Mastering Microsoft 365 and SharePoint Online E-Book

Rodrigo Pinto

• Herausgeber: Packt Publishing
• Kategorie: Fachliteratur
• Sprache: Englisch

Seitenzahl: 408

Veröffentlichungsjahr: 2024

Beschreibung

Mastering Microsoft 365 and SharePoint Online is an essential guide for businesses aiming to optimize operations and maintain a competitive edge. This comprehensive resource provides a systematic roadmap for navigating the complexities of Microsoft 365 and SharePoint Online, guided by enterprise architect and Microsoft 365 MVP Rodrigo Pinto, who is renowned for his innovative productivity-enhancing development strategies.
Through real-world examples and expert insights, you'll learn how to create efficient workflows, manage user access, implement robust security measures, and leverage automation to streamline your processes. You’ll get to grips with using Power Automate, Power Apps, and Power BI to automate repetitive tasks, build custom applications, and visualize your data. This book focuses on SharePoint Online's role in document management and team collaboration, covering structure planning, processes, automation, implementing robust security measures, and maintaining compliance aligned with your business needs. It also provides strategies and case studies for migrating to Microsoft 365 and SharePoint Online and explores future trends and useful tips on implementation, collaboration, DevOps, Microsoft 365 development, and IT management.
By the end of this book, you’ll acquire the necessary skills to maximize productivity, collaboration, and efficiency in your digital workspace.

Leseprobe

Mastering Microsoft 365 and SharePoint Online

A complete guide to boosting organizational efficiency with Microsoft 365’s real-world solutions

Rodrigo Pinto

Mastering Microsoft 365 and SharePoint Online

Copyright © 2024 Packt Publishing

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First published: December 2024

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Published by Packt Publishing Ltd.

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ISBN 978-1-83546-365-9

www.packtpub.com

The writing of this book would not have been possible, without the love, support and encouragement of the light of my life: Lurdes. Thank you for being yourself, your wisdom and love have made this adventure not just possible, but meaningful. This book carries your fingerprints on every page. I’d like to also thank my awesome dad, Armando, who shaped me into the person I am today, making me push the boundaries on each step in the right way. The kids: Ana and Rodrigo for joy, and laughter that kept me going. Even when I was busy working on this book, you reminded me of the most important things in life: love, family, and the simple joy of being together.

I’d like to take a moment to thank all the people who’ve contributed to this book : special thank you to the Packt publishing team who helped keep the book on track and improve it in so many ways. I’d also like to extend sincere thanks to my technical reviewers, Joel Rodrigues and Stephen Corey, for their commitment and for pushing me to think deeper, ensuring that every aspect of this book was both accurate and clear.

Last, but not least special reference to my professional colleagues/family: Adis Jugo, Maarten Eekels, Eric Shupps, Spencer Harbar, Michael Noel, Paolo Pialorsi, Mustafa Toroman, Sasha Kranjac, Rick Van Rousselt, Erwin van Hunen and Vesa Juvonen: your insights, feedback, and encouragement have shaped my work in countless ways, and I am deeply grateful to each of you. This book is a reflection of the knowledge, experience, and professional relationships we’ve built together. Thank you for being an integral part of both this book and my life.

– Rodrigo Pinto

Enterprise Architect at Perspective Dragon, CollabDays Portugal Organizer, SharePointPt founder and Microsoft 365 MVP

Contributors

About the author

Rodrigo Pinto is an experienced enterprise architect and a Microsoft 365 MVP since 2011. With over 20 years of experience in the field, he’s a globally acknowledged thought leader across Modern Workplace. His ground-breaking solutions and development approaches have helped transform both broader tech communities as well as client organizations. He drives productivity through successful implementations and ensures that businesses are getting a real return on their technology investments.

As the organizer of CollabDays Portugal and SharePointPt user group, he has been a strong advocate for fostering community collaboration efforts. He regularly speaks at community and Microsoft events and loves to connect the dots on development, automation, and cutting-edge solutions. A native of Lisbon, Portugal, he currently lives in Seixal with his wife and kids in a lovely home close to the sea.

About the reviewers

Joel Rodrigues is a Microsoft 365 developer with 15 years of SharePoint and M365 development experience. He focuses mostly on creating SharePoint, Microsoft 365, and Azure solutions. He enjoys using the latest technologies to develop solutions for his clients that extend product capabilities to meet their business requirements and enhance productivity and collaboration. With best practices always in mind, he strives to create solutions that are reliable and easy to maintain in the long term. He is passionate about the M365 development ecosystem and the amazing M365 community.

Outside the technical side of things, he enjoys spending time with his family, be it watching movies, playing games, or doing outdoor activities with the kids.

Stephen Corey is a Microsoft MVP and consultant in Microsoft 365 development. He creates solutions for clients and helps them leverage SharePoint Online to the fullest. Steve has spent most of his career working with SharePoint, going back to the early 2000s. He’s worked with SharePoint both as an administrator as well as a software developer, creating solutions to solve problems. He is also a content creator and online instructor producing educational content about SharePoint across multiple platforms including YouTube, LinkedIn, his blog, and more. He’s also a speaker at community events around the United States. You can find information, guides, and links to all other platforms on his blog (https://stevecorey.com).

Table of Contents

Preface

Part 1: Starting Up

1

Configuring Microsoft 365 and SharePoint

Technical requirements

An overview of Microsoft 365 and the SharePoint platform

A bit of history

Microsoft 365 components

The importance of effective implementation of Microsoft 365 in real-world scenarios

Enhanced collaboration and communication

Streamlined operations and increased productivity

Robust security and compliance

Cost efficiency

Improved employee experience and retention

Facilitating innovation and growth

Configuring Microsoft 365 tenant settings

Configure organizational profile

Security settings

Set up data loss prevention settings

User provisioning and access control

User provisioning

Access control

Integrating Microsoft 365 and SharePoint with other services

Unified communication with Microsoft Teams

Synchronizing tasks with Planner and To-Do

Enhancing data insights with Power BI

Automating workflows with Power Automate

Integrating third-party applications

Secure access and compliance

Custom development with Microsoft Graph

Summary

2

SharePoint Essentials

Technical requirements

Understanding SharePoint information architecture

Information architecture elements

Information architecture roles

Core concept – optimizing content management with distinct sites and efficient linking strategies

Navigation levels

Metadata architecture

Search experiences

Site collection and site structure planning

Map out information architecture

Planning site collections

Designing for flexibility and scalability

Leveraging metadata and content types

Implementing effective navigation

Enhancing search capabilities

Planning for governance and compliance

Enabling personalization and audience targeting

Planning for multilingual support

Document libraries, lists, and metadata management

Document libraries

Lists

Metadata management

Introducing Power Platform

Supporting tools

Creating custom workflows and forms

Branding and theming for a personalized user experience

Changing the colors of a SharePoint site using a theme

Customizing a SharePoint site header

Customizing SharePoint site navigation

Customizing a SharePoint site footer

Summary

Part 2: Enhancing and Automating

3

Automating with Power Automate

Technical requirements

Overview and key concepts of Power Automate

Building workflows

Understanding triggers and actions

Advanced workflow techniques

Testing

Security and compliance in workflow automation

Future trends in workflow automation

Scenario – automating email notifications for document library changes

Creating an automated cloud flow

Power Automate – best practices

Flow planning

Use naming conventions

Optimize performance

Modular design

Documentation

Testing and debugging

Monitoring and maintenance

Use Power Automate templates

Governance

Solutions

Ownership

Using Power Automate in multi-factor authenticated-enforced environments

Keeping up with Power Automate updates

Summary

4

Enhancing SharePoint – Site Templates, Forms, and Power Apps

Technical requirements

SharePoint and customizations in Microsoft Office 365

SharePoint On-Premises – customizations

SharePoint Online – customizations

What is a SharePoint site template?

Creating custom forms – why are forms indispensable in an enterprise setting?

Building forms

Forms in SharePoint Online

Integrating Power Apps applications with SharePoint for enhanced functionality

Understanding Power Apps and its features

Canvas apps and model-driven apps

Creating, testing, deploying, and maintaining a Power Apps application

Best practices associated with Power Apps

Application planning

Use naming conventions

Optimize performance

Modular design

Documentation

Testing and debugging

Monitoring and maintenance

Use Power Apps templates

Governance

Solutions

Ownership

Keeping up with Power Apps updates

Scenario – creating an application to track your department’s tasks

Summary

Part 3: Locking It Down and Moving It Smoothly

5

Data Governance and Compliance

Technical requirements

Compliance features and auditing

Understanding compliance in Microsoft 365

Regulatory landscape

Implementing security measures in Microsoft 365

Multi-factor authentication

Role-based access control

Conditional Access policies

DLP

Data classification and sensitivity labels

The importance of data classification

Understanding sensitivity labels

Implementing data classification and sensitivity labels in Microsoft 365

Best practices for data classification and sensitivity labeling

Real-world scenario – implementing data classification and sensitivity labels

Summary

6

Navigating the Microsoft 365 Migration Process

A strategic migration journey

Migration phases

Pre-migration planning

Migration preparation

Migration

Challenges faced in migration

Data migration complexity

User adoption and resistance

Compatibility issues with legacy applications

Security and compliance concerns

Managing downtime and business continuity

Network bandwidth and latency issues

Customizing and configuring Microsoft 365

Licensing and cost management

Integrating Microsoft 365 with existing systems

Post-migration optimization and continuous improvement

Real-world scenario 1 – migrating a mid-sized manufacturing company to Microsoft 365

Real-world scenario 2 – migrating a medium-sized financial services company to Microsoft 365

Real-world scenario 3 – migrating a large multinational corporation to Microsoft 365

Summary

Part 4: Solving Real-World Challenges and Shaping the Future

7

Real-World Case Studies and Future Trends

Lessons learned and best practices from various industries

Healthcare – ensuring data security, compliance, and streamlined patient care

Education – fostering remote learning, collaboration, and student engagement

Finance – enhancing governance, data security, and regulatory compliance

Manufacturing – optimizing supply chain operations and production efficiency

Technology – innovating with agile development and collaboration tools

Retail – enhancing customer experience, operations, and data-driven decisions

Legal – streamlining case management, compliance, and collaboration

Energy – enhancing field operations, compliance, and environmental monitoring

Hospitality – streamlining guest services, collaboration, and operations

Non-profit – enhancing donor engagement, volunteer management, and operations

Emerging trends and upcoming features in Microsoft 365 and Microsoft SharePoint

SharePoint Premium – a new standard for enterprise collaboration

Artificial intelligence and machine learning – transforming business operations

Microsoft Copilot – revolutionizing knowledge work

The role of AI in enhancing data security and compliance

Preparing for the future of work

Summary

Part 5: Wrapping Up

8

Implementing Microsoft 365 and SharePoint Solutions – Strategic Blueprints

Revolutionizing the digital workspace with AI and strategic planning

Collaboration models enriched by AI

Crafting a phased strategy for Microsoft 365 implementation with AI integration

Phase 1 – Foundation – laying the groundwork for Microsoft 365 and AI integration

Phase 2 – Deployment – implementing core Microsoft 365 services

Phase 3 – AI integration – incorporating Copilot into the digital workspace

Phase 4 – Optimization – expanding AI capabilities and enhancing the Microsoft 365 environment

Phase 5 – Future-proofing – evolving the Microsoft 365 and AI strategy

Summary

9

Implementing Microsoft 365 and SharePoint Solutions – Implementation Playbooks

Microsoft 365 application development process breakdown

The development plan overview

Mastering the planning phase

Choosing the right tools for Microsoft 365 development

Visual Studio versus Visual Studio Code – which IDE should we use?

React – the backbone of modern web development in Microsoft 365

The SharePoint Framework – the go-to for SharePoint solutions and customizations

Microsoft Teams Toolkit – building collaborative apps

The SharePoint Framework versus Microsoft Teams Toolkit – what is the best approach?

PowerShell – automation for admins and developers alike

Azure Functions – serverless computing for Microsoft 365 integrations

Streamlining your workflow with continuous integration and delivery with DevOps

Version control – the bedrock of DevOps

Automated testing – quality control, on autopilot

CI – catching problems early

CD – automating deployments

CD using PowerShell and Bicep for Azure asset creation

Windows development environments

Local development – why WSL 2 is a must-have

Summary

Final thoughts

Index

Other Books You May Enjoy

Preface

Welcome to the digital age, where technology is no longer a choice but an integral part of how all businesses function. As part of this transformation, Microsoft 365 and SharePoint have proven themselves to be the right choice for modern organizations to transform what they need when it matters most.

Mastering Microsoft 365 and SharePoint Online will show you how to navigate these platforms, whether you want operational efficiency, teamwork improvements, or data security and compliance. In recent years, SharePoint has evolved from a simple file-sharing tool into an integral component of Microsoft 365’s cloud suite that provides workflow automation and advanced security features. If you run a team, manage IT, or strive for better digital infrastructure within your organization, this material will be helpful.

This book is loaded with real-world examples and situations that simplify the complexity of problems into bite-size steps. From optimizing workflows with Power Automate to creating custom apps that increase user engagement, or tackling compliance in the current regulatory landscape, the idea is to provide practical advice that you can start using today. It embodies the change in how we work and it’s not all about software.

This book will empower you to make the most of the tools available in Microsoft 365 and SharePoint. It will teach you to automate tasks so you don’t need to carry out repetitive tasks, through customization features, and creating a highly-tuned digital workplace.

It addresses the fine line between technology and practicality, but knowing what these tools are capable of doing is not good enough. You should know how they can function for an organization. Illustrated via case studies and best practices, we will deep-dive into how companies in various sectors have seen success in deploying these solutions to increase productivity at a superluminal pace.

Part 1 gets you started by walking through the basics of setting up and understanding the key tools and features of Microsoft 365 and SharePoint. It’s all about building a strong foundation so you feel confident as you move on to more advanced topics. Whether you’re just getting started or need a quick refresher, this part covers the core setup and concepts that are essential for making the most of these platforms.

Part 2 dives into the more advanced ways you can make SharePoint your own. It’s all about taking customization to the next level: whether it’s adding your unique branding, creating custom workflows to streamline processes, or automating tasks to save time and effort. We’ll explore how to enhance SharePoint so it works even harder for you, making day-to-day operations smoother and more efficient.

In Part 3, we’ll take a closer look at the key aspects of governance, compliance, and migration to make sure your data stays secure, and your systems run smoothly, especially when you’re upgrading or moving to a new platform. It’s all about keeping things safe and ensuring a seamless transition without disrupting your workflow.

In Part 4, we’ll dive into real-world examples, showing you how Microsoft 365 and SharePoint are being used in business settings today. You’ll see what works, what doesn’t, and how companies are solving everyday challenges. Plus, we’ll take a look ahead at the future of these platforms, such as what trends are on the horizon and how they could impact the way you work.

The final section, Part 5, will walk you through hands-on guides and practical solutions, breaking down how to implement these tools in a way that’s both strategic and easy to follow. It’s designed to help you not just understand the concepts, but to put them into action in real-world scenarios. Whether you’re planning your approach or diving into the nuts and bolts of implementation, this part will give you the tools and confidence to make it all work seamlessly.

Who this book is for

We appreciate that there is a broad spectrum of people who may be interested in reading this book, and so we’d like to provide some details for each type of reader to help better prepare you for the material.

Students

If you are a student, this is more than just a learning resource: it’s a bridge between theory and practice. You’ll gain insights into how Microsoft 365 and SharePoint are applied in real-world settings, giving you a solid foundation that can help set you apart as you prepare to enter the workforce. I break down complex concepts into easy-to-understand examples, making it a valuable resource whether you’re new to the subject or building on existing knowledge.

Business/end users

If you are a business/end user, think of this book as your toolkit for streamlining your workday. I focus on practical solutions to help you get the most out of these tools, whether you’re managing teams, working on collaborative projects, or looking to improve overall productivity. You’ll learn how to simplify workflows and create more effective communication and document-sharing systems, all without getting bogged down in technical jargon.

This book also provides clear, step-by-step guidance to help you feel more confident and self-sufficient with Microsoft 365 and SharePoint. Whether you’re handling documents, organizing projects, or just trying to make your workday more efficient, I’ve kept things approachable and easy to follow. My goal is to help you become more comfortable with these platforms, so you can use them to your advantage, without needing to rely on IT help every step of the way.

Developers

This is where things get really exciting! We’re not just scratching the surface: you will dive into customizing SharePoint workflows, building powerful automation with Power Automate, and creating branding solutions that take your setup from standard to something uniquely tailored to any organization’s needs. You’ll find plenty of practical, hands-on examples that give you room to experiment, tweak, and innovate. This isn’t just about following steps; it’s about giving you the tools to take creative control, push boundaries, and build something that stands out. Whether you’re looking to refine your skills or try out new techniques, this section is designed to empower you to do what you do best: build and innovate.

IT professionals

I’ve loaded this book with advanced strategies that tackle governance, compliance, security, and migration head-on. I understand that your job isn’t just about keeping the systems running; it’s about making sure everything stays secure, compliant, and future-proof. Inside, you’ll find best practices and practical steps to help you roll out solutions that don’t just work for today but can scale as your organization grows. I’ve made sure to focus on real-world challenges you’re probably facing so that you can implement these solutions confidently while protecting your data and keeping everything running smoothly. I know you’re juggling a lot, so I’ve broken it down into actionable advice that’ll save you time and headaches.

No matter where you are on your journey, whether you’re just starting out or already have years of experience, this book is here to meet you where you are and help you level up. My goal is to give you advice that’s not only practical and easy to use right away, but also to build your confidence so you can take on bigger challenges when you’re ready. I’ve packed it with real-world examples and insights that you can actually apply, so whether you’re figuring out the basics or diving into more advanced topics, you’ll find something useful every step of the way. Think of this book as a guide that grows with you, helping you feel empowered to make the most of Microsoft 365 and SharePoint, now and in the future.

What this book covers

Chapter 1, Configuring Microsoft 365 and SharePoint, walks through the basics of setting up Microsoft 365 and SharePoint.

Chapter 2, SharePoint Essentials, is the go-to guide for the core features of SharePoint.

Chapter 3, Automating with Power Automate, dives into customization – how to tailor branding and build custom workflows that fit specific needs.

Chapter 4, Enhancing SharePoint – Site Templates, Forms, and Power Apps, shows how to use Power Automate to streamline tasks and processes. It covers the basics and then digs into some cool use cases to save time and cut out repetitive tasks.

Chapter 5, Data Governance and Compliance, discusses how to keep data secure, compliant, and well-managed. It is a must-read for anyone handling sensitive or regulated data.

Chapter 6, Navigating the Microsoft 365 Migration Process, covers the ins and outs of migration strategies. Whether you are transitioning to SharePoint or upgrading systems, it provides best practices and practical tips.

Chapter 7, Real-World Case Studies and Future Trends, takes a look at how businesses are actually using Microsoft 365 and SharePoint by exploring real-world examples, showcasing innovative solutions, and exploring expected trends in the future.

Chapter 8, Implementing Microsoft 365 and SharePoint Solutions – Strategic Blueprints, is all about planning and strategy. It walks through step-by-step recipes that align with business goals.

Chapter 9, Implementing Microsoft 365 and SharePoint Solutions – Implementation Playbooks, shows exactly how to implement playbooks. Think of it as a hands-on guide that puts everything we’ve discussed into action.

To get the most out of this book

To make sure you get the most out of this book, it’ll help if you’re somewhat familiar with a few key concepts. Don’t worry if you’re not an expert in all of these areas – having some basic knowledge will make things go more smoothly. Here’s what will come in handy:

Basic familiarity with Microsoft 365 and SharePoint (knowing your way around the interface will help, but I’ll cover the essentials)Some experience with Power Automate (or a similar automation tool) will be useful for the automation sectionGeneral knowledge of data governance and compliance will be helpful, especially when we get into security and legal considerationsBasic understanding of workflows and customization (not a must, but it will make Chapter 3 even more valuable)

While this book has been written to be practical and beginner-friendly, a little prior experience will make following along easier.

Tools and platforms covered in the book

Throughout the book, I’ll be referring to several tools and features:

Microsoft 365: The central hub for all things discussed.SharePoint: Both the essentials and the advanced features.Power Platform: This includes both Power Automate and PowerApps. We’ll dive into automation using Power Automate to streamline your workflows and take care of repetitive tasks. PowerApps will be explored for building custom apps tailored to your business needs—no heavy coding is required. You’ll learn how these tools can work together to create seamless, integrated solutions.Data governance and compliance features: For managing security and legal requirements effectively, ensuring your data stays compliant with industry standards and regulations.

The examples in the book are designed to be platform-agnostic, everything is on the web. So, whether you’re on Windows, macOS, or Linux, you’ll be able to follow along just fine.

Resources and recommendations

To get the full experience, I recommend working through the examples as you read. I’ve made sure they’re easy to follow, and you’ll get a much deeper understanding by trying them out yourself.

Disclaimer on images

This title contains many long screenshots. These have been captured to provide readers with an overview of the various features of Microsoft 365 and SharePoint. As a result, the text in these images may appear small at 100% zoom.

Some of the images are only presented for contextual purposes. The readability of the graphic is not crucial to the discussion. Please refer to our free graphic bundle to download the images.

You can download the images from https://packt.link/gbp/9781835463659

Conventions used

There are a number of text conventions used throughout this book.

Bold: Indicates a new term, an important word, or words that you see onscreen. For instance, words in menus or dialog boxes appear in bold. Here is an example: “Select the user and click the Manage roles option.”

Tips or important notes

Appear like this.

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Part 1:Starting Up

The first part of this book gets you started by walking through the essentials of setting up and understanding Microsoft 365 and SharePoint, focusing on the key tools and features that will form your foundation.

Whether you are brand new to the platform or just need a refresher, this part ensures you will have everything in place to feel confident as you move forward to more advanced topics.

By the time you are done with this part, you will have built a solid base for working with Microsoft 365 and SharePoint and be ready to make the most of these powerful platforms.

This part contains the following chapters:

Chapter 1, Configuring Microsoft 365 and SharePointChapter 2, SharePoint Essentials

1

Configuring Microsoft 365 and SharePoint

This chapter provides an overview of the Microsoft 365 and SharePoint platforms, emphasizing the importance of effective configuration and implementation in real-world scenarios. By the end of this chapter, you will have a solid understanding of the key components and architecture, preparing you with the skills to enhance productivity and collaboration within your organization.

You will learn how to configure Microsoft 365 tenant settings, provision users, manage access control, and integrate with other Microsoft services.

We will delve into real-world scenarios where the effective implementation of Microsoft 365 and SharePoint has led to increased efficiency and security. You will gain practical insights into configuring Microsoft 365 tenant settings and learn user provisioning and access control. Additionally, you will understand the significance of integrating Microsoft 365 with other Microsoft services to maximize the platform’s potential.

In this chapter, we are going to cover the following main topics:

An overview of Microsoft 365 and the SharePoint platformThe importance of effective implementation in real-world scenariosConfiguring Microsoft 365 tenant settingsUser provisioning and access controlIntegrating with other Microsoft services

Through detailed explanations, you will gain the expertise needed to effectively implement and leverage Microsoft 365 in your organization.

By the end of this chapter, you will be able to do the following:

Understand the functionalities, capabilities, architecture, and components of the Microsoft 365 and SharePoint platformsRecognize the importance of effective implementation strategies in real-world scenariosConfigure Microsoft 365 tenant settingsProvision for users and implement access control measures effectively

Technical requirements

In this section, you will find the technical requirements for completing the tasks in this chapter. The tasks involve configuring and optimizing Microsoft 365 and SharePoint environments, enhancing collaboration and productivity, and implementing robust security measures.

Here are the technical requirements:

Microsoft 365 subscriptionAccess to SharePoint OnlineAccess to Microsoft AzureInternet connectivity for accessing online resources and servicesA user assigned with the required roles:For the Microsoft Admin portal, the user must have the Global Administratorrole assignedFor the Microsoft Defender portal, the user must have the Security Administrator or Global Administratorrole assignedIn the Microsoft Compliance portal, the user must have the Compliance Administrator, Compliance Data Administrator, eDiscovery Administrator, or Records Managementrole assignedFor the Microsoft Purview portal, the user must have the Compliance Administrator, Global Administrator, Information Protection Administrator, Records Management, Insider Risk Management, or Privacy Managementrole assignedFor the Microsoft Entra portal, the user must have the Authentication Policy Administrator or Global Administratorrole assigned

Important note

The configurations outlined in this chapter require the use of a Microsoft 365 E5 license. This advanced licensing option provides access to a comprehensive suite of enterprise-level features and essential tools for implementing these configurations effectively.

An overview of Microsoft 365 and the SharePoint platform

In this section, you will learn the process of configuring Microsoft 365 tenant settings. By understanding and implementing these configurations, you will be equipped to optimize your Microsoft 365 environment for enhanced productivity and collaboration.

Effective configuration of Microsoft 365 tenant settings is essential for aligning the platform with your organization’s requirements and objectives.

We will delve into various settings and options available within the Microsoft 365 admin center, ensuring that your tenant is tailored to meet your organization’s needs. Furthermore, we will explore best practices for configuring tenant settings to maximize security, compliance, and efficiency. Through practical examples and step-by-step guides, you will gain valuable insights into establishing a solid foundation for your Microsoft 365 environment.

By the end of this section, you will be proficient in configuring Microsoft 365 tenant settings, empowering you to create a customized environment that fosters collaboration and productivity within your organization.

A bit of history

SharePoint has undergone a remarkable evolution, transforming from a standalone collaboration platform to an integral component of the broader Microsoft 365 ecosystem. Understanding this evolution provides valuable context for comprehending the current capabilities and functionalities of SharePoint and Microsoft 365.

Figure 1.1 – SharePoint history

Originally introduced by Microsoft in 2001, SharePoint emerged as a document management and intranet solution, enabling organizations to store, share, and collaborate on documents and information within a centralized platform. Over the years, SharePoint evolved to encompass a broader range of features, including content management, workflow automation, and business intelligence.

With the advent of cloud computing and the growing demand for more agile and collaborative workplaces, Microsoft recognized the need to modernize SharePoint and integrate it with other productivity tools and services. This led to the development of Microsoft 365, a comprehensive suite of cloud-based applications and services designed to empower modern teamwork and streamline business processes.

Microsoft 365 builds upon the foundation laid by SharePoint, incorporating its core functionalities while introducing new features and capabilities. By integrating SharePoint with other Microsoft products, such as Teams, OneDrive, and Office apps, Microsoft 365 provides a unified platform for communication, collaboration, and content management.

This understanding of SharePoint’s evolution to Microsoft 365 will guide our approach to configuring and optimizing the platform for your organization’s specific requirements and objectives.

SharePoint Online and SharePoint On-Premises are two different platforms that have been created to meet the needs of their deployment environment. SharePoint Online, which is in the Microsoft 365 bundle, is popular for being easy to access, scalable, and integrating well with other Microsoft Cloud services. This makes it particularly suited to organizations that want to concentrate on reducing IT costs while at the same time improving flexibility. The advantage here is that you can reach the platform from any computer connected to the internet at any time, thus enhancing distant operations and joint working.

SharePoint On-Premises, on the other hand, is deployed on an organization’s servers, giving an organization greater control over infrastructure, data, and customization. This version is favored by organizations with particular compliance requirements and data sovereignty fears, as well as those that need customization that is impossible on a cloud platform. Nevertheless, maintaining it requires a lot of IT resources, including hardware and software updates. Servicing it needs a considerable amount of IT resources for hardware and software updates, and security management. This implies that individuals or organizations must be prepared to take more responsibility for managing and securing such an environment, despite the fact that it provides both control and flexibility.

In the following sections, we will look at all Microsoft 365 and SharePoint components and features as well as the configuration of Microsoft 365 tenant settings, making use of the powerful features derived from SharePoint and other Microsoft technologies.

Microsoft 365 components

Microsoft 365 is a suite of services and productivity tools developed by Microsoft that is designed to enhance collaboration, communication, and productivity for individuals and organizations. It is built on a set of essential components and platforms that work together to deliver a seamless and secure user experience across different devices, apps, and locations.

Figure 1.2 – Microsoft 365 key components

Let’s look at its key components.

Azure services

Azure services provide a robust cloud computing framework that significantly enhances and integrates with Microsoft 365 and SharePoint Online. This integration includes a variety of infrastructures, such as scalable virtual machines, dedicated virtual networks, and expansive data storage options to ensure that organizations have the necessary computing resources at their disposal. Platform services such as Azure App Service and Azure SQL Database provide environments where businesses can develop, deploy, and manage applications without the complexities of maintaining the underlying servers.

Azure services complement and extend the capabilities of Microsoft 365 and SharePoint Online, such as by providing additional storage, backup, networking, analytics, automation, or artificial intelligence features. You can use Azure services to host, run, or integrate your custom applications, databases, or websites with Microsoft 365 and SharePoint Online.

Microsoft 365 core services

These are the foundational services that enable the functionality and security of Microsoft 365, such as identity and access management, device and app management, threat protection, data governance, and compliance.

They are powered by Microsoft Entra (formerly Azure Active Directory), Microsoft Endpoint Manager, Microsoft Defender, Microsoft 365 Compliance Center, andother technologies.

SharePoint Online

This is the cloud-based version of SharePoint that provides a web-based platform for creating and managing sites, pages, libraries, lists, web parts, and apps. SharePoint Online is part of Microsoft 365 and uses the core services and productivity apps to provide a rich and secure content management system. You can use SharePoint Online to store, share, and collaborate on documents, data, and media, as well as to build intranets, extranets, portals, and workflows.

Microsoft 365 productivity apps

These are the cloud-based applications that provide collaboration and communication capabilities for your organization, such as Word, Excel, PowerPoint, Outlook, OneNote, Teams, Outlook, OneDrive, Stream, Viva, Power BI, Planner, Power Automate, and Power Apps. They are integrated with each other and with the core services to create a seamless user experience across devices and platforms.

The importance of effective implementation of Microsoft 365 in real-world scenarios

In today’s fast-paced and increasingly digital business environment, the effective implementation of Microsoft 365 is critical for organizations seeking to enhance productivity, streamline operations, and foster collaboration. Microsoft 365, a comprehensive suite of productivity tools and services, provides numerous advantages, but realizing its full potential requires strategic and thoughtful deployment.

Here are key reasons why effective implementation of Microsoft 365 is vital in real-world scenarios.

Enhanced collaboration and communication

Microsoft 365 provides a range of tools, including Microsoft Teams, SharePoint, and OneDrive, that are designed to improve collaboration and communication within organizations. Effective implementation ensures that these tools are seamlessly integrated, enabling teams to work together in real time, share documents effortlessly, and maintain clear communication channels, regardless of their physical location. This fosters a more connected and efficient workforce, which is essential for success in today’s remote and hybrid work environments.

Streamlined operations and increased productivity

With applications such as Word, Excel, PowerPoint, and Outlook, Microsoft 365 provides powerful tools for daily business tasks. When implemented effectively, these tools can be customized to fit the specific needs of the organization, streamlining workflows and automating repetitive tasks. This not only saves time but also reduces errors, leading to increased productivity. Additionally, cloud-based services ensure that employees can access their work from anywhere, at any time, further enhancing operational efficiency.

Robust security and compliance

One of the significant advantages of Microsoft 365 is its robust security features, including Advanced Threat Protection, Data Loss Prevention (DLP), and compliance solutions. Effective implementation involves configuring these features correctly to protect sensitive data, prevent unauthorized access, and ensure compliance with industry regulations. This is particularly important in sectors such as finance and healthcare, where data security and regulatory compliance are paramount.

Cost efficiency

Microsoft 365’s subscription-based model can be cost-effective, but only with proper implementation. Organizations must choose the right plans and licenses based on their specific needs and ensure that all features are utilized to their fullest extent. Effective implementation helps reduce unnecessary costs associated with underutilized services and ensures that the organization gets the best return on its investment.

Improved employee experience and retention

A well-implemented Microsoft 365 environment can significantly enhance the employee experience by providing intuitive, user-friendly tools that support their daily tasks. Features such as Viva Insights and MyAnalytics provide personalized insights to help employees manage their work-life balance and improve productivity. A positive digital experience can lead to higher job satisfaction, better engagement, and increased retention rates.

Facilitating innovation and growth

By using tools such as Power BI for analytics, Power Apps for custom application development, and Power Automate for workflow automation, organizations can drive innovation and support growth. Effective implementation ensures that these tools are accessible and usable by employees, encouraging a culture of innovation in which innovative ideas can be quickly developed and brought to market.

The effective implementation of Microsoft 365 is essential for organizations looking to harness its full potential. By enhancing collaboration, streamlining operations, ensuring robust security, achieving cost efficiency, improving employee experience, and facilitating innovation, Microsoft 365 can significantly contribute to an organization’s success. However, this requires a strategic approach to deployment, ongoing training and support for users, and continuous evaluation and optimization of the tools and services to align with the organization’s evolving needs.

Configuring Microsoft 365 tenant settings

Configuring Microsoft 365 tenant settings involves several steps to ensure that your organization’s Microsoft 365 environment is set up according to your business requirements and security policies.

Although there are multiple settings that need to be configured in the Microsoft 365 tenant, we will highlight those that align with security policies to protect your tenant, as they are crucial for preventing potential threats to your environment. This includes configuring the organizational profile, which is crucial for maintaining an accurate and secure representation of the organization; using Microsoft Purview’s data governance capabilities; and utilizing Microsoft Defender’s advanced threat protection features to ensure comprehensive security and compliance.

Configure organizational profile

Here are the steps to configure your organization profile:

Log in to Microsoft 365: Navigate to https://admin.microsoft.com and log in with your admin credentials.

Figure 1.3 – Microsoft 365 login

Access Admin Center: In the left-hand navigation pane, click on Admin to open the Microsoft 365 admin center.

Figure 1.4 – Microsoft 365 portal

Update organizational information: Go to Settings > Org settings > Organization profile.

Figure 1.5 – Microsoft 365 admin center settings

Edit details: Update the basic information, such as organization name, address, technical contact, and preferred language.

Security settings

Follow these steps to configure the security settings:

Security: Access the security center by navigating to Admin centers > Security.

Figure 1.6 – Microsoft 365 admin center

Note

Microsoft Defender is a cloud-based email filtering service that helps protect your organization against advanced threats to email and collaboration tools, such as phishing, business email compromise, and malware attacks.

Figure 1.7 – Microsoft Defender portal

Access email policies and rules: In the left-hand navigation pane, click on Email & collaboration > Policies & rules > Threat policies > Preset Security Policies.

Figure 1.8 – Microsoft Defender Email & collaboration options

You will see the Preset security policies screen. Each section outlines specific features and settings:

Built-in protection: This default security policy applied to all users includes additional machine learning models, more aggressive detonation evaluation, and visual indicators in the user interface. It notes that this is available only for paid Microsoft Defender for Office 365 tenants.Standard protection: Positioned as a baseline protection profile, this defends against spam, phishing, and malware threats. Features include balanced actions for handling malicious content, bulk content, and integration with Safe Links and Safe Attachments. There’s an option to manage these protection settings.Strict protection: Designed for high-value targets or priority users, this provides more aggressive actions on malicious mail, tighter controls over bulk senders, and enhanced machine learning capabilities. Like the standard section, it also provides an option to manage these protection settings.

Figure 1.9 – Microsoft Defender: Preset security policies page

Turn on the one you want to configure, and then select Manage protection settings to start the configuration wizard.On the Apply Exchange Online Protection page (see Figure 1.10), identify the internal recipients that the protections apply to (recipient conditions):All recipientsSpecific recipients: Configure one of the following recipient conditions that appear:Users: The specified mailboxes, mail users, or mail contactsGroups: Members of the specified distribution groups or mail-enabled security groups (dynamic distribution groups aren’t supported) or the specified Microsoft 365 GroupsDomains: All recipients in the organization with a primary email address in the specified accepted domain

Figure 1.10 – Apply standard protection: Exchange Online Protection option page

Select the appropriate box, begin typing a value, and choose the desired value from the results.

Repeat this process as needed (to remove an existing value, click the x next to it). When you’re finished on the Apply Exchange Online Protection page, select Next.

Figure 1.11 – Apply standard protection: Defender for Office 365 protection option page

On the Apply Defender for Office 365 protection page, identify the internal recipients to whom the Defender for Office 365 protections will apply (recipient conditions).

When you’re finished on the Apply Defender for Office 365 protection page, select Next.

Figure 1.12 – Apply standard protection: Impersonation protection option page

On the Impersonation protection page, select Next.

Figure 1.13 – Apply standard protection: Protected custom users option page

On the Add email addresses to flag when impersonated by attackers page, add internal and external senders who are protected by user impersonation protection, then select Next.

Figure 1.14 – Apply standard protection: Protected custom domains option page

On the Add domains to flag when impersonated by attackers page, add internal and external domains that are protected by domain impersonation protection, then select Next.

Figure 1.15 – Apply standard protection: Trusted senders and domains option page

On the Add trusted email addresses and domains to not flag as impersonation page, enter the sender email addresses and domains that you to exclude from impersonation protection, then select Next.

Figure 1.16 – Apply standard protection: Policy mode option page

On the Policy mode page, select Next.

Figure 1.17 – Apply standard protection: Review options page

On the Review and confirm your changes page, review the settings, and select Confirm when you’re done.

Figure 1.18 – Apply standard protection: Review option page

On the Standard protection updated or Strict protection updated page, select Done.

Set up data loss prevention settings

Here are the steps to configure the data loss prevention settings:

Access the compliance portal: In the left navigation pane, select Compliance to open the Microsoft Purviewcompliance portal.

Figure 1.19 – Microsoft 365 admin center settings

Note

Microsoft Purview is a cloud-based data governance and compliance solution that helps organizations manage and protect their data across various environments, ensuring regulatory compliance, data security, and effective data management.

Figure 1.20 – Microsoft Purview portal

2. Access the data loss prevention policy: In the left-hand navigation pane, click on Policies and select Data loss prevention. On the next screen, select the Policies tab and click on the Create policy option.

Figure 1.21 – Microsoft Purview Policies settings

3. Follow the DLP policy wizard to create the policy.

Through predefined or custom templates, choose the type of information to protect based on your needs. Microsoft provides templates for protecting common sensitive information types, such as credit card numbers and social security numbers.

In this case, we will establish a policy regarding the security of financial data.

4. Choose the type of information to protect.

Figure 1.22 – Template or custom policy option page

5. Click Next to proceed to the Name your policy section, where you will assign a name to the policy.

Figure 1.23 – Template or custom policy: Name your DLP policy page

6. Click Next and proceed to the Assign admin units section.

In this instance, we aim to apply the policy to all users and groups.

Figure 1.24 – Template or custom policy: Assign admin units option page

7. Click Next and proceed to the Define policy settings section.

We can either use the default settings from the template or make our own rules to improve the policy more. In this instance, we aim to use the default settings.

Figure 1.25 – Template or custom policy: Define policy settings page

8. Click Next and proceed to the Info to protect section.

This policy will cover content that meets these criteria. Validate and edit them if needed. For example, we can change the criteria to find more sensitive info or content with a certain sensitivity.

Figure 1.26 – Template or custom policy: Info to protect page

9. Click Next and proceed to the Protection actions section.

This section allows us to configure protection actions that are triggered when content matches the defined policy conditions. These actions help ensure that sensitive information is handled appropriately and that incidents are reported and managed effectively.

Figure 1.27 – Template or custom policy: Protection actions page

10. Click Next and proceed to the Customize access and override settings section. These settings allow administrators to configure access restrictions and override settings to protect sensitive content. By default, users are blocked from sending emails and Teams chats that contain the type of content being protected. These configurations will help ensure that sensitive information is securely managed and shared only with authorized individuals.

Figure 1.28 – Template or custom policy: Customize access and override settings option page

11. Click Next and proceed to the Policy mode section. This section allows administrators to choose how and when to activate a newly created or modified DLP policy. We can also use a simulation mode to assess how the policy affects our data. This step is crucial for ensuring that the policy functions as intended without immediately impacting users or workflows.

Figure 1.29 – Template or custom policy: Policy mode page

12. Click Next and proceed to the Review and Finish section. Keep in mind that after the policy is created, it will be applied to the selected locations. Review the settings on this page of the policy wizard and click Submit if everything is okay.

Figure 1.30 – Template or custom policy: Review and finish page

By following these steps, we have successfully activated Microsoft Purview Data Loss Prevention in the Microsoft 365 tenant, which helps to protect sensitive information and comply with data protection regulations by ensuring that the Microsoft 365 tenant is configured correctly and securely. Adjust and revisit settings as needed to accommodate any changes in your organization’s requirements.

User provisioning and access control

User provisioning and access control in Microsoft 365 involve creating user accounts, assigning appropriate licenses, configuring permissions, and setting up security measures to manage user access. Keep in mind that settings need to be adjusted and revisited as needed to accommodate any changes in your organization’s requirements.

User provisioning