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- Herausgeber: Packt Publishing
- Kategorie: Wissenschaft und neue Technologien
- Sprache: Englisch
Prepare to achieve Microsoft 365 Certified Teamwork Administrator Associate certification by learning essential SharePoint Online concepts, and answering self-assessment questions to test your knowledge
Key Features
- Cover essential topics based on the MS-300 exam, and learn with the help of detailed explanations
- Understand the collaborative features of SharePoint, both on-premises and as part of the Office 365 service
- Work through practice questions relating to business use cases for SharePoint Server and Online
Book Description
The Microsoft MS-300 exam is designed to test the knowledge and skills of administrators in deploying, configuring, and managing SharePoint Online, SharePoint Server, SharePoint Hybrid, OneDrive for Business, and Teams. This book offers up-to-date coverage of the important topics based on the MS-300 exam and features question answers and insider tips to help you prepare for certification.
Written in a clear, succinct way, the book starts by helping you configure and manage SharePoint Online. You’ll then delve into OneDrive for Business, right from managing users and groups, through to monitoring sharing and security. Further chapters will guide you through working with Teams, with an emphasis on managing identity authentication, resolving issues with the service, and even observing usage patterns. Later, you’ll get up to speed with workload integrations, covering the Yammer business communications platform, before moving on to understand how to integrate Microsoft Stream with SharePoint, Teams, and Yammer. Finally, you’ll learn to develop data governance and user adoption strategies.
By the end of this book, you'll be well-versed with SharePoint Online and have learned the essential techniques and concepts you need to know in order to pass the MS-300 certification exam.
What you will learn
- Discover the different Microsoft services and features that make up Office 365
- Configure cloud services for your environment and extend your infrastructure’s capabilities
- Understand site architecture, site settings, and hub settings in SharePoint Online
- Explore business connectivity services for view and access options in SharePoint Online
- Configure Yammer to integrate with Office 365 groups, SharePoint, and Teams
- Deploy SharePoint Online, OneDrive for Business, and Microsoft Teams successfully, including bots and connectors
Who this book is for
This book is for SharePoint developers, administrators, or those who want to explore Microsoft's teamwork solution platforms and pass the certification exam to boost their career as Microsoft Teamwork Administrator Associates. Anyone who has achieved Microsoft's entry-level admin certification and wants to progress to intermediate certification will also find this book useful.
Aaron Guilmette, a Technical Specialist at Microsoft, provides guidance and assistance to customers adopting the Microsoft 365 platform. He primarily focuses on collaborative technologies including Microsoft Exchange and Teams, but also works with identity and scripting solutions. He has been involved with technology since 1998 and provided consulting services for commercial, education, and government customers internationally. Aaron has also worked in technical certification exam and instructional design for Microsoft and other organizations. Aaron lives in the Detroit, Michigan area with his five kids, and when he’s not busy solving technical problems, writing, or running kids to events, he’s likely making a pizza.Sie lesen das E-Book in den Legimi-Apps auf:
Seitenzahl: 424
Veröffentlichungsjahr: 2020
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Deploying Microsoft 365 Teamwork: Exam MS-300 Guide
Copyright © 2020 Packt Publishing
All rights reserved. No part of this book may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written permission of the publisher, except in the case of brief quotations embedded in critical articles or reviews.
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Packt Publishing has endeavored to provide trademark information about all of the companies and products mentioned in this book by the appropriate use of capitals. However, Packt Publishing cannot guarantee the accuracy of this information.
Commissioning Editor: Pavan RamchandaniAcquisition Editor:Heramb BhavsarContent Development Editor:Keagan CarneiroSenior Editor: Martin WhittemoreTechnical Editor: Sachin SunilkumarCopy Editor: Safis EditingProject Coordinator:Manthan PatelProofreader: Safis EditingIndexer:Tejal Daruwale SoniProduction Designer:Jyoti Chauhan
First published: January 2020
Production reference: 1300120
Published by Packt Publishing Ltd. Livery Place 35 Livery Street Birmingham B3 2PB, UK.
ISBN 978-1-83898-773-2
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Contributors
About the author
Aaron Guilmette, a technical specialist at Microsoft, provides guidance and assistance to customers adopting the Microsoft 365 platform. He primarily focuses on collaborative technologies, including Microsoft Exchange and Teams, but also works with identity and scripting solutions.
He has been involved with technology since 1998 and has provided consulting services for commercial, education, and government customers internationally. Aaron has also worked in technical certification exam creation and instructional design for Microsoft and other organizations.
Aaron lives in the Detroit, Michigan, area with his five children, and when he's not busy solving technical problems, writing, or running his children to events, he's likely making pizza.
About the reviewer
April Dunnam is a Business Applications MVP and lead consultant/Solutions Architect at ThriveFast who has architected, designed, developed, and integrated solutions in SharePoint, Teams, Power Apps, and Power Automate. She is a woman who codes but teaches others to build apps and automation with zero code. An active community member, April regularly speaks at events across the country and maintains a blog, YouTube channel, and an active social media presence.
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Table of Contents
Title Page
Copyright and Credits
Deploying Microsoft 365 Teamwork: Exam MS-300 Guide
About Packt
Why subscribe?
Contributors
About the author
About the reviewer
Packt is searching for authors like you
Preface
Who this book is for
What this book covers
To get the most out of this book
Conventions used
Get in touch
Reviews
What is SharePoint Online?
Overview of SharePoint Online architecture
Introduction to Office 365 Groups
Summary
Questions
Planning and Configuring Site Collections and Hub Sites
Introduction to site collections
Classic SharePoint
Modern SharePoint
Configuring site collections
Creating, deleting, and restoring site collections
Creating site collections
Classic site
Modern site
Creating sites with PowerShell
Deleting site collections
Permanently deleting sites
Extra steps for modern sites connected to Office 365 Groups
Restoring site collections
Assigning users or groups as site collection administrators
Adding admins using the SharePoint Admin Center
Adding admins using PowerShell
Classic site collection
Modern site
Planning and configuring navigation
Classic SharePoint navigation
Enabling publishing features
Creating a term set
Creating terms
Updating the navigation
Modern SharePoint navigation
Local navigation
Hub site navigation
Global navigation
Additional resources
Designing site collection and subsite structure
Determining who will use the site
Determining the content of the site
Planning the navigation structure
Determining access to sites and content
Configuring site collection settings and features
Summary
Questions
Planning and Configuring Customizations and Apps
Customizing the look and feel
Branding
Site design automation
Site scripts
Creating a Flow
Creating the site script
Site design
Putting it all together
Navigation
Page layout
Automation and integration
Workflows
Forms and Power Apps
Programmatic site customization
Configuring the App Catalog
Planning and configuring the App Catalog
Planning and deploying apps with proper permissions and licenses
Adding an app to the catalog
Adding an app to a site
Deploying an app to a site
Removing an installed app from a site
Removing a deployed app from a site
Removing an app from the catalog
Managing app licenses
App installation permissions
Monitoring apps
Configuring SharePoint Store settings
Summary
Questions
Planning and Configuring Managed Metadata
Planning for and configuring managed metadata
Overview and terminology
Planning and configuring term store security
Adding a Term Store Administrator
Adding a Group Manager
Adding a Contributor
Planning and configuring term store structure
Creating and managing term sets
Creating a term set
Managing a term set and maintaining the term store
Creating a term
Copying a term
Reusing a term
Pinning a term
Merging a term
Deprecating a term
Moving a term or term set
Deleting a term or a term set
Importing term sets
Configuring multilingual term sets
Summary
Questions
Planning and Configuring Guest Access
Planning and configuring guest sharing and site access
How external sharing works
Enabling or disabling external sharing for the organization
Enabling or disabling external sharing for a site
Managing security options
Configuring restricted domains
Guests must sign in using the same account that sharing invitations are sent to
Allow guests to share items they don't own
Changing the default sharing link
Enabling multi-factor authentication for guests
Limiting external sharing to specific security groups
Customizing site permissions
Access Control settings
Unmanaged devices
Idle session sign-out
Network location
Apps that don't use modern authentication
Assigning guest licenses
Summary
Questions
Managing SharePoint Online
Configuring permissions and roles
Configuring User Profile properties
Managing User Properties
Managing User Profiles
Manage Personal Site
Manage Site Collection Owners
Managing audiences
Managing user permissions
Managing My Site Settings
My Site Cleanup
My Site Secondary Admin
Archiving or deleting unused artifacts
Archiving unused artifacts
Deleting unused artifacts
Deleting a classic site or subsite
Deleting a modern site or site collection
Emptying a recycle bin
Recycle Bin
Second-stage Recycle Bin
Planning for Information Rights Management
Activating the Information Rights Management Service
Applying IRM protections to lists or libraries
Modifying storage limits for SharePoint Online
Switching between automatic and manual storage management
Adjusting site storage limits
Summary
Questions
Managing SharePoint Online Search
Creating and updating search dictionaries
Managing company names
Managing Query Spelling
Managing Query Suggestions
Managing result sources
Creating a result source
Managing query rules
Managing the search schema
Managing Search Center settings
Switching from Basic to Enterprise Search
Creating an Enterprise Search Site
Swapping the site
Changing settings for Search Center web parts
Search Box
Search Results
Search Results query
Search Results display template
Search Results Settings
Search Navigation
Refinement
Monitoring Search Usage Reports and Crawl Logs
SharePoint Admin Center Classic Reports
Office 365 SharePoint Site Usage Reports
Office 365 SharePoint Activity Reports
Crawl Logs
Granting permissions to crawl logs
Retrieving logs
Summary
Questions
Monitoring and Maintaining the SharePoint Online Service
Researching, troubleshooting, and resolving reported issues
Monitoring service health issues
Monitoring SharePoint usage and usage patterns
Office 365 SharePoint site usage reports
Office 365 SharePoint activity reports
Popularity Trends
Viewing Popularity Trends for a site or site collection
Viewing Popularity Trends for a page or item in a library
Viewing the Most Popular Items in a library
Site usage
Summary
Questions
Configuring and Managing OneDrive for Business
Managing settings in the OneDrive Admin Center
Configuring storage
Managing Silent Account Configuration
Configuring notifications
Managing users and groups
Access Delegation
Assigning a secondary site collection admin globally
Assigning a Secondary Site Collection Admin per-site
SharePoint admin center method
PowerShell method
Configuring sharing and security settings
Sharing settings
Device access security settings
Access control settings
Unmanaged devices
Idle session sign-out
Network location
Apps that don't use modern authentication
Configuring sync settings
Troubleshooting
Updating the client
Repairing synchronization
Using the OneDrive for Business Troubleshooting Wizard
Summary
Questions
Managing Users and Groups
Understanding Access Delegation
Assigning secondary site collection administrators
Assigning a secondary site collection admin globally
Assigning a secondary site collection admin per-site
The SharePoint admin center method
The PowerShell method
Managing storage quotas
Default storage
Retaining files
Storage quota for an individual site
Summary
Questions
Managing Sharing and Security
Configuring data encryption in OneDrive for Business
Configuring sharing settings
Device access security settings
Access Control settings
Unmanaged devices
Idle session sign-out
Network location
Apps that don't use modern authentication
Auditing sharing activity
Enabling the Unified Audit Log
Security & Compliance Center
PowerShell
Searching the log
Identifying shared resources
Using the Power Query Editor to format exported data
Filtering the data for shared resources with external users
Using PowerShell to filter data
Loading data
Filtering data in the AuditData column
Filtering data
Summary
Questions
Managing Sync Security
Recommended Group Policy settings
Limit the sync client upload rate to a percentage of throughput
Limit the sync client upload speed to a fixed rate
Prompt users to move Windows known folders to OneDrive
Limiting synchronization for certain devices
Limit syncing to devices that are joined to specific domains
Limit syncing to domain-joined or compliant devices
Active Directory
Conditional Access for non-Active Directory computers
Blocking the syncing of specific file types
Summary
Questions
Monitoring and Maintaining the OneDrive Service
Troubleshooting reported issues
Invalid file or folder names
File locked (padlock icon)
Updating the client
Repairing synchronization
Using the OneDrive for Business troubleshooting wizard
Monitoring service health issues
Monitoring OneDrive usage
Microsoft 365 Admin Center OneDrive Usage Reports
Microsoft 365 Admin Center OneDrive Activity Reports
Summary
Further reading
Questions
Planning and Configuring Teams Settings
Overview of Teams
Configuring settings in the Teams admin center
External access
Guest access
Teams settings
Teams upgrade
Holidays
Resource accounts
Configuring email integration options
Configuring integrations with Outlook and Exchange
Microsoft Exchange Online
Microsoft Exchange Server
Microsoft Outlook for Windows
Microsoft Outlook for Mac
Microsoft Outlook for iOS and Android
FindTime for Outlook
Configuring Microsoft Teams channel email settings
Configuring and managing apps settings
Integrated Apps
Custom app policies
User custom app setup policies
Team custom app setting
Org-wide custom app setting
App permission policies
Configuring custom cloud storage
Configuring a Teams messaging policy
Configuring a Teams meeting policy
Assigning a phone number to a user
Configuring content search
Locating private channel users
Locating private channel SharePoint sites
Planning and configuring the provisioning process
Planning and configuring Teams templates
Summary
Questions
Planning Identity and Authentication for Teams
Implementing identity models and authentication
Cloud Identity
Understanding Synchronized Identity
Synchronized identity 
Synchronized identity with pass-through authentication 
Federated Identity
Configuring Guest Access
Managing Guest Access in a tenant
Guest access settings in Azure AD
Managing guest access in the Microsoft 365 Admin Center
Managing guest access settings in SharePoint Online and OneDrive for Business
Managing guest access settings in Microsoft Teams
Managing guest access in a team
Summary
Questions
Managing the Teams Environment
Deploying Teams client apps
Windows Installer package
Office 365 ProPlus
Managing visible apps
App permission policies
App setup policies
Monitoring the audit log for events
Summary
Questions
Monitoring and Maintaining the Microsoft Teams Service
Troubleshooting Teams client issues
Reviewing Microsoft Teams logs
Network communications requirements
Network performance
Researching, troubleshooting, and resolving reported issues
Monitor service health issues
Monitoring Teams usage and usage patterns
Reports in the Microsoft 365 Admin Center
Reports in the Microsoft Teams Admin Center
Summary
Questions
Integrating M365 Workloads
Managing Office 365 Connectors for Teams, Yammer, and SharePoint
Teams connectors
Yammer
SharePoint
Power Platform connectors
Managing integration with Office apps
Enabling Integrated Apps in the Microsoft 365 admin center
Deploying add-ins
Granting access to apps as an admin
Publishing apps in the Microsoft 365 App Launcher
Managing user licenses for Power Automate and Power Apps
Managing quotas for Power Automate and PowerApps
Utilizing Delve for collaboration
Managing data and environment policies for M365 workloads
Summary
Questions
Managing Yammer Capabilities
Enabling document support for Yammer
Integrating Yammer with SharePoint
Enabling the Yammer web part for SharePoint sites
Enabling and managing Yammer and Office 365 connected groups
Migrating users to Azure AD to enable authentication with Yammer
Self-service signup
Azure Active Directory synchronization
Configuring Azure Active Directory Connect synchronization
Enforcing Office 365 identity for Yammer
Enabling Yammer integration with on-premises SharePoint deployments
Disabling SharePoint social features
SharePoint Server 2016 and SharePoint Server 2019
Team sites
My Sites
SharePoint Server 2013
Team Sites
My Sites
Hiding the user interface controls
Enabling Yammer integration
Embedding a group
Embedding custom Yammer feed information
Summary
Questions
Managing Stream Capabilities
Overview of Microsoft Stream
Securing and organizing
Meeting recording
Live events
Configuring Stream Channels to allow integration with Teams
Enabling Microsoft Stream video content in SharePoint Online and Yammer
SharePoint Online
Yammer
Deploying, configuring, and managing Live Events
Live Events in Yammer
Broadcasting an event using an external app or device
Roles
Before the event
Starting the event
After the event
Broadcasting an event using Teams
Roles
Before the event
Starting the event
After the event
Live Events in Stream
Before the event
Starting the event
After the event
Live Events in Teams
Before the event
Starting the event
After the event
Configuring channel creation
Additional Stream admin features
Summary
Questions
Integrating M365 Workloads with External Data
Identifying data access requirements
Azure identity
Microsoft Teams
SharePoint Online
Power Automate
Managing tenant settings for Power BI
Roles
Admin settings
Usage metrics
Users
Audit logs
Tenant settings
Capacity settings
Embed codes
Organizational visuals
Dataflow settings
Workspaces
Custom branding
Monitoring workload usage and usage patterns
Office 365 services
Power BI
Monitoring license usage
Summary
Questions
Assessment Answers
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Leave a review - let other readers know what you think
Preface
Microsoft 365 is the premier collaboration and business productivity platform. It comprises dozens of integrated Software-as-a-Service (SaaS) applications, including Exchange Online, SharePoint Online, and Microsoft Teams. The platform is used by millions of users every day in both the private and public sectors to enhance communications, build relationships, and create products.
Deploying Microsoft 365 Teamwork: Exam MS-300 Guide, as the title implies, is designed to help you in understanding the platform, its tools, and configuration capabilities in a way that will help you pass the MS-300 exam. Microsoft has designed the MS-300 exam to concentrate on specific parts of the Microsoft 365 platform:
SharePoint Online
OneDrive for Business
Azure Active Directory
Microsoft Teams
Yammer
Stream
The exam focuses on the interdependencies and integrations of all of these services. This book will help you understand the basics of identity and authentication in Azure Active Directory and how security relates to other parts of the Microsoft 365 platform. It will also guide you step by step through basic and advanced configurations for SharePoint Online, OneDrive for Business, and Microsoft Teams.
By the end of this book, you'll not only be equipped to pass the exam but also to confidently and successfully administer the collaboration platform components.
Who this book is for
Deploying Microsoft 365 Teamwork: Exam MS-300 Guide is targeted to Microsoft 365 service administrators who want to prove their knowledge by passing the MS-300 certification exam. The qualified exam candidate should have experience administering Microsoft cloud technologies such as Microsoft SharePoint Online, OneDrive, and Teams, as well as the integration points with Yammer, Delve, Stream, and Planner. The MS-300 exam is one of the two required exams for the Microsoft 365 Certified: Teamwork Administrator Associate certification. You can learn more about the Microsoft 365 Certified: Team Administrator Associate certification at https://docs.microsoft.com/en-us/learn/certifications/m365-teamwork-administrator.
What this book covers
Chapter 1, What is SharePoint Online?, starts by explaining the basics of SharePoint Online and how it forms the foundation for all of the workloads that will be discussed later.
Chapter 2, Planning and Configuring Site Collections and Hub Sites, helps you understand how to organize the basic units of SharePoint Online, including sites, site collections, and hub sites.
Chapter 3, Planning and Configuring Customizations and Apps, shows how to extend SharePoint Online's capabilities by integrating third-party applications from the SharePoint Online Store. You'll learn how to customize sites and learn about provisioning with site scripts, as well as managing the App Catalog.
Chapter 4, Planning and Configuring Managed Metadata, explains what managed metadata is and how it can be used to help organize data in SharePoint Online, such as managed navigation and term sets.
Chapter 5, Planning and Configuring Guest Access, guides you through configuring SharePoint Online to allow or restrict access to external users.
Chapter 6, Managing SharePoint Online, will show you how to manage the big picture, such as permissions, user profiles, and storage.
Chapter 7, Managing SharePoint Online Search, goes deep into how to manage, configure, and customize the SharePoint Online Search Service to provide the best results for your users.
Chapter 8, Monitoring and Maintaining the SharePoint Online Service, shows you the tools and resources necessary to troubleshoot and monitor SharePoint Online.
Chapter 9, Configuring and Managing OneDrive for Business, begins with an explanation of OneDrive for Business and shows you common configurations.
Chapter 10, Managing Users and Groups, helps you understand the management of users, groups, and permissions as it relates to individual OneDrive for Business sites.
Chapter 11, Managing Sharing and Security, gives guidance on configuring sharing options and defaults for OneDrive for Business.
Chapter 12, Managing Sync Security, covers common synchronization security options, such as restricting what tenants a client can synchronize with or what file types are allowed to be synchronized.
Chapter 13, Monitoring and Maintaining the OneDrive Service, shows you how to monitor the OneDrive for Business service.
Chapter 14, Planning and Configuring Teams Settings, provides an overview of the Microsoft Teams service, as well as a walk-through of the core configuration options available in the Microsoft Teams admin center.
Chapter 15, Planning Identity and Authentication for Teams, focuses on identity management concepts for Microsoft Teams (as well as other services in the Microsoft 365 platform). You'll learn the basics of password hash synchronization, pass-through authentication, cloud identity, and federated identity.
Chapter 16, Managing the Teams Environment, is where you'll learn how to deploy and manage the Microsoft Teams desktop client.
Chapter 17, Monitoring and Maintaining the Teams Service, will help you learn about the logging, monitoring, and troubleshooting tools available for resolving Microsoft Teams issues.
Chapter 18, Integrating M365 Workloads, provides an overview of some of the integration points for Office apps, Flow, PowerApps, Delve, and the Teams connectors.
Chapter 19, Managing Yammer Capabilities, gives you the information you need to be able to configure Yammer integration with Microsoft Teams.
Chapter 20, Managing Stream Capabilities, shows you how to configure Microsoft Stream with Microsoft Teams and teaches you how to configure and produce Live Events.
Chapter 21, Integrating M365 Workloads with External Data, provides tips for connecting third-party data sources to Microsoft 365 analytics tools, such as Power BI.
Chapter 22, Assessment Answers, is where you'll find the answers to the assessment questions at the end of every chapter.
To get the most out of this book
The Microsoft 365 platform is best experienced with either a laptop or desktop computer running a modern operating system, such as Windows 10 or Mac OS X 10.12 or later. Additionally, modern browsers such as Microsoft Internet Explorer 11, Microsoft Edge, or a current version of Chrome, Safari, or Firefox are necessary for the Office 365 portal user interface to render properly. Older versions of Microsoft Internet Explorer may not work correctly.
An Office 365 tenant will also be required to follow along with the configuration examples. You can sign up for a trial tenant (no credit card required) at https://www.microsoft.com/en-us/microsoft-365/business/compare-more-office-365-for-business-plans. Some configuration options will require an Azure AD Premium subscription, which you can obtain as part of a Microsoft 365 trial or by activating an Azure AD Premium trial within the Azure portal (https://portal.azure.com).
Some examples require various PowerShell modules, such as the SharePoint Online Management Shell (https://www.microsoft.com/en-us/download/details.aspx?id=35588) or the Microsoft Teams module (https://www.powershellgallery.com/packages/MicrosoftTeams/1.0.3).
Conventions used
There are a number of text conventions used throughout this book.
CodeInText: Indicates code words in text, database table names, folder names, filenames, file extensions, pathnames, dummy URLs, user input, and Twitter handles. Here is an example: "Modern site group membership is managed through the Add-UnifiedGroupLinks cmdlet."
A block of code is set as follows:
Set-SPOUser -Site https://<tenant>.sharepoint.com/sites/<site> -LoginName <[email protected]> -IsSiteCollectionAdmin $true
When we wish to draw your attention to a particular part of a code block, the relevant lines or items are set in bold:
Set-SPOUser -Site https://<tenant>.sharepoint.com/sites/<site> -
LoginName <[email protected]>
-IsSiteCollectionAdmin $true
Any command-line input or output is written as follows:
Connect-SPOService -Credential (Get-Credential) -Url https://<tenant>-admin.sharepoint.com
Bold: Indicates a new term, an important word, or words that you see onscreen. For example, words in menus or dialog boxes appear in the text like this. Here is an example: "In the navigation pane, select Classic features."
Get in touch
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General feedback: If you have questions about any aspect of this book, mention the book title in the subject of your message and email us at [email protected].
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What is SharePoint Online?
SharePoint Online is a cloud-based modern Software-as-a-Service (SaaS) collaboration platform designed to help you to create, store, organize, visualize, and share data, content, and applications. Not only is SharePoint Online a content management platform, but it is also an application development platform. One of SharePoint Online's strengths is the ability to search for data across an enterprise content set, including connected resources such as on-premises SharePoint Server environments or on-premises file servers (with the configuration of SharePoint Hybrid).
In addition to content management capabilities for your online data, SharePoint Online can also connect to on-premises database services. The value proposition of SharePoint Online is to enable users and administrators to focus on providing value to their organizations instead of managing infrastructure:
With SharePoint Online (as well as other services in the Microsoft 365 suite), organizations don't need to purchase and deploy infrastructure of their own. Instead, they can quickly adopt a pre-configured platform as a subscription service and begin using it almost immediately.
For content creators, SharePoint Online features both easy-to-use what you see is what you get drag and drop design, publishing, and categorization tools for content authors, as well as interfaces for coding more complex sites and queries. As a manager of a SharePoint site, you can publish news, upload documents, add links to resources, and visualize data from other parts of the Office 365 ecosystem. Microsoft enables content consumers to access resources via browsers on desktop, tablet, and mobile devices, as well as native mobile applications for Android and iOS platforms:
SharePoint Online, like other services in the Microsoft 365 platform, is licensed on a per-user basis. The following table shows general features and limits of the SharePoint Online service:
Feature
Office 365 Business Essentials or Business Premium
Office 365 Enterprise E1, E3, or E5, or SharePoint Online Plan 1 or 2
Office 365 Enterprise F1
Storage
1 TB per organization, plus 10 GB per license purchased
1 TB per organization, plus 10 GB per license purchased
1 TB per organization
Storage for site collections
Up to 25 TB per site collection or group
Up to 25 TB per site collection or group
Up to 25 TB per site collection or group
Site collections per organization
500,000
500,000
500,000
Number of users
Up to 300
1-500,000
1-500,000
For a more detailed and up-to-date listing of the SharePoint Online features and availability, please refer to the SharePoint Online service description at https://docs.microsoft.com/en-us/office365/servicedescriptions/sharepoint-online-service-description/sharepoint-online-service-description#feature-availability-across-office-365-plans.
You can purchase an unlimited amount of additional storage for your SharePoint Online environment.
Overview of SharePoint Online architecture
The SharePoint Online platform is generally comprised of site collections, sites, web parts, and pages. A site is a website that contains various SharePoint objects such as pages, document libraries, or calendars. A site collection is a group of sites, normally organized by department, project, cross-functional group, or other business units. A page is an HTML web page. Pages can be basic with just displayed text or built from templates (such as Wiki or Publishing Portal) that may have different web parts preloaded.
Web parts are codeless widgets or apps that can be used to display or interact with information on a page:
In the preceding diagram, the Managers (Site) contains three web parts: a calendar, a task list, and a document library. The Document Library web part looks like a filesystem interface to SharePoint and can be used to upload and download files as well as perform other file operation tasks.
Introduction to Office 365 Groups
SharePoint Online is one of the foundational components of the Microsoft 365 collaboration platform. SharePoint Online provides the backend storage and service architecture that many of the Microsoft 365 services utilize for content management, storage, and automation.
In older versions of SharePoint Online and SharePoint Server, document and application content were arranged in sites, which were arranged in site collections. These storage mechanisms and methods were different and disconnected from other applications and services in the Microsoft ecosystem. One of the core differentiating features between legacy on-premises deployments of Windows Server applications (such as SharePoint Server and Exchange Server) and their modern cloud-based counterparts is the availability of a new construct: the Office 365 Group.
Office 365 Groups (also periodically referred to as Modern Groups) are a special type of group object that is built from numerous components. There is an Exchange Online Group Mailbox component for message storage and a SharePoint Online team site used for file and metadata storage. Office 365 Groups can function like traditional distribution lists in that users can be added to or removed from a list and members, but that's where the similarities end.
Whereas a traditional distribution group is transactional (it distributes a message to members but has no history of messages that have been relayed through it), an Office 365 Group has the concept of persistent storage—a feature provided by an underlying Exchange Group Mailbox. Once a message has been sent to an Office 365 Group, it is stored in the group's mailbox and is visible to anyone who joins the group at a later time.
A member of an Office 365 Group can choose to Follow or Stop Following the conversations in their own inboxes. When a user chooses to follow a group in their inbox, they will receive a copy of the message sent to the group (making it function like a classic distribution group for them). An Office 365 Group also has a calendaring component (stored in the Exchange mailbox), a OneNote notebook, a SharePoint Team site, and a default Planner plan available. Office 365 Groups can be joined from Outlook or Outlook Web App. If a user chooses to stop following a group, they will no longer receive a copy of messages sent to the group in their inbox, but they will continue to be able to access the group through the Outlook and Outlook Web App clients.
This Office 365 Group framework is used extensively in SharePoint Online. Office 365 Groups are connected to most Office 365 services, including Planner, Stream, Teams, Yammer, PowerBI, SharePoint, and StaffHub. By default, Office 365 Groups can be created by administrators as well as end users through Outlook or Outlook Web App or by using the various services (Planner, Stream, Teams, and so on) that rely on Office 365 Groups.
Some organizations may wish to limit who can create Office 365 Groups or enforce a naming policy to provide some context for the group. With an Azure Active Directory Premium P1 or higher license, you can manage many features of Office 365 Groups, including who can create them, naming policies (including prefixes, suffixes, and prohibited words), and expiration policies:
Policies you set here will apply organization-wide to all Office 365 Group creation and management activities going forward. The policies that you apply to Office 365 Groups will also govern the groups created by applications (such as Teams).
Summary
In this chapter, we discussed basic concepts about SharePoint Online and Office 365 Groups. In the next chapter, we will begin learning about the SharePoint Online site and site collection management concepts.
Questions
Use the following questions to test your knowledge on this chapter. You can find the answers in Chapter 22, Assessment Answers.
What are three true statements regarding Office 365 Groups?
Office 365 Groups can delegate administrative role group permissions.
Office 365 Groups have an email address.
Each Office 365 Group has a SharePoint Online team site associated with it.
Office 365 Groups are available both on-premises and in-cloud.
You can choose to Follow or Stop Following an Office 365 Group in your inbox.
You need a place to upload files in a new SharePoint site. Which feature will you use?
Files web part
Document library web part
Page
Site collection
You can configure an expiration policy for Office 365 Groups.
True
False
You can restrict the creation of Office 365 Groups.
True
False
A SharePoint Online folder is also known as a web part.
True
False
What is the maximum number of site collections an Office 365 tenant can have?
500
5,000
50,000
500,000
What pieces of infrastructure does SharePoint Online require you to install and configure on-premises?
Content Management Server
Search Index Server
Windows Server 2016
None
SharePoint Online is licensed per ___________.
Organization
Active Directory security group
Active Directory site
Computer
User
SharePoint Online is _____________.
Platform-as-a-Service
(
PaaS
)
Software-as-a-Service
(
SaaS
)
Infrastructure-as-a-Service
(
IaaS
)
Identity-as-a-Service
(
IaaS
)
Identify all of the locations SharePoint Online can search for content or use.
On-premises file shares when configured with SharePoint Hybrid
SharePoint Online sites
On-premises datasets with Business Connectivity Services
Public websites
Planning and Configuring Site Collections and Hub Sites
In the previous chapter, we saw a basic overview of how classic SharePoint environments are organized: site collections containing sites. A site collection is a security boundary and control plane, meaning that we can set limits at that level that control what types of things can be configured or enabled in the sites associated with that site collection.
In this chapter, we're going to look at the core planning and deployment components:
Configuring site collections
Planning and configuring navigation
Designing site collection and subsite structure
Configuring site collection settings and features
By the end of this chapter, you'll be able to articulate how you want to design your SharePoint Online site collection structure.
Introduction to site collections
Site collections and site hierarchies have been part of the SharePoint experience for quite some time, and those structural components continue to be available in SharePoint Online. However, SharePoint Online features one new structural paradigm that doesn't really exist fully on-premises: the hub site. As such, we can divide SharePoint architecture generally into two categories: classic and modern.
Classic SharePoint
The classic architecture is what we're familiar with; it has a curated look and feel and is typically static. Classic sites and site collections are built using a wide range of specialized templates, grouped into three families (Collaboration, Enterprise, and Publishing). The classic architecture is available in both SharePoint Server and SharePoint Online.
An example of classic architecture in SharePoint Online can be expressed with the following diagram:
Content and applications are organized into sites, and then sites are further grouped into site collections, usually by business function, department, or agency. In classic SharePoint architectures, these can be arranged into logical hierarchies, as pictured in the preceding diagram. Classic SharePoint sites have a rigid structure—a document's location is dependent on its placement inside the site and site collection hierarchy. Using the preceding diagram, you may place a file called Performance Review Template in the document library on the Managers (Site), which is located inside the HR site collection. To navigate to it, you would navigate first to the HR site collection, locate the Managers site, expand the document library, and then expand the appropriate folder containing the document.
If a site needs to move from one site collection or hierarchy to another (for example, moving the Employees site from the HR site collection to the Home site collection), then a site migration must be performed. When this happens, all of the paths and URLs to documents and data stored in that site will change, causing bookmarks and file-sharing links to become invalidated.
Modern SharePoint
The modern architecture uses Office 365 Group-connected sites. In contrast to classic architecture, modern sites have no defined hierarchy. From a security boundary perspective, a modern site is essentially the same as a classic site collection. With the introduction of Office 365 Groups (and their integration into SharePoint), Microsoft also introduced a new SharePoint organizational concept: the hub site. Whereas classic SharePoint sites and site collections are organized hierarchically, modern SharePoint sites are organized by association with a hub site.
In the following diagram, notice how the site URLs are all at a peer level—there is no path hierarchy beyond the /sites/ URL:
The two sites, EMEA and US, are designated as hubs in modern SharePoint. This means that other related sites can be grouped with them. Suppose the organization whose SharePoint architecture is pictured in the preceding diagram wants to move the responsibility or association of Project Venus from EMEA to US. In classic SharePoint architecture, this would require creating a new site under the US site collection, copying the content into it (and breaking all of the links to that content), and then destroying the source site.
With modern SharePoint, it's as simple as going into the SharePoint admin center and choosing to associate the site with a new hub. From the SharePointadmin center, note the current site associations and relative paths of the URLs:
As you can see, all of the sites are located directly underneath the /sites/ root. Hub sites are designed to be relational—that is, grouped together. There's no hierarchy in hub sites aside from the site you designate as a hub. You can't nest hub sites.
In our example, the business has decided that Project Venus now needs to be associated with the US hub site. You can see in the following screenshot that we have updated the site's logical association and grouping while maintaining its security and full path. Everyone who had access to it before has access to it now, and all of the sharing links that were bookmarked and used before can continue to be used:
This new level of flexibility is designed to help today's rapidly changing organizations to adapt as quickly as they need to, minimizing the amount of rework necessary to adapt and align their infrastructure to their strategy.
SharePoint hub sites allow you to have shared navigation and branding appear on each site associated with the hub as well as rolling up search results from associated sites.
Configuring site collections
When planning for your site collection architecture, you'll need to make some decisions about the design. These decisions include the following:
The organization method for site collections or hub sites: Common organizational grouping methods include business regions or locations, product or business groups, agencies or departments, and external collaboration partners.
Site templates: Once you know how many site collections you need, you can determine what kinds of site templates to use. For classic SharePoint architecture, this could include templates from the Collaboration, Enterprise, or Publishing site groups. For modern SharePoint architecture, the two most common templates are Communications Site and Team Site.
Storage: When you purchase a SharePoint Online subscription (either standalone or as part of an Office 365 suite), your tenant is automatically allocated a pool of storage based on the number and type of user licenses purchased. Storage is automatically allocated by default, but you can further adjust or limit the storage as your organization requires.
Language support: If your organization needs to support multiple languages, you may wish to use the
Multilingual User Interface
(
MUI
) feature to allow users to view sites and pages in a language other than the one configured for the site or site collection.
Governance: Perhaps the most often-overlooked planning task, governance is the process of deciding things such as permission models, managing external user access, rights management, common user interface and design elements, the amount of customization you allow administrators to perform, how search works, retention, and site life cycle management.
Creating, deleting, and restoring site collections
As part of your management tasks, you may be asked to create, delete, or restore site collections. Most of these tasks are very straightforward—the exception being fully deleting a SharePoint Modern site.
Creating site collections
Creating a site collection (classic architecture) or modern site (modern architecture) is a relatively simple task and is performed using the SharePoint admin center. These tasks require you to be either a SharePoint Admin or Global Admin.
Classic site
If you need to create a site collection that uses a classic template, you can navigate to the classic SharePoint Admin Center page by manually typing in the URL and selecting the Classic site collections page link under the Classic features section of the new SharePoint Admin Center or by using the Microsoft 365 Admin Center. In this example, you'll follow the Classic site collections page path. The steps are identical once you get to the classic site collections page:
Navigate to the SharePoint Admin Center (
https://tenant-admin.sharepoint.com
).
In the navigation pane, select
Classic features
:
On the
Classic features
page, expand
More classic features
:
Select
Classic site collections
page
. This will open a new tab in the browser:
Click
New
|
Private Site Collection
:
Fill out the
New site collection
page details by entering values in the
Title
,
Web Site Address
, and
Administrator
fields. Select a template in the
Template Selection
area, and select a time zone for the site collection in the
Time Zone
area. Click
OK
when finished:
Once the site creation process has finished, you can navigate to the site and begin to customize it.
Modern site
Creating a modern site (referred to as a site collection in classic architecture) is quite simple from the SharePoint Admin Center. Use the following steps to complete the task:
Navigate to the SharePoint Admin Center (
https://tenant-admin.sharepoint.com
).
In the navigation pane, select
Active sites.
On the
Active sites
page, select
+ Create
.
Select the type of modern site you'd like to create (either Team site or Communication site). If you select
Other options
, you'll create a site without an Office 365 group.
Fill out the details by entering values in the
Site name
,
Group email address
, and
Group owner
fields. Select a language in the
Select a language
drop-down menu. If necessary, expand
Advanced settings
to modify privacy settings and the time zone and to enter a description. Click
Next
when finished:
Specify additional owners or members and click
Finish
.
Once you've created a modern site, you can either register it as a hub or associate it with an existing hub, if desired.
Creating sites with PowerShell
If you need to create a lot of sites (for example, setting up infrastructure for a new company or division or creating similar structures in multiple tenants), you may want to do these tasks via PowerShell:
Download and install the latest version of the SharePoint Online Management Shell from
https://go.microsoft.com/fwlink/p/?LinkId=255251.
Launch PowerShell and import the SharePoint Online module:
Import-Module SharePointOnline
Once it has been imported, you'll need to connect to SharePoint Online (if you are using multi-factor authentication for your account, you will need to omit the
-Credential
parameter):
Connect-SPOService -Credential (Get-Credential) -Url https://<tenant>-admin.sharepoint.com
Retrieve the list of available templates for creating your sites:
Get-SPOWebTemplate
View the templates listed. Select the value in the
Name
column that matches the type of site you wish to create. The list of templates available to you is limited by your license subscription:
Name
Title
LocaleId
CompatibilityLevel
STS#3
Team site (no Office 365 group)
1033
15
STS#0
Team site (classic experience)
1033
15
BLOG#0
Blog
1033
15
BDR#0
Document Center
1033
15
DEV#0
Developer Site
1033
15
OFFILE#1
Records Center
1033
15
EHS#1
Team Site - SharePoint Online configuration
1033
15
BICENTERSITE#0
Business Intelligence Center
1033
15
SRCHCEN
Enterprise Search Center
1033
15
BLANKINTERNETCONTAINER#0
Publishing Portal
1033
15
ENTERWIKI#0
Enterprise Wiki
1033
15
PROJECTSITE#0
Project Site
1033
15
PRODUCTCATALOG#0
Product Catalog
1033
15
COMMUNITY#0
Community Site
1033
15
COMMUNITYPORTAL#0
Community Portal
1033
15
SITEPAGEPUBLISHING#0
Communication site
1033
15
SRCHCENTERLITE#0
Basic Search Center
1033
15
VISPRUS#0
Visio Process Repository
1033
15
Create the site substituting the value in the
Name
column for the type of site you want to create:
New
-
SPOSite
-
Url https:
/
/<tenant>
.
sharepoint
.
com
/
sites
/
<sitename>
-
Owner [email protected]
-
StorageQuota 100
-
NoWait
-
ResourceQuota 50
-
Template <TemplateName>
Deleting site collections
Deleting a site collection is a fairly straightforward process for classic SharePoint; however, modern SharePoint sites that are connected to Office 365 groups require a few extra steps to be permanently deleted:
Navigate to the SharePoint Admin Center (
https://admin.microsoft.com)
, expand
Admin centers
, and select
SharePoint
.
In the left navigation pane of the SharePoint admin center, select
Active sites
.
Select a site to delete by clicking on it. If it is a site that has not been connected to an Office 365 group, you'll get a simple dialog to delete the site, as shown in the following screenshot:
If you selected a site that has been connected to an Office 365 group, however, you'll get an alternate dialog box that will present an option to also delete the associated Office 365 group. You will have to acknowledge deleting the group before being allowed to proceed with deleting the site, as the following screenshot depicts:
