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.

New Stream Client Worth Checking Out

The new Stream client contains some useful new features. However, the client is still in preview and is missing other features, like the ability to manage sets of videos through Microsoft 365 groups. Even so, there’s enough available now to demonstrate the wisdom of moving to the ODSP platform for video storage and management.

Switch User Focus to the New SharePoint-Powered Stream

A new SharePoint Online setting allows tenants to switch the target for the Stream tile in the app launcher to the new Stream. The intention to is have users become accustomed to the features of the new GUI and the way that Stream can manage video content anywhere inside Microsoft 365. The downside is that migration from Classic Stream isn’t available yet. It’s coming, just like Christmas.

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!

New Messages Search Vertical Available in Office.com

If you run a search in Office.com, Microsoft Search now includes Teams and Outlook messages in its results. This is similar to the capability exposed when Bing.com connects Microsoft Search to include work items in its results. Loop components are also available in search results.

New Control for Loop Components in Microsoft 365 Apps

A new control in the SharePoint Online configuration is available to enable or disable Microsoft Loop components in Microsoft 365 apps, just in time for their introduction in OWA and Outlook for Windows. However, before we get all excited, there are some important issues with loop components when exported in eDiscovery search results that might make tenant administrators ponder. Just a tad…

Whiteboard Nears End of Transition to OneDrive

The transition of Whiteboard storage from Azure to OneDrive for Business is approaching its end. A set of updated clients delivered at the end of March 2022 should do the trick. However, storing newly-created boards in OneDrive is one thing. Migrating old boards and updating components like the Whiteboard Admin PowerShell app are another. We don’t know what’s happening there and Microsoft hasn’t published any guidance.

New OneDrive Shortcut Move Feature Rolling Out

OneDrive for Business

Microsoft is rolling out a new feature to allow users to move OneDrive shortcuts to shared or private folders. Although a nice upgrade, being able to move shortcuts is not the biggest OneDrive issue. What stops me using shortcuts is the clash between them and the OneDrive sync client. It seems like it should be an easy fix for Microsoft to apply, and when they do, I’ll happily move OneDrive shortcuts around.

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.

Increase in OneDrive Storage Usage by Microsoft Teams Apps Complicates Tenant Administration

Whiteboard is the latest Teams-enabled app to use OneDrive for Business for its storage. It’s unsurprising and it’s a trend likely to continue, and it creates an administrative challenge in terms of how to handle deleted Microsoft 365 user accounts. The suggested approach of having a designated user review the information and retrieve what’s important is OK for documents but doesn’t work for app-linked content. Retention policies are a better option.

Sharing Links for Video and Audio Files Block Downloads by Default

A new tweak to the sharing link dialog used by OneDrive for Business, SharePoint Online, and other Microsoft 365 workloads block downloads of video and audio files by default. This is probably what you want to happen as, unlike Office documents, when you share a video or audio file, it’s likely to be final content ready to be consumed rather than being worked on.

How OneDrive’s New Sharing Link Dialog Makes It Easier to Configure Settings

A new sharing link dialog for OneDrive for Business and SharePoint Online is rolling out to Office 365 tenants. The new dialog makes it easier to configure settings for copy links. This might sound like a small thing on the overall scale of Microsoft 365, but making it absolutely clear how to configure sharing links is a good step towards helping users send the right kind of links when they share documents with others.

How to Analyze Audit Records for SharePoint Online Sharing Events

When SharePoint users share information, Office 365 captures events in its audit log. By analyzing the events, we can build a picture of how people share information. The sad thing is that the audit events logged when someone extends the validity of a sharing link doesn’t contain as much information as you might like. Even so, we can still analyze the sharing events to build a picture of what happens in an Office 365 tenant.

How to Use SharePoint’s Expiring Access Policy for External Users

The SharePoint Online expiring access policy controls how long external users can use a sharing link. You don’t have to use this policy, but it’s a good idea to configure it. And once the policy is active, users will see notices when their sharing links approach expiration. The process to renew (extend) sharing links is quick and easy. And if you want even more protection, consider combining this policy with sensitivity labels.

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.

Some Microsoft 365 Features Highlighted at Fall Ignite 2021 You Can Use Now

To help you recover from the blizzard of Microsoft 365 information released at Fall Ignite 2021, here are some notes about features and functionality you might have missed. Like any list created by a conference (virtual) attendee, it reflects my interests and what I was looking for. Feel free to disagree on the importance of any or all of the topics discussed here… and suggest some of your own in the comments.

Why SharePoint Online Will Allow Users to Delete Files with Retention Labels

Users attempting to delete SharePoint Online files assigned Microsoft 365 retention labels are blocked. That is, until a change arrives in November to make SharePoint Online and OneDrive for Business behave in the same manner. It’s a good change because it avoid the scenario where users remove retention labels to delete files, which undermines the organization’s compliance strategy. Now, deleted items go into the preservation hold library and stay there until their retention period expires. My only complaint is that the control over the mechanism is not as simple as it should be, but that’s a small and relatively unimportant flaw in the overall scheme of things.

SharePoint Admin Center Absorbs OneDrive for Business Management

Microsoft has simplified Microsoft 365 administration by moving controls from the OneDrive for Business admin center into the SharePoint Online admin center. It’s a good step because the two workloads are really two sides of the same file and document management function within Microsoft 365. With many apps moving storage of their data to OneDrive for Business, its role is becoming increasingly important. Even so, OneDrive doesn’t deserve a dedicated management portal.

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.

Microsoft Plans to Remove Transcripts for Some Old Stream Videos

Microsoft plans to start removing the automatically-generated transcript of some Stream videos in September 2021. Only automatic transcripts are affected, and only if no one is looking at the video. If you’ve taken the time to edit a transcript or upload a manual transcript, Stream will leave these transcripts alone. It’s all part of the big plan to get Stream off its own Azure storage and onto SharePoint Online and OneDrive for Business.

Microsoft Adds Service Plan to Control Offline Synchronization of Lists

OneDrive for Business

Microsoft 365 notification MC277196 informs tenants about a new service plan to control the Nucleus synchronization engine. In effect, this means you can disable offline working with Microsoft Lists. The new service plan is due to turn up in Office 365 SKUs in September 2021. Lists will get a new icon to show their synchronization status. Apart from the delayed deployment of Nucleus, it’s all good news.

OneDrive’s Sharing Control Upgraded with Shared with Information

The OneDrive for Business sharing control (also used by SharePoint Online) now shows thumbnails of the set of people who already have access to an item. The idea is to give owners of information an at a glance view of who has access. It’s a nice change which adds something that probably no one thought was missing, The little things add all the difference!

Whiteboard Moves Its Storage to OneDrive for Business

OneDrive for Business

Microsoft’s Whiteboard app is moving its storage off Azure to OneDrive for Business. The switchover will happen in October 2021, but tenants can opt-in to use OneDrive storage from the end of August. Some Whiteboard clients won’t be able to cope with OneDrive then, but Microsoft says that everything will be straightened out for the switchover in October. As we explain here, it’s a good idea (for many reasons) to move Whiteboard storage to OneDrive.

Microsoft Introduces Auto-Expiration Policy for Teams Meeting Recordings

In September Microsoft will introduce a new auto-expiration feature for Teams meeting recordings stored in OneDrive for Business and SharePoint Online. By default, recordings will be moved to the recycle bin 60 days after creation (30 days for users with Office 365 A1 licenses). Tenants can control the default expiration period using Teams meeting policies while users can override expiration for individual files. And if you use retention policies to control Teams meeting recordings, their instructions take precedence over auto-expiration.

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 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.

Teams Gets Automatic Meeting Recording Option

Teams meeting organizers will soon be able to configure an option to start recording when the meeting starts. The option must be set for each meeting and there doesn’t seem to be an available method to preconfigure recordings for all meetings through a policy or programmatically. The new option is useful, if you remember to set it.

How Progressive Web Apps and Nucleus Combine to Make SharePoint Content More Accessible

Two Microsoft 365 message center notifications covering Progressive Web Apps (PWAs) for OneDrive and Lists are interesting, but the news of the arrival of the new Nucleus synchronization engine within the OneDrive sync client (for Windows) is even more interesting. Together, the combination of PWAs and Nucleus make OneDrive and SharePoint data more accessible to users.

Microsoft Clamps Down on PST Storage in SharePoint Online and OneDrive for Business

Microsoft will soon impose a limit on the number of PST versions kept by SharePoint Online and OneDrive for Business. PST files have no business being in cloud storage, so this is a reasonable step. People shouldn’t keep PSTs in SharePoint or OneDrive document libraries and organizations shouldn’t let them. In fact, you should block PSTs from OneDrive synchronization and make plans to eradicate these pesky files.

Microsoft Whiteboard Moves its Storage to OneDrive for Business

Microsoft has announced that Whiteboard will move its storage from Azure to OneDrive for Business. It’s a good move because it addresses several important issues. around search, eDiscovery, compliance, and data governance The switchover is due in October 2021, but Office 365 tenants will get an opt-in choice to move earlier.

Enhanced SharePoint Online/OneDrive for Business Sharing Control Now Available

SharePoint Online and OneDrive for Business have a new sharing link control which highlights the permissions assigned to sharing recipients. It’s a minor tweak which is actually a pretty good idea as the last iteration of the sharing control buried permissions behind the scenes. And as we all know, permissions are important to IT resources.

OneDrive Sync Client Has Meltdown During Azure AD Outage

The OneDrive sync client is an important Microsoft 365 component which underpins features like autosave and coauthoring of Office documents. During the March 15 Azure AD outage, the client had a meltdown and removed all the local copies of files stored in a SharePoint Online folder, seemingly because it couldn’t authenticate. The problem was easily fixed, but it’s a bad example of handling what could be a transient authentication issue.

How to Use Sensitivity Labels to Protect Teams Meeting Recordings

OneDrive for Business now stores Teams meeting recordings. You can protect files with sensitivity labels, but does this have any side effects for Teams? As it turns out, it does because the protective wrapper which encrypts the recording breaks the link to Teams. This might not be important if you need to protect a confidential recording and restrict access to a known set of users, but it’s something to consider before applying any labels.

Blocking Download Permission for Teams Meeting Recordings

Microsoft has announced that recordings of Teams meetings stored in OneDrive for Business will be blocked for download by anyone except the owner. The change will roll out in mid-April and should be complete by mid-June. Microsoft’s post draws attention to the fact that you shouldn’t use channel meetings to discuss confidential topics. It’s all to do with the Microsoft 365 Groups membership model.

Use Distribution Lists or Security Groups to Add Accounts to DLP Policies

Teams Data Loss Prevention (DLP) policies help to stop users sharing confidential information through chats and channel conversations. A recent update means that accounts to be included or excluded in DLP policies can be specified using distribution lists or mail-enabled security groups. While this doesn’t sound very exciting, it is if you need to deploy DLP policies to targeted sets of Teams users.

Feb 24 2021 Update: The picker used for OneDrive for Business accounts will support distribution lists and security groups in March.

How the New Stream Handles Storage Quotas

Storage for videos stored in the new Stream will be charged against SharePoint Online and OneDrive for Business accounts. This shouldn’t make much difference for Teams recordings, as there’s plenty of storage available for OneDrive accounts. You can increase the default amount to 5 TB in enterprise tenants, and that should be enough for even the most copious of Teams meeting recorders.

Teams Drives SharePoint Online Growth to 200 Million Active Users

Microsoft says that SharePoint Online now has 200 million monthly active users. Teams is the major influence driving SharePoint growth with an increasing number of touchpoints between the two Microsoft 365 workloads.

Microsoft Removes EEEU Permission from OneDrive for Business Accounts

Microsoft is rolling out an update to remove the Everyone Except External Users (EEEU) permission from OneDrive for Business accounts created before August 1. They’re also doing a permissions reset of lists created in those accounts, meaning that some folks might lose access to lists. It’s hard to know how much impact this will have on Office 365 tenants, but it’s probably a good ideas to ask.