Wednesday, May 23, 2018

Office 365 DLP Document Finger Printing

Data Loss Prevention (DLP) is a way of preventing sensitive information inside you organisation from being sent places you don’t want. Office 365 E3 and above have always included DLP but now Microsoft 365 Business also includes DLP.

There a number of different options you can configure when it comes to DLP inside Office 365. One of these ways is to use DLP is via Document Fingerprinting that allows Office 365 to check information against a template you provide.

Here’s how it works.

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The first thing I do is create a template of the information I want to be fingerprinted against. Here I have created an invoice template as shown above. Thus, information being sent from my tenant will be checked (‘fingerprinted’) against this to prevent documents that ‘look like’ this template from being sent externally.

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To configure DLP Document Fingerprinting you’ll need to navigate to the Exchange Admin Center and then the compliance management option on the left. You’ll then need to select the data loss prevention option at the top of the page on the right.

On this page you’ll need to select the Manage document fingerprints hyperlink in the top half of the page as shown above. 

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Here you will see any document fingerprints already configured. Press the plus (+) key to add a new fingerprint document.

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Simply give the fingerprint a name (in this case Invoice – DLP).

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In the lower window you’ll need to select the plus (+) symbol and upload the template document that you have created. In my case, I’m going to upload the invoice template shown earlier.

Save you selections.

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In the lower part of the data loss prevention page you’ll see a list of DLP policies in your tenant. Some of these policies may have been created elsewhere (like the Office 365 Security and Compliance Center). Locate the document fingerprint policies you just created (here called Check for Invoices), select it and then select the edit icon from the menu at the top as shown.

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You can then further configure the DLP policy. Here I have elected to enable and enforce the policy but there are other options you can select.

Select the rules option from the menu on the left.

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To create a new rule, select the plus (+) icon from the menu across the top.

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Here is where you will create the outbound transport rule to check information sent via email. In this case, the rule will apply of the recipient is outside my Office 365 tenant.

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When I select the type of sensitive information I can now select from the document fingerprint I just created.

When there is a policy match, I then elect to block the document, notify the user via a policy tip and send a report to a nominated user.

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With my new document fingerprinting DLP policy in place I now create a new invoice based on the original template as shown above that you can see is different from the original template but still similar in format.

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As you can see above, when I attempt to attach this new document via Outlook on the desktop that looks like the previously configured fingerprint document, it activates my DLP policy and prevents the item being sent outside the organisation as desired.

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I get a similar result if I try and do this using the Outlook Web Client (OWA).

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I get a policy tip at the top of email as shown above.

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and when I attempt to send the email I can’t. DLP in action!

This is one example of the DLP capabilities of suitably licensed Office 365 and Microsoft 365 tenants. DLP is great way to prevent standard information, like invoices, being accidentally or maliciously sent outside your organisation.

As I mentioned, DLP is now part of Microsoft 365 Business which means that it an even more enticing offering for SMB who are subject to compliance regulations.

Friday, May 18, 2018

Pssst…want some free GBs in your OneDrive for Business?

One of the common beliefs with Office 365 is that OneDrive for Business storage for most plans (typically Business plans) is limited to 1TB per user. Well, I’m here to tell you that the limit for most tenants is in fact 5TB per user. Don’t believe me? Well, read on and be AMAZED!

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You can see from the above that the user has the standard 1TB storage for the OneDrive for Business.

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The ‘normal’ way that you set the amount of storage each user gets for their OneDrive for Business is via the Storage option in the OneDrive Admin console as you can see above.

Now, if you visit the link just below that setting you will see the following:

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Here’s the full link:

https://support.office.com/en-us/article/set-the-default-storage-space-for-onedrive-users-cec51d07-d7e0-42a3-b794-9c00ad0f0083?ui=en-US&rs=en-AU&ad=AU

Thus, if you have more than 5 users (and perhaps less) you can get 5TB per user OneDrive for Business.

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These days, I prefer to do most of my administration using PowerShell. The above script will set the new limit for all users provisioned with OneDrive for Business from this point on to have 5TB of space in their OneDrive for Business.

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To increase any existing users OneDrive for Business up to the 5TB limit you’ll need to run the above script for each user. You’ll need to replace the URL with each users individual OneDrive for Business URL.

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After doing this, if you now look at the users OneDrive for Business storage quota, you’ll see it is now 5TB!

Magic eh? And you thought I couldn’t give you free GB’s out of thin air! Shame on you.

Thursday, May 17, 2018

An Introduction to Azure for partners

Here’s a recent presentation I gave providing an overview of Azure aimed at IT resellers and professionals. The slides are also available for download here:

https://www.slideshare.net/directorcia/introduction-to-azure-for-smb-partners

Wednesday, May 16, 2018

Enterprise State Roaming

Microsoft 365 allows you to implement Enterprise State Roaming which is the ability to sync select Windows desktop settings across various machines. This is really handy if you work with different Windows 10 machines and want you information across all of them.

You enable Enterprise State Roaming in Azure AD and then all you need to have is Windows 10 Pro machines joined directly to Azure AD. This video tutorial will show you how to set up Enterprise State Roaming and how it works.

Tuesday, May 15, 2018

Need to Know podcast–Episode 181

This week I talk to the Microsoft 365 Senior Product Marketing Manager in Australia Nico Charritton all about the latest updates to Microsoft 365 Business. We talk about the Microsoft 365 Business product and how it can benefits businesses, especially when it comes to increasing their security. Brenton and I also bring you the latest updates from the Microsoft Cloud and also information about the latest Windows updates we have seen roll our recently. Plenty to stay tuned for and we thank you for listening.

Take a listen and let us know what you think -feedback@needtoknow.cloud

You can listen directly to this episode at

https://ciaops.podbean.com/e/episode-181-nico-charritton/

Subscribe via iTunes at:

https://itunes.apple.com/au/podcast/ciaops-need-to-know-podcasts/id406891445?mt=2

The podcast is also available on Stitcher at:

http://www.stitcher.com/podcast/ciaops/need-to-know-podcast?refid=stpr

Don’t forget to give the show a rating as well as send us any feedback or suggestions you may have for the show.

Resources

@contactbrenton

@directorcia

Nico

What is Microsoft 365 Business?

Introducing Microsoft 365 Business

Microsoft 365 Business get serious

Microsoft 365 Business new features

Microsoft 365 Business documentation

Microsoft demos

What's new in 1803

Google Assistant demo

SharePoint Migration Tool V2 now available

Office 365 Advanced Threat Protection

Per disk metrics for managed and unmanaged disks

Monday, May 14, 2018

Introduction to Office 365 Advanced Threat Protection (ATP)

Office 365 Advanced Threat Protection (ATP) is one of the recent offerings rolled into Microsoft 365 Business. See:

Microsoft 365 Business new feature comparison

I feel that ATP should be a mandatory add on for all Office 365 SKUs that don’t already include it. It is very cheap but really helps protect users from bad stuff coming in via emails.

One thing that many people fail to realise about ATP (and many other O365 security features in fact) is that you need to enable it or set up policies to control what you want the service to do. These generally aren’t there by default, so simply adding a license isn’t good enough. You actually need to go in and configure the policies.

The above video gives you and overview of how to set these policies and what options they involve. You’ll also see ATP in action protecting a mailbox from malware. This should give you a goo introduction to Office 365 ATP.

Learn how ATP will make you and your business safer.

Saturday, May 12, 2018

Saving custom columns widths with SharePoint Online

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One of the great things about SharePoint Online is that you can create custom columns for just about every element in a site. The information that SharePoint Online displays to you can be customised using “Views”. You can configure multiple “Views” inside a List or Library to show exactly the information you want, as you can see above.

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You can also adjust the width of any column by simply dragging it out like you do in something such as Excel. Just go to the boundary of the column heading and drag the column width out as shown above.

The issue was that when you return to this layout after the current session (i.e. closed the browser and logged in again later), the column width would revert back to the default width. Frustrating.

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Also, if another user looked at the same location they would again, only see the default widths, even though you changed it in your session.

So, any column changes made were not persistent between sessions or globally available. Frustrating.

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However, if you take a close look at the “View” pull down in the top right of the page you will notice something.

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You should see that once you change a column width on the page a * appears after the “View” name.

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Again, make a change to the column width and a little * will appear. This is telling you that the “View” has changed is different from the default. This is kinda the same when you edit documents. It indicates that the contents have changed and you SHOULD save these changes for them to be retained!

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If you therefore select the “View” pull down there will be an option to Save view as.

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If you then Save the “View”, using the same name as before, you are overviewing the old display with the new layout i.e. with different column widths.

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If another user now navigates to the page they will see the columns widths that you set! i.e. saving the “View” after adjusting the columns sets these columns width for all users! Yes Martha, we have achieved the global configuration for column widths in SharePoint Online! Yeah!

In summary then, adjust the column widths to the size you want and then save the “View” to make those widths available to all users globally.