Need to Know podcast–Episode 286

Another round of updates from the Microsoft Cloud. Also trying a video version of the podcast on YouTube (link below). Also trying an ‘editorial’ section which this month is on Secure Score. Let me know what you think.

Take a listen and let us know what you think – director@ciaops.com

You can listen directly to this episode at:

https://ciaops.podbean.com/e/episode-286-updates/

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 me any feedback or suggestions you may have for the show.

This episode was recorded using Microsoft Teams and produced with Camtasia 2022.

Brought to you by www.ciaopspatron.com

Resources

@directorcia

YouTube version on podcast

Join my shared channel

CIAOPS Monthly webinar

Microsoft Ignite

iOS Lockdown mode

Visual Studio Code on the web

Gone phishing tournament

Storyline is in public preview

Microsoft SMB study

Turn on your Adoption Score

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To enable the Microsoft Adoption Score navigate as an admin to:

https://admin.microsoft.com

and expand the Reports heading on the left. Under here you should now find an option called Adoption Score as shown above.

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When you select this, you’ll see the above on the right if you have not enabled Adoption Score.

If not enabled, select the Enable Adoption Score button.

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You should then see the message shown above letting you know that it takes about 24 hours for the data to start flowing into the dashboard.

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After that period you should see data for your tenant like shown above.

As Adoption Score is not on by default I recommend that it is turned on for all tenants to help you get a better idea of how your organisation is taking advantage of the Microsoft Services. For more information see the Microsoft documentation:

Microsoft Adoption Score

but in short, turn it on and use it in conjunction with Secure Score.

Office desktop apps include Windows Explorer

A major stumbling block for many during the transformation process from on premises to Microsoft 365 is the desire for Windows Explorer. It is understandable that people want to maintain the status quo and their current work processes, however want many don’t appreciate is that Windows Explorer like capability is built right into Microsoft Office desktop applications.

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If we take a look a Word as an example, and then select Open from the menu on the left, we find an array of documents displayed that were recently opened as shown above. You’ll also notice that you can view recently accessed Folders from this same interface as well. There is even a Search option at the top of the page to help you locate items in this list.

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You’ll see there is also the ability to ‘pin’ an item (file or folder) so that it will always appear as shown above.

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A little further down you will find the cloud storage locations you are connected to as shown above, which are typically associated with your Microsoft 365 environment. If I select SharePoint here, I will then see a list of my SharePoint sites on the right.

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If I then drill into a site, I will see all the Document Libraries it contains. If then drill into a Document Library I will see all the files and folders within, just like you do when using Windows Explorer.

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If I right click on something like a folder, you see from the above, that I again have the ability to Pin to Recent list. This makes it easy to navigate back to that location later. It is always a good idea to do this for those locations you need to get to regularly. 

I can move up and down the list of items as I could using Windows Explorer. This therefore, should be the familiarity that many are looking for when navigating file structures.

The file displays inside this application navigation are limited to files that can be opened or view by that application. For Word this would be things like DOC, DOCX, PDF, Text files and so on.

It would be nice if Microsoft (or anyone else) took this built-in Office desktop navigation and created a stand alone desktop application that could navigate all files at once. This would then be a direct replacement for the traditional version of Windows Explorer but for locations in Microsoft 365. How handy would that be?

As yet, I have not found an application that does this but hopefully some smart developer will look ate creating something as I reckon it would be a real winner. So, for the time being, remember that you do have a simplified version of the old familiar Windows Explorer built into Office desktop application that you can use to enhance your daily workflow with the common file types you work with in Microsoft 365.

Cloud file productivity using Windows Quick Access

Here’s a productivity tip I use to make navigating cloud file location easier on Windows 10 desktops.

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After have set up any synced locations, like my OneDrive, SharePoint, Teams, etc,  I then locate a frequent folder I need in a cloud location. Here that folder is Customers on my OneDrive for Business. I then right mouse click on that folder and select the option Pin to Quick access as shown above.

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You should then see that folder in the Quick access area in the top left of Windows Explorer as shown above.

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Now, if I want to attach an email from that location I can simply browse to a location (web or local doesn’t really matter), because whenever you get Windows Explorer, you also get your Quick access.

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from which you navigate to the file you need via Quick access in the top left of Windows Explorer. Quick and easy.

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Because Windows wants to be ‘helpful’ and add recent locations to Quick access by default, I want to disable that so this area doesn’t become cluttered. I want Quick access just to contain the stuff I put in there, nothing else.

To achieve this, I go into the properties of Windows Explorer and in the General tab, under Privacy, I uncheck both options (Show recently used files in Quick access and Show frequently used folder in Quick access) as shown above.

I like to keep my Quick access as small as possible and therefore remove anything that isn’t relevant to my day to day work (i.e. the shortcuts to stuff like Media and Movies).

I haven’t seen many people use Quick access on Windows desktops but I find that once you set it up it is invaluable as it pops up anytime you need to work with files. You can also add, remove and edit over time to customise to your exact needs. For example, if I’m working on a project, I add that location for the duration of time I’m working on that project. This make access very fast and easy.

Hopefully, this productivity approach may also help you when working with files from the cloud.

Need to Know podcast–Episode 268

In this episode I speak with Ian Mikutel from Microsoft who is Head of Product for Microsoft Whiteboard for Teams & Surface. Ian shares some exciting news about the recently released updates for Microsoft Whiteboard as well as what is coming down the pipeline. I love Microsoft Whiteboard and use it regularly and I’d encourage you to also look at the enhancements it now provides, especially inside Microsoft Teams. of course, there are plenty of updates from the Microsoft Cloud that I’ll share with you. so listen along and let me know what you think.

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

Brought to you by www.ciaopspatron.com

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-268-ian-mikutel/

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

Ian Mikutel – Twitter, Linkedin

Microsoft Whiteboard

Meet the new Microsoft Whiteboard designed for Hybrid Work

Microsoft Whiteboard roadmap

CIAOPS Secwerks event

Explore Microsoft 365 extensibility opportunities with the Microsoft 365 Extensibility look book

Bringing Visio to Microsoft 365: Diagramming for everyone

A new, more powerful, and customizable Microsoft Bookings is here

Windows 11 leak reveals new UI, Start menu, and more

Announcing new Microsoft Defender for Endpoint capabilities on Android and iOS

Monitoring Microsoft Security Posture in Azure Sentinel

Behind the scenes of business email compromise: Using cross-domain threat data to disrupt a large BEC campaign

Microsoft acquires ReFirm Labs to enhance IoT security

Say it with Microsoft Dictate

Announcing a more intuitive sharing experience across Microsoft 365 for better collaboration

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.