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.
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.
July brought a multitude of innovation across Microsoft 365 and SharePoint. Microsoft have been bringing both new experiences and refinements to help improve your productivity and give users more ways to disseminate their work, voice, and consume information from colleagues.
Last month brought: A New Employee Onboarding Hub, Hub permissions for visitors, SharePoint Migration Tool (SPMT) support for SharePoint Server 2019 (GA), Microsoft Lists, Quick Edit improvements, Add to OneDrive, and more.
Build your intelligent intranet on SharePoint in Microsoft 365 and get the benefits of investing in business outcomes - reducing IT and development costs, increasing business speed and agility, and up-leveling the dynamic, personalised, and welcoming nature of your intranet.
New Employee Onboarding Hub (NEO for short).
The NEO hub helps organisations guide new employees from the onset of their first day on the job. The hub provides new employees with the resources, support, and general information they need. It also helps connect them to important people, communities, and culture awareness. It also helps stakeholders contribute to the successes of new employee onboarding.
New Employee Onboarding (NEO) hub, based on SharePoint, helps customers improve their new hire onboarding experience.
To get it, simple head over to the Look Book site: lookbook.microsoft.com - View the designs > Solutions > "New Employee Onboarding Hub".
This is an optional feature for both hubs and associated sites which allows for greater viewer access to content and improved discoverability across sites. After enabling a hub to sync to associated sites, hub owners can specify access by invidividuals, security groups, or Microsoft 365 groups. The new visitor permissions will become activated the next time the viewer accesses the hub.
Sync hub permissions to associated sites from the hub Permissions pane.
Associated site hub owners can disable the sync for sites that need to remain private from the rest of the hub.
SMPT is designed for migrations ranging from the smallest set of files to a large scale enterprise migration. Bring your information to the cloud to take advantage of the latest collaboration, intelligence, and security solutions with Microsoft 365.
This past month, Microsoft have moved beyon public preview and made migrating from SharePoint Server 2016 generally available (GA).
Use the SharePoint Migration Tool (SPMT) to migrate file shares or SharePoint Server sites to SharePoint, OneDrive, and Teams - all in Microsoft 365.
In review, SPMT lets you migrate content to SharePoint, OneDrive and Teams from the following locations:
Screenshot of the intelligent intranet resource center
Microsoft 365 is designed to be a universal toolkit for teamwork - to give you the right tools for the right task, along with common services to help you seamlessly work across applications. SharePoint is the intelligent content service that powers teamwork - to better collaborate on proposals, projects, and campaigns throughout your organisation - with integration across Microsoft Teams, OneDrive, Yammer, Stream, Planner and much more.
Microsoft Lists begins roll out starting now with the Lists app in Microsoft 365 and eight ready-made templates. The Lists app is the central place for all the lists you access across different sites, with the ability to create new lists using the + New List button.
The Microsoft Lists app in Microsoft 365 - a home for all your lists.
Use ready-made templates as you create new lists - above shows the preview when using the Event itinerary template.
Microsoft Lists is a Microsoft 365 app that helps you track information and organise work. Lists are simple, smart, and flexible, so you can stay on top of what matter most to your team. Track issues, assets, routines, contacts, inventory and more using customisable views and smart rules to keep everyone notified and in sync. With ready-made templates, you can quickly start lists online, on the coming movile app, or with Microsoft Teams. And because it's part of Microsoft 365, you can rely on enterprise-ready security and compliance.
Fixed row height | When in Quick Edit, you will see a new layout options "Fixed Height" within the view drop-down menu. This layout will adjust the height of all rows to the same height to optimise vertical spacing.
Improved Row Selection | You will see an updated way for selecting single or multiple items. this, too, supports existing copy/paste and drag-to-fill, applicable to multiple rows when using shift+selection. And when navigating and interacting via keyboard key strokes - like what we talked to John Sanders about - a consisten keyboard navigation approach.
There were also a number of visual updates | You'll see new grid lines, an improved on-hover experience when using your mouse around the grid, themed colour bars on the side of list items - including error messaging, a "Create New Item" button at the bottom of quick edit for creating new items inline, and updated column header drop-down menus.
Sticky first column appears while in Quick Edit mode | As users scroll horizontally across a list or documentary library in Quick Edit, the far-left column remains in place.
The new Quick Edit experience showing some of the innovation: updated grid lines, multiselect, Add new button, visual cues and more.
Microsoft have improved the image upload experience - including mobile camera support. You simply add a new Image column and upload images for that list item of file. This is a default column when using the new Asset manager template, and is a column type that can be added to any list or library.
The new image upload experience for lists items - shown above adding a device photo to an inventory list.
"Title" is a good column title title, and now you're en'Title'd and empowered to rename it to whatever you want. Now you can rename the default Title column title and the change will be reflected everywhere - in quick edit, on the associated view, and in the list form.
Rename the Title column to your preferred name.
Much of Windows and Microsoft 365 is navigable via keyboard, and this month, SharePoint pages joined in. This month we released a way to see all the pages keyboard shortcuts you can take advantage of when authoring text, navigating the page or performing undo/redo/ Just click Shift + ? when in page edit mode to bring up a list of available keyboard shortcuts. I'm particularly fond of Ctrl + K and Tab - huge time savers.
When in page edit mode, click Shift + ? to bring up the page keyboard shortcuts.
Learn more about working with SharePoint pages.
You can enable Data Loss Prevention (DLP) to automatically block external access to new OneDrive and SharePoint files until they have been fully scanned by the service for sensitive information - including search freshness and indexing.
Create and manage DLP policies on the Data loss prevention page in the Microsoft 365 Security and Compliance Center.
If the file has no sensitive content based on the DLP policy, then guests can access the file. If the policy identifies a file with sensitive content, then guests continue to be prohibited from access the file.
Note: There is no change to existing restrictions on guest user access to sensitive files. To mark new files sensitive by default, you will need to change a tenant property using PowerShell and cmdlet. You need to enable at least one DLP policy covering all SharePoint and OneDrive content.
It's time for a coherent task management experience in your hub for teamwork - Microsoft Teams. The new Tasks experience bring together Microsoft Planner and Microsoft To Do into Teams, giving you one place to manage your team plans and individual tasks.
Tasks in Teams, show on mobile on the left, web on the right.
This enables you to add shared folder shortcuts directly to your OneDrive. Shared folders include content that others shared with you through their OneDrive or content that is a part of your shared library in Microsoft Teams or SharePoint.
With Add to OneDrive, not only can you bring all your shared content into one place, but you can also work with the shared content with the same power and flexibility as if they are files you own. This means that the added content can be synced, shared, and collaborated on - and that it retains all existing security and compliance policies. Once added, the "Add to OneDrive" shortcuts show up in OneDrive on the web, within Windows File Explorer or Mac Finder, in Teams, and in the OneDrive mobile apps.
It's a noisy world and not every video is produced in a nice studio - often onsite and unable to get everything quiet. Noise suppression, when turned on by video owners, allows viewers to isolate speech from other sounds and music during playback. Noise suppression can be switched on or off for each newly uploaded video.
Turn noise suppression on for a video.
The outcome is the ability to focus on the person speaking, not what's happening around them. This makes things like remote workplaces and virtual classroom content much more effective. This, too, is the same technology you've been hearing about from a Microsoft Teams meetings perspective.
We would be happy to explain any of the above features in more detail and how they could benefit your organisation.
Keep your Dropbox (or other cloud file service) with Microsoft Teams.
Your organisation has made the sensible decision to move to Microsoft O365 because it is the right thing to do.
The IT department have been tasked with migrating documents to SharePoint and OneDrive from Dropbox (or another cloud service).
When migrating documents, it is always best to review what documents exist, who has access to them, if they are shared externally, if there are requirements to keep them as records, when were they last used and do they really need to be migrated? Maybe a lot of documents could just be deleted.
The IT team cannot answer all these questions themselves and must speak with document owners and users. Generally, if a user is asked what needs migrating they will instantly reply "Everything".
If you ask the same user to go through all documents and decide which document library to migrate them to and what metadata should be added then they will quickly change their mind about migrating everything and say, "Just leave everything where it is and I will start afresh in SharePoint".
The ideal migration plan would be somewhere between the two.
The way forward is to spend some time making users aware of all the ways that using SharePoint and OneDrive will improve the way they work with documents. Show them a well-built document library as an example. This should allow them to quickly make a well-informed choice about the most important documents to move over, the documents to delete and the documents that should maybe stay where they are.
Generally, it is not a good idea to leave documents where they are but rather create an archive area in SharePoint for these documents. This is mostly unmanaged and read-only so that if a user feels the need to edit a document, they must first move it to the correct place in SharePoint or OneDrive. At least these documents are now searchable, accessible, secure and backed up.
So which documents would you consider leaving where they are?
Users may have been successfully working with Dropbox to share documents with their team and external partners. Whilst these could be moved to SharePoint these would cause major disruption to ongoing projects and require retraining of the team and external partners.
With the Introduction of Microsoft Teams, it is easy to have the best of both worlds in an easy to use interface that shows all your documents in the same place as seen in the images below.
If you are considering deploying Microsoft Teams or would like to know more about the services we offer please call Adepteq on 0800 6444 365 or Contact Us and we will be happy to help.