Getting Ready for Copilot for Microsoft 365 with Governance Features in SharePoint Premium

Getting Ready for Copilot
for Microsoft 365 with
Governance Features in
SharePoint Premium
Juan Carlos Gonzalez
@jcgm1978 |Microsoft 365 MVP &
Delivery Manager
CollabDays Finland
9.9.2023

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Juan Carlos Gonzalez | @jcgm1978
CollabDays Finland 5.9.2024
@jcgm1978
jcgonzalezmartin1978@hotmail.com
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Agenda
• Business & customer challenges to
govern content in Microsoft 365
• Governance features in SharePoint
Premium to get ready for Copilot
• Session Recap
• Quick References & Roadmap

Business challenges with data in Microsoft
365 & the arrival of Copilot for Microsoft 365
+ 2 billion
documents
a day are added
to Microsoft 365
Unstructured data is the
leading contributor to data
growth
By 2025, 80–90%
of data growth will
be associated with
unstructured data
Traditional methods of
managing content aren’t
effective at this scale
Organizations
spend $59 billion
per year storing and
managing content
Classification projects
remain a manual effort
Human errors by an
organization’s own
employees or at an
external vendor are
behind a large fraction
of data breaches

Customer challenges
• SharePoint is the content platform for all M365
Apps:
Sprawl of SharePoint sites content
Oversharing and accidental sharing
Content lifecycle management
SILO’D
LATENT
SLOW
HIGH COST
INFLEXIBLE
DATA CHAOS MONOLITHIC
UNGOVERNED
LACK OF OWNERSHIP
SILO’D
LATENT
SLOW
HIGH COST
INFLEXIBLE
DATA CHAOS
MONOLITHIC
UNGOVERNED LACK OF OWNERSHIP
SILO’D
LATENT
SLOW
HIGH COST
INFLEXIBLE
DATA CHAOS
MONOLITHIC
UNGOVERNED
LACK OF OWNERSHIP

CopilotforMicrosoft365
Microsoft Graph
- Your Data -
Large Language
Models
Microsoft 365
Apps
Natural Language
Web
Search

SharePoint Premium
Experiences | Processes | Governance
Manage, ground, leverage content for AI

Content Governance with SharePoint
Premium

Content Governance with SharePoint
Premium
Text
Detect
Monitor
Take action
Automate
SharePoint
Premium
Governance
Site lifecycle
management (SLM)
policy framework
Data Access
Governance
(DAG) Insights
Recent actions
insights
Change history
RAC: Restricted
access control
(RAC) Policy for
OneDrive
Restricted access
control (RAC) Policy
for Sites
GCAP: Granular
Conditional Access
Policies (GCAP)
Collaboration
Insights
Site lifecycle
inactive sites
policy
Governance Principles
Monitor and discover sites with
high exposure, take appropriate
actions, and automate

Restricted Access Controls
(RAC) for SharePoint Sites
RAC policy can be set at the site level. Even if individual
files/folders have broken inheritance and over-shared,
only RAC allowed users can access
Restrict access only to a set of users/groups at site level
Available for Microsoft 365 group-connected,
Teams-connected, and non-group connected sites
It can be setup in the SPO Admin Center or
through PowerShell

(RAC) for SharePoint Sites
• Latest enhancements added to RAC for
SharePoint Sites:
Visibility of RAC settings for site owners
Customizable “learn more” links for access
denial messages
Insights about the sites protected by the RAC
policy + users denied access due to the RAC
policy

Restricted Access Controls for
SharePoint Sites
RAC Setting at the
tenant level

for SharePoint Sites
RAC Setting at the
site level
Security Group
configured

Demo #1
for SharePoint Sites

(RAC) for OneDrive
Allow only a set of users, part of a security group, to
have access to OneDrive files
Restrict access to OneDrive only to a set of
users/groups
Meet any regulatory or business requirements that
require keeping external or partner users away from
your internal users’ OneDrive

(RAC) for OneDrive
RAC Setting for
OneDrive access
Security Group
configured

Conditional Access Policies for
SharePoint Sites and OneDrive
Associate MFA (multi-factor-auth) and granular CA
(conditional access) policies
Apply advanced access policies on SharePoint Sites,
Teams, and Microsoft 365 Groups based on conditions
such as GPS Location, IP Address, etc
Tailor the additional authentication requirements for
business sensitive sites
Authentication contexts can be applied through
PowerShell or the use of Sensitivity labels

Conditional Access Policies for
SharePoint Sites and OneDrive
Setting CA at the Site level with
authentication contexts

Demo #2
Conditional Access Policies
for SharePoint Sites &
OneDrive

Block download policy for
SharePoint Sites & OneDrive
Block download policy can be set at the site level. It
prevents documents download for both external and
internal users
Data leakage is a common problem in any organization,
the major root cause is users downloading files of the
secure Microsoft 365 ecosystem
Applicable to all file types. Special parameter for Teams
Meeting Recordings when setting up the policy (-
BlockDownloadFileTypeIds TeamsMeetingRecording)

SharePoint Sites & OneDrive
Setting the Block Download
Policy for a Site
Informative banner enabled
once the policy is configured

Demo #3
SharePoint Sites and
OneDrive

Sites lifecycle management
policies
Set up an inactive site policy to automatically detect
inactive sites based on conditions and send
notifications to site owners via email
Manage inactive sites across your tenant from the
SharePoint Admin Center
Site Admins can download a CSV report with the
inactive sites identified by the policy
Site owners are notified monthly for three months.
They can confirm if the sites are still active

Sites lifecycle management
policies
Access to the Site
lifecycle management
Wizard for creating a Site
lifecycle management policy

Demo #4
SharePoint Sites lifecycle
management

Recent Admin Actions for
SharePoint Sites
Shows recent actions taken on sites, includes updates
to site name, URL, storage quota, membership, etc
Review and understand recent changes you have made
on sites in the tenant. As well as status update on your
recent actions
Review the last 30 actions in the last 30 days. Export
and download a .csv file detailing all the changes made

SharePoint Sites
Panel de Acciones recientes
de Sitio

Demo #5
SharePoint Sites

Change History Report
Actions reported include updates to site name, URL,
quota storage, membership, etc
Review SharePoint Sites property changes made within
the last 180 days by any Admin and Site Owner
It’s possible to create up to 5 reports. Two report types:
Site settings | Organization settings. A report can be
downloaded as .CSV

Site settings changes report
CSV report with the changes
happened in sites in the tenant

Demo #6

Secure Document Libraries
It does not overwrite the label already applied to
documents uploaded to the library
Classify and protect files in a document library by
setting up a default sensitivity label
It works with Office files and PDF files (Note for PDF
files you need an extra step)

Sensitivity label configured
in the Document library
Label is applied to documents
uploaded/created

Demo #7

Data Access Governance
Reports
Control access to sensitive content by finding sites
storing files with sensitivity labels applied
Discover how content is being shared across the
organization and identify sites that contain overshared
or sensitive content
Data access governance reports provide information
within the last 30 days. These reports can be also
downloaded in CSV format
Discover potential oversharing on sites + Request site
owners to review permissions on those sites

Reports
Available reports

Demo #8
Reports

FAQs
• A RAC policy applied to a Team connected site is not inherited in any
private and/or shared channel in the Team
• Inactive Sites policy does not allow to set up automatic deletion of
inactive sites
• Applying a label to PDFs uploaded in a secure document library
requires some additional setup to be done

Roadmap

Session Summary
• Governance features in SharePoint Premium are designed to help on
solving challenges to govern content in Microsoft 365
• The following features are in the box: Sites lifecycle management |
Restricted access controls | Recent changes in sites
• Monitor and discover sites with high exposure, take appropriate
actions, and automate
• SharePoint Premium can be a key asset on a successful rollout of
Copilot for Microsoft 365

Quick References
• Restrict SharePoint site access with Microsoft 365 groups and Entra se
curity groups - SharePoint in Microsoft 365 | Microsoft Learn
• Restrict OneDrive access by security group - SharePoint in Microsoft 3
65 | Microsoft Learn
• Block download policy for SharePoint sites and OneDrive - SharePoint
in Microsoft 365 | Microsoft Learn
• Manage site lifecycle policies - SharePoint in Microsoft 365 | Microso
ft Learn
• Review recent SharePoint administrator site actions - SharePoint in Mi
crosoft 365 | Microsoft Learn

Quick References
• Create change history reports for SharePoint sites - SharePoint in Micr
osoft 365 | Microsoft Learn
• Configure a default sensitivity label for a SharePoint document library
| Microsoft Learn
• Enable sensitivity labels for files in SharePoint and OneDrive | Microso
ft Learn
• Data access governance reports for SharePoint sites - SharePoint in Mi
crosoft 365 | Microsoft Learn

Office 365 for IT Pros
• The best way to stay up to date with Microsoft
365:
 https://o365itpros.gumroad.com/l/O365IT
CollabDays Finland
9.9.2023

Thank you!
We truly appreciate your feedback
CollabDays Finland
9.9.2023

Getting Ready for Copilot for Microsoft 365 with Governance Features in SharePoint Premium

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Editor's Notes