The launch of Microsoft Office 365, a cloud based Microsoft Office Suite, brought with it with different services and features which could benefit enterprises in productivity and collaboration including Exchange Online (a hosted messaging application) and then for a smarter communication system, SharePoint Online and Skype for Business Online. Microsoft also took care of organization security by providing Exchange Online Protection and Advanced Threat Protection. To make the IT system smarter, they created Teams, Office Suite on devices, Flow, Power BI and PowerApps.
What Microsoft 365 has?
Microsoft 365 or in short M365 comprises of different services including Windows 10, Office 365 ProPlus and Intune. It has been a great concern for enterprises and business to secure their data, users account, get compliant with GDPR and collaboration in projects. With M365, Microsoft has interestingly packaged different services governing the scenario that organization is most concerned about. Here is the list of plans for Microsoft 365 for Enterprises with comparison of services.
Microsoft 365 E3
Microsoft 365 E5
Word, Excel, PowerPoint
Email & Calendar
Outlook and Exchange
Voice, video & meetings
Skype for Business
Social and Intranet
SharePoint and Yammer
Advanced Threat Analytics, Windows Defender, Device Guard,
Office 365 DLP, Azure Information Protection, BitLocker
Microsoft Cloud App Security, Azure
Microsoft 365 E3 and E5 also includes Analytics service to help employee keep track of their work habits. E5 plan also has Power BI Pro to create dynamic and interactive dashboards.
Apart from Enterprise plans, Microsoft 365 also offers services for Business and even Education. Microsoft has now gone beyond Office 365 and that is why to make organization fully compliant with GDPR and with full set of security features, Microsoft 365 is the best option to go with.
This single bundle featuring all the products and services that fulfills the basic needs of an organization would appeal to all enterprises and businesses and will help them increase productivity and enterprise security. Microsoft Partners would not have to to involve in describing different features and products separately, just a single conversation with customer about Microsoft 365 would make a deal.
Here is what Microsoft has to say about Microsoft 365 in detail: Microsoft 365
Mobile world or the cloud technology is beautiful when used in a secured and correct way. Otherwise, both of them tend to be equally challenging. Enterprises have their tasks cut out and all their employees, customers, mobile APIs and partners from across the world need to be constantly monitored. Adequate data security measures need to be provided to the internal systems as well as the public or private cloud services from where the data is accessed. In short, all the data from any device from any location related to the enterprise needs to be protected and secured. Enterprises venture out first into the cloud services usually with Office 365 and here it is not enough if the cloud security is just by the means of a routine username and password. Multi-factor authentication (MFA) comes into picture here and its mission is to protect the critical apps of the enterprises.
What Does Multi-Factor Authentication (MFA) Do?
MFA is a prerequisite to adding another level of authentication to the regular account log in. MFA requires that users meet at least two credential requirements before they can be given access to the required data. MFA includes a combination of knowledge components like PIN and passwords and a physical component like mobile, tablet, biometric, fingerprint or face/voice recognition.
Stats That Prove How Costly MFA Implementation Failure May Result-in
Enterprises can really gain from MFA implementation and can really face many difficulties in absence of MFA implementation. The lackadaisical attitude of some firms resulted in innumerable accounts of data thefts, some of which are as follows:
A collaboration platform had its user’s data compromised for about four days. Email addresses, usernames, passwords and phone numbers were compromised and this resulted in the company losing its credibility among the investors and corporate users. Though additional infrastructural changes were made to prevent further data theft, the damage was already done and it cost the company its reputation.
A media streaming service had its forums and blog servers hacked and the email addresses, passwords and messages were stolen. The hackers blackmailed the company for ransom in the form of Bitcoins and threatened that the stolen data would be streamed on Torrent if the conditions were not met.
Hackers got to steal customer data from a top US bank by gaining entry into the log-in credentials of a bank employee due to the lack of two-factor authentication. The bank did not properly implement MFA in one of its servers that left a gap for the hackers to gain entry into the bank’s cloud data and collect all the sensitive information; thus resulting in a data breach.
Multi-Factor Authentication (MFA) Must for Data Security of Office 365
When enterprises move to Office 365, sensitive documents are all migrated to cloud data storage and it is up to the cloud security providers that they remain safe. Once the information like budgets, finance and roadmaps has moved to the clouds, it is beyond the on-premises control of the enterprises. Microsoft Office 365 does offer two-step authentication, but for enterprises with large volumes of customer data, this feature will not suffice. Also, the data is always on the move to and from the cloud and even the networks along with the cloud apps need to be secured. Here, it is better that enterprises take the help of cloud security service providers like the CASB vendors, who will provide the appropriate IAM and MFA solutions for data security.
Multi-Factor Authentication Features that Enterprises Should Look for:
MFA to include BYOD (Bring Your Own Device) concept and can be implemented by the sending of a one-time password SMS on a mobile or by a hard token
MFA has to have strong authentication so that it becomes easy for end users and IT admin to access data using mobile apps.
MFA needs to be easily integrated with other third-party MFA providers without the additional expense of replacement or customized software.
Multi-factor authentication (MFA) is necessary to add that extra layer of cloud security for Office 365. It’s important and very necessary.
When you activate Azure RMS, a few things will happen instantly. First, your users will immediately be able to protect files with Rights Management features. This ability applies to all your users, so you will have to configure things if you want to be a bit more targeted with RMS admin-like procedures. Secondly, RMS immediately creates two templates for your users to utilize. These templates are primarily meant to restrict the access and use of information to people within your organization. If you want to be a bit more advanced with your RMS applications—and you probably will be, to gain the full data governance and security potential of the feature—you will need to create your own templates.
To restrict the user groups who can protect files with Azure RMS, go back to the link above (the one about activating the Rights Management Service) and scroll down to the section that reads “Configuring onboarding controls for a phased deployment.” This section will explain how you can use a PowerShell command to configure onboarding policies for RMS.
In order to start setting up custom templates for your Azure RMS platform, you’ll have a somewhat more straightforward process. You don’t need to figure out PowerShell commands to configure actual uses for the RMS technology. In fact, you hardly even need to engage with the RMS feature directly. As we discussed above, the Rights Management Service integrates seamlessly with the Azure Information Protection service, to the point where creating a new label or classification for the Information Protection service will create a corresponding RMS template.
What About Information Rights Management (IRM)?
Now that we’ve had a thorough discussion about the Azure Rights Management Service, you’re probably starting to wonder: what is Information Rights Management and how does it figure into the conversation.
Azure RMS includes two separate features: Information Rights Management (IRM) and Office 365 Message Encryption. Rights management in Office 365, SharePoint, or Microsoft Exchange can be confusing because the terms “RMS” and “IRM” are often used interchangeably. However, IRM is a feature included within RMS—one that accounts for the bulk of what RMS does. When you activate RMS, in other words, you are mostly enabling Azure Information Rights Management.
IRM brings most of the benefits we’ve already mentioned or hinted at in this article. It lets you apply protections to documents or emails that renders them inaccessible to unauthorized individuals. It enables you to set up permissions for your documents—including your document libraries within SharePoint—to control who can access, read, or edit individual files. It applies rights management policies across all Office documents, allowing you to protect your data whether it appears in a Word file, a PowerPoint presentation, or an Excel spreadsheet. It also activates protections that persist whether your files are online or offline.
While IRM is responsible for the identity and authorization sides of RMS, Office 365 Message Encryption takes care of email encryption. This feature makes encrypted email easy and user-friendly. It can encrypt entire email threads, even if some recipients are not part of your network and therefore not part of your service plan. It also makes the process of encrypting conversations easy for your end users, so that no one must go out of their way to ensure your data security.
As you might imagine, these features are extremely powerful and will go a long way toward maximizing the power of your organization’s data governance policies. Azure Information Rights Management, in particular, makes it possible to protect and govern every file in your enterprise—even if it leaves the company.
Are you interested in learning more about Azure Rights Management, Information Rights Management, and Office 365 Message Encryption? 2Plus2 is your premiere San Francisco Bay Area SharePoint consultants and we would be thrilled to help you configure these features and learn the ropes of each. If you are interested in working with our SharePoint/Office 365 experts, give us a call at 510.652.7700, and we will set you up for a free consultation.
The world is always changing, and how we learn is no exception. Online self-paced training courses are now the norm for most technical learning. In his previous session, MCT Gary Grudzinskas explained the digital transformation of learning. (slide deck here: digital transformation slides )
In this session, Gary talks about some of the tools MCTs can use to create videos, interactive sessions, assessments, and labs, such as:
• Learning Management Systems (LMS)
• Techsmith Camtasia
• Adobe Captivate
• Much more!
The term “small project” can mean different things to different people. More importantly, Office 365 has everything you need to manage small (and large projects). In this classroom immersion experience and discussion at the 2018 North American MCT Summit, MCT Shari Oswald talks about using the different parts of Office 365 to help you manage and complete projects. She talks about tools such as:
• Project Online
• Office 365 Groups
• Other Office 365 applications
Microsoft Teams is the new killer app in Office 365. However, it’s still a mystery to many. In this session, MCT Shari Oswald leads a classroom-based immersion experience around teams. She went over topics such as:
• Creating a Team
• Managing your files
• Using @ Mentions
• Integrating other apps inside tabs
If you’d like to learn more about Teams, fire up your tenant (or request access to our community tenant), start this video, and follow along!
Everyone loves Teams, Email, and SharePoint, but what about some of the other applications and features in Office 365? At the 2018 MCT Summit, MCT Leeanne McManus leads a classroom-based immersion experience where attendees explored some of these features. Features demonstrated and discussed included:
• Sharing OneDrive files via email attachments
• Creating responsive presentations using Sway
• Analyzing search trends in Bing using PowerBI
• Creating powerful integrations with Microsoft Flow
If you have been wondering about these features, or just want to see what’s available, then this video is required viewing!
At the 2018 North American MCT Summit, MCT Brian Bork brought in some of the technology he travels with to make both training, and life easier (or at least more fun). In this live class, he demoed and discussed things such as:
• Presenter remotes
• Smart speakers
• Portable mice and keyboards
• Media players
• Mixed reality headsets!
If you’re into cool technology, or you spend a lot of time on the road, you’ll really enjoy this video!
With the launch of modern UI in 2016, Microsoft launches a new interface, called Modern UI, on the enterprise solution SharePoint, that is progressively updated. It is natively web responsive for mobile/tablet.
Modern UI for SharePoint lists and libraries in Office 365 can be quite confusing at first and create headaches for users used to the “old UI” known as “classic UI” when they use libraries and lists.
This article contains 3 different chapters, helping you to understand what and where are your usual actions on this new UI:
Features only available on Modern UI
Features only available on Classic UI
Features on both experience (achieved in different ways)
Make sure you like the video on youtube and subscribe to the channel if you appreciate it 🙂
So let’s have a tour to compare how to do things in modern UI, the same way you were doing back on SharePoint 2013/2016 :
Features only available on Modern UI
Add files as links instead of copying them between sites.
Add a link in a library, to point to another resource