Microsoft Cloud Best practices

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I get asked quite regularly about best practices for the Microsoft Cloud so what I have done is start a new file in my GitHub repository here:

https://github.com/directorcia/Office365/blob/master/best-practices.txt

where you’ll find links to articles from Microsoft and others (i.e. NIST, CIS, etc) around best practices for the Microsoft Cloud.

Let me know if you have any more and I’ll add them.

CIAOPS Need to Know Microsoft 365 Webinar–October

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It’s about time we revisited what Microsoft Teams is all about and how to get the most from this major service in Microsoft 365. Join us for a deep dive into what Teams is and how to make the most from it in your business. I’ll warn you that it probably going to challenge the way you think about collaboration. There is also plenty of news that I’ll cover as well as open Q and A for any questions you may have.

You can register for the regular monthly webinar here:

October Webinar Registrations

The details are:

CIAOPS Need to Know Webinar – October 2020
Friday 30th of October 2020
11.00am – 12.00am Sydney Time

All sessions are recorded and posted to the CIAOPS Academy.

The CIAOPS Need to Know Webinars are free to attend but if you want to receive the recording of the session you need to sign up as a CIAOPS patron which you can do here:

http://www.ciaopspatron.com

or purchase them individually at:

http://www.ciaopsacademy.com/

Also feel free at any stage to email me directly via director@ciaops.com with your webinar topic suggestions.

I’d also appreciate you sharing information about this webinar with anyone you feel may benefit from the session and I look forward to seeing you there.

New conversation button in Teams

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A New conversation button has appeared for me inside my tenant both on the desktop and on the web as shown. This is very much like the button you in the mobile experience of Teams.

One of the major challenges with conversations or chats in Teams was the simplicity that you could create new conversation threads. This simplicity was its own worse enemy unfortunately, because what you’d find is that people would post new message threads rather than posting to the current or existing one. Many users didn’t notice that fact and you ended up with many, many disjointed conversations. That reduced Teams chat benefits and effectiveness.

This New conversation button will ensure that any existing reply will stay in the existing thread and you’ll only get a new conversation by pressing that button. It also makes the interface between, desktop, mobile and web more consistent.

Look out for the New conversation button coming to your Teams environment soon.

Need to Know podcast–Episode 252

In this episode I speak with MVP Megan Strant all about adoption. However, in this discussion we focus on the human side of adoption and change management which can be really challenging for many organisations to successfully manage. Megan shares her experiences and provides some handy insight into how we can improve our chances of successful adoption of Microsoft 365.

Of course, there is always Microsoft Cloud news which I’ll bring you up to date with. We will be expecting a whole lot more once Microsoft Ignite starts, so stay tuned here for all the latest!

This episode was recorded using Microsoft Teams and produced with Camtasia 2020

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-252-megan-strant/

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

@meganstrant

@directorcia

Meganstrant

Megan Strant on Linkedin

Prosci

Microsoft Ignite 2020

Organize content your way with the Preview of Project Moca

Microsoft Lists in Microsoft Teams is now generally available

Updates for Dictate, including voice commands in Word

Transcribe in Word

What’s New with Microsoft 365 | August 2020

What’s New in Microsoft Teams | August 2020

Incrementing a SharePoint list column using Power Automate and Flow

Updated CIAOPS PowerShell course

https://ciaops.podbean.com/e/episode-252-megan-strant/

Need to Know podcast–Episode 250

I’m joined in this episode by MVP Lisa Crosbie to talk about what’s new in the Power Platform, especially Project Oakdale or as it was known when we recorded it, Microsoft Dataflex. Lisa shares with us what this technology is all about, how it integrates and the benefits it can provide businesses.

There is also cloud news and updates from Microsoft at the top of the show, as usual to keep you up to date.

This episode was recorded using Microsoft Teams and produced with Camtasia 2020

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-250-lisa-crosbie/

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

@lisamcrosbie

@diirectorcia

Lisa Crosbie on YouTube

Lisa Crosbie on Linkedin

The UP podcast

Power App in a day

Dataflex in now Project Oakdale

Available for preorder today, Surface Duo is purpose-built for mobile productivity

Microsoft Surface Duo Press Briefing

Microsoft Office 365—Do you have a false sense of cloud security?

Introducing EDR in block mode

End users can now report “This wasn’t me” for unusual sign-in activity

What’s new: Azure Sentinel and Microsoft Defender ATP improved alert integration

CIAOPS Getting Started with Azure Sentinel online course

Microsoft Whiteboard in Teams Adds Sticky Notes and Text, Improves Performance

Maximize cost control with new auto-shutdown setting

Need to Know podcast–Episode 248

I speak with Michael Van Horenbeek who is one of the authors of a new Microsoft 365 Security eBook. We talk everything Microsoft 365 security as well a little about the challenges of publishing. I also get you up to date with the latest news from the Microsoft Cloud.

This episode was recorded using Microsoft Teams and produced with Camtasia 2020

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-248-michael-van-horenbeek/

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

@vanhbrid – Michael Van Horenbeek

@directorcia

Microsoft 365 Security for IT Pros eBook

Microsoft Lists begins general availability roll out to Microsoft 365

Connecting tasks experiences across Microsoft 365

Announcing Tasks in Microsoft Teams public rollout

Teams is shaping the future of work with low code features to enhance your digital workspace

The new Yammer is generally available worldwide

Announcing public preview of Microsoft Endpoint Data Loss Prevention

Introducing the Bing Enterprise Homepage

End users can now report “This wasn’t me” for unusual sign-in activity

Reasons to move to Microsoft 365 from a file server environment

There are many who still fail to see the benefits of moving from a traditional on premises, centralised file server to a modern collaboration system like Microsoft 365. Here is a list of what I believe to be the major reasons that what is offered in a service like Microsoft 365, is superior to what is offered by an on premises file server.

1. Search

I did a recent presentation around this exact topic, which you can find here:

It’s all about Search

It’s all about Search – video

All the file information you move to a service like Microsoft 365 is indexed. This includes both the title and the content, especially common document formats like Office, PDF, text and so on. Even images these days can also be indexed if they contain discernible text.

The benefit here is that people spend over 30% or more of their day looking for information. Data trapped in a deep folder structure remains untapped unless people ‘know’ where to look. People’s expectation these days with the Internet is to use a search engine to find what they want. Shouldn’t all data, no matter where it resides also be as easily accessible as it is using Internet search engine? Microsoft 365 provides this out of box for data hosted there.

2. Remotely accessible

Recent times have demonstrated that those with information stored in a single location that isn’t available from anywhere will struggle. The trend, accelerated even more so now by current pandemic conditions, is the requirement to access data from almost anywhere, quickly and easily. There is also little doubt that the demand for remotely accessible data will only continue to grow as people desire the flexibility to work where ever and whenever is convenient.

Enable employees to work remotely and stay more secure

3. Different methods of accessibility

Another important factor is the need to be able to access file data using a variety of methods. With Microsoft 365, you can access data via a web browser, via the desktop, via a mobile device. You are not limited to a single mechanism. You can also access this data on just about any form of device, from any supplier, running any operating system. Most on premises data access is largely limited to using a limited functionality file explorer mechanism that does not provide rich information (like metadata) about the data as as not support modern functionality either (such check in/out).

4. Accessible on mobile devices

The need to access data on a variety of mobile devices is only growing. This needs to be done quickly and easily. You can access Microsoft 365 data typically via a dedicated application for that service such as using the OneDrive for Business app, or the SharePoint app, or the Teams app, or the Outlook app and so on. You can also access it via the default browser on any mobile device as well. Dedicated apps also support native search as well for this data, but again all accessible via an app on a device.

Office mobile app

5. Automatic versioning

By default, and you can customise this, 500 versions of each file are maintained in the Microsoft 365 storage services. This means that every time a file is updated a previous version of that file is retained. This provides the ability to examine and potentially restore from any point in time quickly and easily. Effectively, 500 backups of every file is maintained in Microsoft 365.

How does versioning work in a SharePoint list or library

6. Multiple people can work on the same Office document together

With Office document in Microsoft 365, it is possible for multiple people to work on the same Word document, for example, at the same time. The typical on-premises scenario is that if a file is in use, another user will make a second copy of the original to work on, with the hope that such changes will be merged into the original. This rarely happens and you then typically end up with duplicates of the original, with few people knowing what the current ‘source of truth’ is. Microsoft 365 allows users to work on a single Office document at all times and therefore maintain a single copy, or ‘source of truth’.

Document collaboration and co-authoring

7. Data resides with metadata

People don’t just work on files. in a silo. Files are only part of the information story today. There are also calendar appointments, free form notes, chat, emails, tasks and so on. An on premises arrangement typically silos file data. Microsoft 365 allows common data to live together in SharePoint Team Sites or Microsoft SharePoint sites for examples. This means that common data can be stored in a common location where it provides far more value in aggregate than in isolated siloed environments.

How to make Tagging & Searching easier with metadata

8. Check in/Check out

Data in Microsoft 365 can be ‘checked in’ and ‘checked out’. Doing so provides detailed audit information around who and why the files was being edited. It allows users to gain ‘exclusive’ access to a file to make changes. Image a policy document that is under going change. It can be ‘checked out’ while it is being updated. All other users will still be able to view the original document prior to it being ‘checked out’ but they can’t make changes to that document until it is ‘checked back in’. This means that the document if ‘effectively’ read only for the time that it is ‘checked out’. When a document is ‘checked back in’ audit information about the ‘check in’ can be added to that documents properties.

Check out or check in files in a document library

9. Approvals

You can also add an approval level to data in Microsoft 365 data. This means, that after a document has been ‘checked back in’ it has to undergo a further ‘approval’ stage before all other users can access it. For example, a current policy is ‘checked out’ and worked on. When it is completed, it is ‘checked back in’ by the original editor. With approvals in place, a supervisor now needs to typically review the document and ‘approve’ it before the updated document is available for all users in the environment.

Require approval of items in a site list or library

10. History

When you examine the properties of individual documents, you can easily see the activity on that document. That means you can quickly see who has not only edited that document but also who has viewed it.

File activity in a document library

11. Sharing

Sharing documents with others is far easier in the Microsoft 365 environment. This can be done using a link to the original source location, importantly maintaining the ‘single source of truth’. This is especially true when sharing data outside the organisation. Attaching a file from a file share, creates multiple copies of the original file. It also surrenders control of that file to the receiver. That is, the send has no idea whether the user has received that file, viewed that file, sent that file to others, modified that file or take other actions with that file. Attaching a file not only creates an additional copy but also surrenders complete control of that data to the receiver. Via sharing options in Microsoft 365, far more control can be retained over the file since it remains in a single location, inside the source Microsoft 365 environment. The business can easily run reports to see what information is being shared, with whom and then take actions on that, such as blocking unsanctioned sharing.

Share a document using SharePoint or OneDrive

12. Personal user storage

Each individual licensed Microsoft 365 user gets at least 5TB of storage in their own OneDrive for Business. By default, this area is private for that user. They can share directly from here. They can sync that information to any location. They can access that information on their mobile device or remotely via the web. This overcomes the typical on premise scenario of needing to work on a document ‘at home’, in which the data is emailed via an attachment (creating another copy of the data again), typically to a personal non corporate and non compliant email address. It is then worked on outside the business, typically leaving a copy on the home PC as well as the personal email account, then emailed back into the business. OneDrive for Business again, allows for a single source of truth for data that can be accessed from any location using a variety of means. This prevent data leakage and for the business it provides much more control over their data.

Pssst…want some free GBs in your OneDrive for Business

13. Hardened against infection

Data sent to the Microsoft 365 environment is checked for infection. If data is subject to something like a crypto locker attack that it can easily be recovered by the user thanks to the in built version control. This protection is in addition to protection provided on devices and locations in which that data is accessed. It is something the Microsoft 365 service provides by default.

Virus detection in SharePoint Online, OneDrive, and Microsoft Teams

Restore your OneDrive

14. Compliance

The data can have compliance policies applied to it automatically. An example of this would be Data Loss Prevention (DLP) that could prevent sensitive information like credit cards being sent outside the organisation. Such policies apply to wherever that data is accessed. It is even possible to prevent users accessing data on devices and in locations that are considered insecure or not compliant (for example on a home PC).

Microsoft 365 compliance center

Overview of data loss prevention

15. No infrastructure costs

The costs of managing and maintaining servers adds up. Equipment fails. Equipment needs updating. Operating systems needs updating. Someone has to do this, and continue to do this. Resources devoted to maintaining on premises equipment are resources not devoted to the business achieving it’s business goals.

16. Retention

Not only is version control the default with files in Microsoft 365 but it is also possible to implement retention policies to not only specify how long data should be maintained for but what should be done at the end of that period. Most businesses, simply hoard data because they can. That however encourages duplication of information and maintenance of irrelevant and potentially confusing information. Good governance of data should not only state how long it needs to be maintained but also when it should be deleted. Microsoft 365 allows this all to be managed automatically using retention policies.

Create and configure retention policies

17. Delve

I have spoken a lot about the benefits of Delve which you can find here:

Delve should be the center of your Office 365 universe

but in essence it provides a single location for a user to go and find data that is relevant to them either via search, activity feed or interaction with others. This capability is constantly updated and managed by Microsoft 365, there is nothing that needs to be done by the user. Delve takes care of that for them.

18. Project Cortex

It shouldn’t be too much longer before we get Project Cortex. Imagine that every time you viewed Microsoft 365 it presented you with a fully customised view of the data that you need. No need to worry about where it actually lives, what structure it resides in, Project Cortex will build a customised ‘intranet’ for you on the fly each and every time you visit.

Project Cortex

19. Integrations

It has been previously pointed out that file data no longer lives in vacuum. Far more benefit is derived from integrating data with services other than pure storage. Microsoft Teams is a great illustration of how the integration of storage, chat and conferencing have grown to be the central requirement of many organisations today. As new and innovative ways are created to boost productivity, they largely rely on the ability to integrate this functionality with access to file data. Solutions like Microsoft 365 make this relatively simple and straight forward. In many cases, the integration simply becomes ‘available’. It only relies on the end user effectively learning to make advantage of these abilities.

Answering common questions with Office 365 Part 3

20. Great people expect great tools

A major battle for business today is recruiting and maintaining the best talent. Great people, expect to work with the latest technologies. Without that, they will leave and move to businesses that provide them with the most modern tools they need to get their jobs done. These modern tools are what is already available on the Internet. Many of the best and brightest have grown up with these modern web based applications and will expect these as default inside any business they work for. Don’t have the latest tech? Then don’t expect to attract the best talent. It is that simple.

21. The rise of the machines

A growing importance to all businesses, large and small will be Artificial Intelligence in some shape or form. This means allows algorithms to examine large amounts of data and then make judgements, take actions, present information and generally assist the information worker. It is going to next to impossible to achieve that if a businesses data is siloed and locked away on antiqued environments on premises. One huge advantage of the Microsoft 365 environment is the Graph that captures all sorts of signals from all sorts of locations in the service and then make those available. Not only is this important for productivity but it will become increasingly important for security

Overview of the Microsoft Graph

Put AI into action and empower everyone in your organization

22. Simple automation

Thanks to the integration of services like Microsoft Power Automate it is very simple to start automating common business processes in Microsoft 365. For example, the handling of an employee leave request form, complex document approvals, attachment routing and so on can be achieved with a ‘no code’ tool that is integrated into the platform already at no additional cost. There is so much inside every business that can be automated. All of these add up to greater productivity and in the end make the business for efficient and effective.

23. AutoSave

We all have had the situation of investing a lot of time into a document and then have the application crash or hang resulting in all the changes being lost. Painful to say the least. Microsoft 365 applications automatically saves files you are working on every few seconds via a feature known as AutoSave. It will also be enabled by default when a file is saved into OneDrive for Business, SharePoint Online or Teams. This is going to greatly reduce the chance of users losing time and effort they have invested in working with data in Microsoft 365.

What is AutoSave?

Conclusion

In summary, moving to a ‘modern’ collaboration environment like Microsoft 365 has many benefits, even more than I have listed here. As with any change, there will be challenges moving from a familiar comfortable environment to something that is new and in many ways quiet different. Change is never easy but change is a fact of life with technology and something that eventually most businesses cannot avoid if they want to stay competitive. You don’t see many horse drawn carriages on our streets these days do you? The trick is that any change doesn’t have to happen in total or immediately. It is not something that needs to be completed overnight. In fact, the best approach is to ease into it using something like the migration framework that I have recommended here:

A framework for file migrations to Microsoft 365

Of course, there maybe constraints and requirements to change faster than some are comfortable with. As I have highlighted in this article:

Stop making your users feel stupid!

Training and a formal adoption processes are so important to ease people these changes. Businesses should want their workers to be even more productive in this new ‘modern’ collaboration environment but that isn’t going to happen without providing users with assistance in making this change. You should be investing in people as much as technology because they form the critical partnership in any business. Only working in combination will this allows a business to progress. The longer they remain in conflict, the less productive a business will be. Technology is a mere tool but those who wield it cannot do so effectively using antiquated and blunt instruments. Likewise, the most modern and sharp instruments, operate well below their capacity when wielded by the unskilled.

All businesses should be focused on profitability in whatever measure that may be. All resources, people, technology and so on, inside a business should aim to serve and maximise that end. In this day and age, there are not many businesses that would be well served with utilising antiquated technology. A desire to stick with the status quo and not embrace the benefits technology can provide is not doing that business any favours. That flows onto every person in the business and every supplier to that business and every customer of that business and every family with members in that business and so on. The ramifications are much wider than most give it credit for.

As I said, it is not an all or nothing choice. It is about making the BEST choice from the available options. To me, at this time, the best choice is consideration for what services like Microsoft 365 can provide a business, not simply to maintain things the way they have always been ‘just because that is easier’. Hopefully, the items above help provide some evidence as to why consideration should be made along with the information to do so.

Need to Know podcast–Episode 237

FAQ podcasts are shorter and more focused on a particular topic. In this episode I’ll talk about the differences between OneDrive for Business and SharePoint.

This episode was recorded using Microsoft Teams and produced with Camtasia 2019

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-237-odfb-vs-sharepoint/

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

CIAOPS Patron Community

Introduction to file collaboration in Microsoft 365, powered by SharePoint

@directorcia

Transcription

Robert Crane  0:00 
Welcome along to the Need to Know podcast. My name is Robert Crane and this is episode 237. Now, these episodes are shorter episodes known as FA Q’s and they are aimed at a deeper dive into some of the technologies in the Microsoft Cloud. Now these episodes are brought to you by my CIAOPS Patron community and again, you’ll find information about that at http://www.ciaopspatron.com. Check it out if you’re interested in learning more and keeping up to date with everything in the Microsoft Cloud. Now what I want to cover today is a very common question I see out there around the differences between OneDrive for Business and SharePoint. Now the first point of order is to note that SharePoint is a technology, a service that OneDrive for Business takes advantage of. So the way to think about it is that SharePoint is the overarching technology that OneDrive for Business runs on and will also designate the common area as team sites. So again, think of SharePoint, the top of the tree, and that’s providing the storage capabilities for files and folders for OneDrive for Business and for team sites. And also for Microsoft Teams as well. So think of, again SharePoint as the manner in which items files are stored in Microsoft is five, four, which OneDrive


takes advantage of it, and so does team sites. Now one of the other differentiators here is to appreciate that OneDrive for Business is designed as personal storage per user. And team sites are designed for shared data. So think about a OneDrive for Business as what is on your desktop, my documents or a home drive or traditional home drive, you would have had potentially with a on prem server, and think of team sites as location for shared file. So this is going to be you know, the F drive in the old style file, so therefore shared location used by multiple people. Now, OneDrive for Business, as I said, is aimed at personal storage. And basically all you get is a single document library, right? So inside SharePoint technology, there are these apps or these locations where you can put information. The location that you put files into in SharePoint technology is called a document library.


And you only get one of those with OneDrive for Business. Whereas with team sites, you can have as many document libraries as you want. So the first differentiation point around these two technologies is that OneDrive is you get one document library with team sites, you can create as many document libraries as you want to help you separate out and manage your different files in their environment. So when we open our OneDrive for Business, we see one document library, and basically just see a list of files and folders. So think about the fact that we get no width. We don’t get the ability to add additional apps. We can’t add document libraries to OneDrive for Business. We can’t add calendars, contacts, lists all the other things that our intranet into OneDrive for Business or OneDrive for Business is a solely aimed at allowing users to store they follow information. Now this is really good to allow users to get information off there.


My Documents off their desktop off their home drive from a server and put it into an area in the cloud, which is backed up manage, maintain controlled and accessible remotely. Now, the most important thing I think about any SharePoint technology bit OneDrive for Business or team sites, is the fact that it’s all searchable. So once we put information up into SharePoint technologies, we’re able to take advantage of the fact that all the data will be indexed and can be recovered or can be viewed basically using search. Alright, so OneDrive for Business, one document library, you can’t add more document libraries. And you can, for example, add sub areas, you just get one single area with no width and no depth. It’s just a storage location. Now when you start out, in most cases, users will get at least one terabyte of space in their OneDrive for business to be able to store their own personal files. Okay, so one terabyte per user.


Generally is what is provision and is aimed at the users personal documents is not a place for parsers. It’s not a place largely for common documents, right? That is what we use team sites for. Now, the idea here with team sites is that it’s designed for this shared storage concepts. divined for designed for users to work on files in a group environment. Right. Now, as I mentioned, in SharePoint, you can add as many apps as you want to broaden what is available in that location. So you can add multiple document libraries. So you may have one location for your policies, your procedures, maybe a templates areas where you can keep building these out. And the advantage of having different document libraries, for example, is you can format them in a different way. And you can also have different permissions. But with team sites, we can also add things like calendars, contacts, lists,


We can build it out into a true intranet environment. So the idea with team sites is that it is for a group of people. And we can add more content in there besides just pure files and OneDrive for Business, largely designed for pure file storage. Now, when we basically configure our environment with our team sites, we get one terabyte of total storage across all of the teams I separate. So remember that when we create a Microsoft team, we get a team site, a SharePoint team site, into which we can put our documents for our Microsoft team, that and all the other SharePoint team sites when added together their total storage is or cannot exceed, generally one terabyte now, you get that one terabyte standing space which is shared across your Microsoft team, the team’s site environment and you also then get an additional 10


gigabytes per user added onto that space, you start with one terabyte. And then for every licenced user you have, using SharePoint team sites, you will get an additional 10 gig of storage capacity added on to that one terabyte, right? So if you have 10 users, you’re going to get 10 times the 10 gigs, you’re going to get hundred gigs of additional storage. And that means you’re going to get basically 1.1 gigs worth or sorry, 1.1 terabytes worth of data out there that you can use to put all your shared documents in. Now, not only can you get the one terabyte starting space with SharePoint team sites, you get the 10 gig per licence use as well, but you could also buy additional storage. So one of the advantages of SharePoint team sites is the fact that you get the one terabyte 10 gig per licence user


Then you also can add additional storage on there as a paid option if you so choose. So that makes it a little bit more extensive, a little bit more flexible to achieve what you want. Now, remember that this total space is one terabyte you can manage that you can make that automatically allocated, you can control that by the different team site, if you wish. Now, what are some of the other differences between my SharePoint team sites versus OneDrive for Business? Well, in a SharePoint team site, you get something called check in check out. So what that means is that when users work on typically we’re typically Office documents inside these technology inside SharePoint technologies. Then what happens is, is they are co authored by default, which means that multiple users can edit them, update them, change them at the same time by default. Now, there are probably times when you want to make sure that only as


single author has access to a document. In that case, you can check the document out, the author can update the file, everybody else can view the last version of it. And then when they’re finished, when the author’s finished with that they check the document in and make it available later on. So, SharePoint team sites gives us the ability to do these document manage which we management, which we don’t see with OneDrive for Business, because OneDrive for Business, again, is designed for a single user to work with. Now, probably the biggest difference between OneDrive for Business and SharePoint team sites is the fact that you get metadata. So metadata is available in SharePoint team sites, what use metadata for us think of it like tagging files. So the idea is is you will put a file into a SharePoint team site document library, and then you would tag it so instead of creating folders or very deep structure, you would use the tagging to keep that structure as flat as possible. The advantage of


Doing and using metadata which you can now filter, you can now sort. And you can now launch automated processes based on the metadata, you have now, a file an item inside, a SharePoint team site can have as many metadata tags effectively as you wish. So you can tag a file lot by, for example, an author by location by whatever you wish by a customer. And then you can start using that to filter and sort and we don’t see that metadata capability in OneDrive for Business. Now, the other thing with SharePoint team site is we can create a hierarchical structure so we can create something called sub sites inside our SharePoint team sites to allow us to organise our data in a hierarchical structure. Now generally best practices not to do very deep data structures these days, but it is possible and again, it’s one of the differentiation points between


A SharePoint team site and OneDrive for Business so they get ticked off. At SharePoint team sites. It’s much more like a traditional file server with data located in a hierarchical structure, and OneDrive for Business as just a single location with no sub area that you can put your files and folders if you want. So just in summary, again, the idea here is that the technology the storage technology, then the Microsoft Cloud typically uses easy storage technology, known as SharePoint that’s been with us probably for over 20 years now. Now, that technology allows us to build OneDrive for Business, which is a limited subset of the full features of SharePoint, as well as team sites. So team sites are aimed at grouping together information files, Contacts, Calendars, for a group of people, a team of people, where I OneDrive for Business is purely designed as a


storage location for a user’s files, right. So every user generally, by default, will get their own OneDrive for Business, they can put their own files in there, they can then access them in any location, they can share the odd file in and out of that. But if they’re working on a group of files, like your traditional file server, the idea is to put it into SharePoint team sites. Now, there are some differences between the two and what’s available and what surfaced and you get more of the functionality in SharePoint team sites. So you get things like check in check out, you get the ability to add additional metadata. You can, for example, pin files to the top of a document library list. To highlight them. You can also add calendars, contacts lists a number of different apps into a SharePoint team site to make it more like an intranet, right? So you want to gather all your information in there. Now importantly, remember that other components of the Microsoft Cloud like Microsoft Teams, do you


Use SharePoint team sites. So every time you create a Microsoft team, it will create a SharePoint team site in which you can put your files and folders in there that is surfaced in the Microsoft team’s interface. But you can dig in behind that. And you can go and get access to that full SharePoint team site from that Microsoft team if you want. Alright, so remember that the storage for a group of users is going to be in a SharePoint team site. And the individual data location for users and their files is going to be OneDrive for Business. And both of these are built on SharePoint technology giving us a lot of these enterprise capabilities, document management that is available in that. So hopefully that has given you a bit better clarification as to the difference between OneDrive for Business and SharePoint Online. And it sort of boils down to the fact that they both stores locations, they’re both built on SharePoint, OneDrive for Business is


individual users with SharePoint team sites are four groups of users. And that’s where you’re going to get the best usage and functionality out of that. Now, of course, you can use those services for other things, but they really shine when they are used in the correct way for storing data. So with that, Have you enjoyed that episode? Thank you very much for listening. You have been listening to the Need to Know podcast from CIA ops training on using technologies like SharePoint online or Microsoft 365, visit www dot CIA ops academy.com. by purchasing from the selections available, you’ll be directly supporting this podcast. To provide feedback on this episode, visit www.ciaops.com slash contact


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