sharing policies to follow can also help to reduce risk from information leakage, especially for new hires or students.

Monitoring sharing to help keep data - and people - safe

Establishing sharing boundaries for your organisation and educating people about your external sharing policies helps you spend less time managing requests and troubleshooting issues, so you can focus on other priorities. Instead, you can monitor OneDrive activity across your organisation or school to see what people are doing. Using the information on the Productivity Score page of the Microsoft 365 Admin Portal, you can spot patterns that alert you to abnormal or suspect usage and adjust sharing and security policies to adapt or address issues. Understanding usage patterns can also help you develop and revise education materials to improve information security, which can help lessen the burden on your security team. You can also review audit logs to detect anomalies, such as people who are sharing or downloading more files than usual, and external sharing reports to help you gauge sharing behaviour and provide insights that you can use to improve best practices and education across the board.

For more information on OneDrive or anything Microsoft 365 related, call us today on 0800 6444 365 or contact us via our website!

Check out our Latest News & Blogs.

During Microsoft Ignite 2020, Microsoft announced several innovations for SharePoint administration and migration and security. In addition to this news, they produced three on-demand videos to provide a clear first look at these announcements plus showcase how to better manage and secure your productivity cloud investment.

SharePoint and OneDrive in Microsoft 365 enables enterprise-grade content security in compliance with privacy and legal requirements. Beyond innovation, take a moment to learn more about the SharePoint admin role in Microsoft 365 to best manage sites, secure content, control external sharing, move content into Microsoft 365, manage metadata, and more.

SharePoint admin, migration, and security on-demand session videos

1 | "Monitor and manage SharePoint in Microsoft 365" by Dave Minasyan, Rk Menon, and Trent Green
SharePoint admins, this session is for you. The intelligent intranet is personal, collaborative, and ever changing. This session focuses on upcoming enhancements to the SharePoint admin center - an updated home page, new site management, content services reporting, combined OneDrive admin settings, and more. Join in to see what's coming next to monitor and manage the state of your organisation's intranet get informed of all the latest enhancements, and utilise the new experiences to stay productive:

Learn more how to get started with the SharePoint admin center in Microsoft 365

2 | "What's new to easily migrate your content to Microsoft 365" by Eric Warnke and Yogesh Rat naparkhi

This is a demo-driven session on how to migrate your organisations content into Microsoft 365 with ease and speed! They focus on three areas: moving off legacy file shares, content from SharePoint Server on-premises, and other clouds storage providers like Box, Dropbox, and G Suite. Learn what's possible with our comprehensive set of first-party tools, services, and partner ecosystem to successfully migrate your content to Microsoft 365:

Learn more about Migration Manager, the SharePoint Migration Tool (SPMT), and Mover.

3 | "What's new in Security & Compliance in SharePoint and OneDrive [lead SPIN session]" by Sesha Mani

Microsoft runs on trust, as digital data grows exponentially in your organisation it is super critical to safeguard your sensitive corporate data. Microsoft is leading the way in enterprise-grade security and comprehensive compliance solutions. This session showcases what's new and upcoming for SharePoint and OneDrive services in Security & Compliance areas. It also covers how Microsoft helps you achieve zero trust security with existing controls/policies in SharePoint and OneDrive:

Learn more about the value and features of OneDrive and SharePoint security and compliance.

Bonus related session | "Microsoft Teams Administrator Updates for Compliance and Migration" presented by Jeff Teper and Jeremy Chapman.

Keep your users and data safe wherever they're working from and take a tour of all the recent upcoming updates for Microsoft 365 admins. As people work remotely or in hybrid work environments, potentially on unmanaged devices or less trusted networks, information protection is more important than ever. Jeff and Jeremy talk about and show a simple environment for everybody - from end-users to administrators, in a way where the data is secure and able to be access from any device, in any location:

Learn more about security controls in Microsoft 365 and migration options.

Contact us today if you would like us to discuss any of these topics in more detail.

Adepteq are experts in SharePointMicrosoft 365, and Microsoft Teams. Call us on 0800 644 365,  email info@adepteq.com or complete our Contact Form.

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