How to Define a Default Sensitivity Label for a SharePoint Online Document Library

Microsoft is rolling out the public preview of the ability to set a default sensitivity label for SharePoint Online document libraries. This is likely to be a premium feature when it is generally available. For now, Office documents are supported, but Microsoft promises to support PDFs in the future.

Microsoft Revamps Its Guidance for Data Lifecycle and Records Management Licensing

In a welcome move, Microsoft has revamped its guidance for Microsoft 365 compliance licensing, specifically for Data Lifecycle and Records Management. The new text is much clearer about when different licenses are needed to use a feature, which is goodness even if you disagree that a feature should need a high-end license. Now if only Microsoft could do the same for the rest of its documentation…

Microsoft Releases 42 New Sensitive Information Types

Microsoft has released 42 new sensitive information types (SITs) in preview. The new SITs cover credentials used in services such as Azure, GitHub, Amazon, and Google, and can be deployed in Purview solutions like DLP and auto-labeling policies.

SharePoint Online to Apply Default Sensitivity Labels to Modified Documents

An update for SharePoint Online and OneDrive for Business means that the Office desktop apps (Windows and macOS) will apply default sensitivity labels to documents that aren’t already labeled. This is a good change because it helps to close a gap for organizations that want to be sure that every document is labeled.

How to Create Mailbox Exclusions for Microsoft 365 Sensitivity Label Policies

The GUI of the Microsoft Purview compliance center doesn’t support the exclusion of selected mailboxes when the special All target is used. However, you can use PowerShell to add mailbox exclusions to sensitivity label policies, including adding the members of a group as exclusions.

The OneDrive for Business Recycle Bin, Searches, and Holds

For whatever reason, Microsoft documentation says that items in the OneDrive for Business recycle bin are not indexed and cannot be discovered. They’re wrong. Searches can find items which end up the in OneDrive for Business recycle bin and any holds that applied to those items are respected. Maybe it’s just a matter of phrasing, but this proves once again that documentation can be incorrect. Just like blog posts!

Microsoft to Close Teams Compliance Gap with Reactions

Microsoft will soon make an update available for Purview Premium eDiscovery to reveal Teams reactions to chats and channel conversations when investigators review the results of searches. The information comes from Teams rather than the compliance records stored in Exchange Online. The new feature isn’t coming to Standard eDiscovery.

Comparing Shared and Inactive Mailboxes

Exchange Online tenants have a choice between inactive mailboxes and shared mailboxes when the need arises to keep “leaver” data like that belonging to ex-employees. Inactive mailboxes are essentially a compliance tool and sometimes shared mailboxes are better choices. We explore both in this short article.

Microsoft Reveals Audit Gap for Delegate Send Actions

On May 19, Microsoft disclosed that a problem had stopped audit events being generated when people used the Exchange SendAs and SendOnBehalfOf permissions to send email for other mailboxes. Microsoft says that the problem is now fixed, but as it turns out, some issues still exist with capturing audit records for SendAs events.

Why Loop Components Have Some Compliance Problems

Microsoft Loop components are available now in Teams chats and will soon become available in OWA. Loop components are a new way of collaborative working that some will find very attractive. However, under the covers, some compliance issues can block organizations from allowing the use of Loop components. This post explains the issues involved in eDiscovery and export of items containing Loop components.

KQL Editor Makes Content Search Queries Easier to Compose

The KQL editor is a relatively new feature in Microsoft 365 that makes it easier to compose queries to find email and documents in content searches, core eDiscovery, and advanced eDiscovery. Although it’s not perfect, the KQL editor helps compliance managers to perfect queries and resolve syntax errors. Human intelligence is still needed to make sure that everything works!

How Default Sensitivity Labels Work with SharePoint Online Document Libraries

SharePoint Online and OneDrive for Business will soon gain the ability to apply default sensitivity labels to document libraries. The feature is currently in preview and requires some complicated PowerShell to configure, but Microsoft is working on the GUI and expects to make the capability generally available later this year.

Important Records Management Settings Now in Microsoft 365 Compliance Center

The Records management solution in the Microsoft 365 compliance center has some important controls for retention labels. Two new controls allow organizations to decide if they will allow users to unlock items assigned a record retention label. If they can’t, they won’t be able to update document contents or change an item’s metadata. This won’t suit all organizations, but it will make those which want locked down records management very happy indeed.

Why Content Queries are Only Supported by Microsoft 365 Auto-Label Retention Policies

Microsoft 365 retention policies allow organizations to keep or remove content from workloads like Exchange Online and SharePoint Online. You can apply filters in retention policies, but Microsoft only supports this capability auto-label retention policies. You can go ahead and update a standard retention policy to add a content filter with PowerShell and the policy will work. The question is, how long will it work for before Microsoft changes something on the backend to stop the policy working?

Microsoft Closes Gap to Enable Mandatory Labeling of Existing Documents

A change in how Office apps apply mandatory labeling as dictated by sensitivity label policies means that both new and old documents are processed. New documents have always been dealt with; the change being made ensures that Office apps detect the lack of a label when opening an existing document and will apply mandatory labeling at that point. It’s a change to help customers move on from the unified labeling client.

How to Search the Microsoft 365 Audit Log for SharePoint and OneDrive Deletion Events

The Microsoft 365 audit log holds all kinds of useful data, including events logged for SharePoint Online and OneDrive for Business file deletions. It’s easy to use PowerShell to search the audit log to find and interpret the events and create a report. Large tenants might need to export the audit data on a regular basis to an external repository to allow for long-term retention and analysis. We explain the principles of the process in this article.

New High-Value Audit Records Capture Details of Microsoft Teams Meetings

New audit events are available to capture information about Teams meetings and participants, but only if you have Office 365 E5 or above licenses. That’s because Microsoft deems these events to be high-value audit information prized by forensic investigators when they try to unravel what happened in an incident. You’ll have to make your own mind up how valuable the events are, but we’ve written some PowerShell to make the data more accessible.

Microsoft 365 Retention Policy Lookup Available in Purview Compliance Portal

The ability to lookup a user, site, or group and report the Microsoft 365 retention policies applicable to the location is now available in preview. The new feature helps administrators understand what retention policies might block the deletion of a mailbox, site, or group, something that’s often difficult when multiple retention policies exist in a tenant. Although welcome, it would be nice if Microsoft could extend the feature to add some actions. Maybe that will come in the next version.

Microsoft Extends Problematic Information Barriers Solution to All Education Tenants

Information barriers seem like a good idea. Implement policy-driven controls over who can communicate within a Microsoft 365 tenant. Microsoft is making the solution available to education tenants. In reality, they should spend some the engineering effort required to improve the current sad state of the information barriers solution. No GUI, horrible management, PowerShell with impenetrable errors, and a lack of visibility into how the solution works.

How to Create a DLP Policy to Stop External Sharing of Teams Meeting Recordings

Teams meeting recordings can contain a lot of confidential information. It’s a quick and easy task to create a Data Loss Prevention (DLP) policy to stop people sharing these files externally, In this post, we show just how simple the required policy is, and just how effective it is at stopping external sharing.

Microsoft Overselling E5 Capabilities Through Data Loss Prevention

Microsoft plans to surface recommendations to use communications compliance policies as part of its DLP workflow. That sounds acceptable, but it’s the second example of how Microsoft pushes high-priced premium features to Office 365 tenants through DLP. Apart from the undesirability of pushing features to customers through software, communications compliance is not something that you implement on a whim, so why does Microsoft think this is a good idea?

How to Use a Inactive Mailbox Retention Policy to Manage Inactive Mailboxes

Most Microsoft 365 tenants will have to manage the mailboxes of ex-employees. Retention policies are an excellent method to achieve this goal, if you remember to add mailboxes to a suitable retention policy before deleting their Azure AD account. In this article, we consider Microsoft’s recommendation to use a specific retention policy for inactive mailboxes and how to go about using such a policy.

How Retention is Changing for SharePoint Online’s Preservation Hold Library

The preservation hold library is an important component of SharePoint Online retention processing. A change coming in November should simplify file handling and reduce the amount of storage taken up by retained files in the library. Basically, instead of storing multiple versions of a file, SharePoint Online will hold a single file containing all the updates. It seems like a good change to make. We’ll know more when it rolls out.

How Exchange Online Uses Archives to Offload Recoverable Items Storage

A change rolling out in mid-October will remove storage pressure on the Recoverable Items structure in Exchange Online mailboxes by offloading some data to archive mailboxes. The idea is a good one because it means that the storage allocated to Recoverable Items won’t fill up and require intervention so often. Users won’t know anything about what’s happening under the covers as it’s all hidden from view.

How to Use the Free Microsoft 365 Compliance Trial

Microsoft is making a free 90-day trial of Microsoft 365 E5 Compliance licenses available to tenants who don’t yet have compliance licenses. The purpose is to allow organizations to test the advanced compliance functionality which requires Office 365 E5 or Microsoft 365 E5 licenses. Microsoft obviously hopes that organizations will be so delighted at the functionality that they sign up for E5 licenses in the long run. If you don’t want to run a test in your production tenant, you can achieve much the same effect by getting an E5 trial tenant and testing there.

How Teams Makes Webinar Information Available for Search and eDiscovery

Teams-based webinars are a popular way of hosting events like product briefings or announcements. Behind the scenes, the Microsoft 365 substrate stores information about webinar speakers, attendance, and event details as lists in the meeting organizer’s OneDrive for Business account. The information stored in OneDrive is indexed and available for eDiscovery. It’s a great example of the Microsoft 365 ecosystem in action.

How Microsoft Search Finds Spoken Text in Teams Meeting Transcripts

Adding the ability to search for spoken text in Teams meeting recordings is just one of the new features added after Microsoft moved storage for meeting recordings to OneDrive for Business. A new video viewer and support for 27 additional languages (some different variants of a base language) are also important developments. In this article, we explore how Exchange Online captures the text spoken in Teams meetings, how OneDrive for Business links the text with the video, and how Search can find spoken text from the transcripts.

How to Monitor Changes to Microsoft 365 Retention Policies

Microsoft 365 retention policies control how the system removes items automatically from Exchange Online, SharePoint Online, Teams, and other locations. Because these policies are so powerful, it’s a good idea to keep an eye on who makes changes to their settings. The audit log is a natural place to go looking for information about policy updates and while we can find information there, some of the data is oddly formatted or obscured for some reason. Persistence and PowerShell delivers answers, but this is a task way harder than it should be.

Microsoft Launches Preview of App Governance for Cloud App Security

The preview of a new app governance add-on for Microsoft Client App Security gives Office 365 administrators insight into Graph-based apps. The add-on depends on information gathered from Azure AD and MCAS to generate insights about apps and their usage, including highlighting apps which are overprivileged or highly privileged. Although you can do some of the auditing yourself, the add-on makes it easier. It’s a preview, so some glitches are present.

Adaptive Scopes Coming Soon for Retention Policies

Office 365 tenants will soon be able to create adaptive scopes for retention policies. An adaptive scope is nothing more than a filter to select target mailboxes, sites, and Microsoft 365 groups based on some criteria. They’re adaptive because administrators don’t have to update policies as they add new objects. Like other Microsoft 365 Information Governance features which automate some aspect of operations, adaptive scopes are likely to demand Office 365 E5 or Microsoft 365 E5 Compliance licenses.

Teams Private Channels Gain Support for Retention Processing

It is now possible to apply Microsoft 365 retention policies to Teams private channel messages. The messages are in user mailboxes and discoverable due to their properties. All the retention policy must do is find the messages and apply the policy settings, and if an item is expired, remove it from the mailbox. Easy… or is it?

All About Yammer Compliance Records

Yammer compliance records are generated by the Microsoft 365 substrate and consumed by features such as communications compliance policies and eDiscovery. In this post, we consider where Yammer compliance records are stored and what they contain and how to use PowerShell to figure out the activity levels of Yammer communities.

SharePoint Online Adopts OneDrive’s Deletion Method for Items with Retention Labels

A change being made to SharePoint Online in August will make the deletion process for files with retention labels consistent with OneDrive for Business. The intention is to achieve consistency across the two browser interfaces and to remove a little friction for users who might become confused when they SharePoint Online stops them deleting labeled files. Everything will happen in August. We wonder if anyone will notice?

How to Track the Creation of Teams Meeting Recordings in OneDrive for Business and SharePoint Online

After writing about auto-label policies for Teams meeting recordings, we were asked about how to track the creation of the recordings. The key to be able to report the data us events in the Office 365 audit log. Once you know where to look, it’s easy to find the audit records and extract data about the creation of Teams meeting recordings.

How to Track the Progress of an Auto-Label Policy

Auto-label policies are a good way to assign retention labels to important files stored in SharePoint Online and OneDrive for Business. The big problem is tracking the progress of auto-labeling. In this article, we explore how to use events logged in the Office 365 audit log to figure out what files are labeled and how long it takes the auto-label policies to process the files. The example explored here is an auto-label policy for Teams meeting recordings.

How to Apply an Auto-Label Retention Policy for Teams Meeting Recordings

Teams meeting recordings are now accumulating as MP4 files in OneDrive for Business and SharePoint Online. If you have Office 365 E5 licenses, you can use an auto-label policy to remove recordings after a set period. If you don’t have those licenses and need to remove recordings, you’ll have to come up with another plan, maybe after tracking the creation of recordings through the Office 365 audit log.

Understand Licensing for Microsoft 365 Information Protection and Governance

Licensing is everyone’s favorite topic. Combine it with information protection and governance and peoples’ eyes glaze over. Even so, it’s important to know what information protection and compliance features need which licenses as you don’t want to get into a position where something stops working because Microsoft enables some code to enforce licensing requirements. This post covers the basics of licensing and how Microsoft differentiates between manual processing and automated processing when deciding if a feature needs a standard or premium license.

Microsoft 365 Compliance Center Gets New Content Search UI

The Microsoft 365 compliance center has a new content search UI. The new UI is prettier than before, but it’s also slower and more buggy. After several years of effort to develop content searches, you’d expect Microsoft to do better. A lot betterr. Unhappily, the beauty of the new interface seems to have distracted the engineers from the problems that become all too apparent when you try to use content searches to do real work. What, if any testing, was done to validate the new UI is unknown.

How to Report Membership of Microsoft 365 Compliance Role Groups

Compliance role groups control access to Microsoft 365 compliance functionality. A new permissions page makes it easier to manage these groups in the Microsoft 365 compliance center, where you can also manage the Azure AD roles used by Microsoft 365 compliance. If you want to generate a report about who holds what role, you’ve got to use PowerShell. The code is easy once you know which roles you want to report.

Microsoft Tightens Control Over eDiscovery Limits

Microsoft 365 eDiscovery features will respect documented limits from May 10. The changes are likely made to conserve resources consumed by searches against the massive amounts of data now found in Office 365 tenants. The changes probably won’t affect eDiscovery investigators except in reminding everyone that the items shown in search preview are only a representative sample of what can be found by a full search.