Data Loss Prevention in SharePoint Online and OneDrive for Business
Data Loss Prevention (DLP) capabilities protect your data where it is stored, when it is moved, and when it is shared. These protection features are currently offered in Exchange, Outlook and Outlook on the web, but are now being extended to OneDrive for Business and SharePoint Online, offering broader protection of your data wherever it lives.
IT admins will see new controls in your Office 365 Compliance Center, allowing you to easily set up DLP policies for SharePoint Online and OneDrive for Business. IT admins also can configure their policy tips so that users can interact with the pertinent policy, for example, providing a business justification to override the policy or reporting a false positive.
New features will be rolled out over the coming months, but below are some of the key features that are available now.
To learn more about DLP in SharePoint and OneDrive for Business, below is a comprehensive overview of the information protection of how DLP helps protect against data loss.
As sharing and collaboration evolve across applications and devices, DLP is in place to help protect your data, with the goal of protecting information from when documents are initially created to when they are stored or shared.
The Mobile, Intelligent Intranet
For fifteen years, hundreds of millions of customers around the world have relied on SharePoint to build rich intranets that connect people, content and processes across collaborative team sites, departmental and organizational portals and custom business applications. The most important part of a team or organization is its people. It’s not only what you know, it’s who you know. People cards, now in SharePoint document libraries and OneDrive—surface details about the people you work with and the content they work on, so you can connect with expertise and discover new resources.
People cards bring profile information, organizational relationships and content from your colleagues right into the context of your work in SharePoint or in OneDrive for Business.
An Office 365 group defines a team of people and gives them access to shared content and to the collaborative resources of the group—such as a calendar, a OneNote notebook, a Plan to manage tasks, and conversations powered by Outlook or Yammer.
Teams also need to stay on the same page, and today the SharePoint home page provides team news—modern pages to keep your team up to date and in the know. SharePoint pages have rich support for multimedia and tight integration with Yammer, can be extended with custom web parts, and are mobile by default. Team news articles are featured at the top of the team site home page. And the SharePoint mobile app’s News tab pulls together news from all your team sites and groups.
The team site home page in the browser and in the SharePoint mobile app features team news, so your team can stay informed about what’s new and what’s important.
News articles offer a great reading experience in SharePoint mobile. Multimedia and embedded files can now be included and it’s all mobile by default. The News tab, now on iOS, aggregates news from across your team sites for a holistic look at what’s going on across your teams.
You can collect, manage or collaborate on data with SharePoint like never before. You’ll find the modern experience makes it easy in the browser and in the SharePoint mobile app. But the powerful capabilities you need are still there. People experiences, team news and powerful integration across SharePoint means now its all about who you can discover and what they know is what matters.
The Modern SharePoint Document Library Experience
Helping people share files and collaborate on content is paramount to any growing company. SharePoint’s modern document libraries offer a better experience for document management that’s faster, more intuitive and responsive. Here’s a look at what’s new:
The new, modern document library experience, showing two documents and a link pinned to the top.
Modern document libraries combine the power of SharePoint with the usability of OneDrive. These modern document libraries have an updated user interface that offers an experience similar to OneDrive, so it’s more intuitive to create a new folder and upload files in the browser. The ribbon has been replaced with a trim command bar, which provides intelligent commands relevant to the tasks at hand. If your organization has customized the ribbon with buttons that map to critical business functionality in your enterprise, those buttons will appear in the command bar as well. With this update, each new Office 365 group now gets a full modern document library, replacing the former “Files” page. Here are a few of the cool new features:
Important documents easily highlighted—Click Pin to top to add documents “above the fold” in any onscreen view.
Copy and move files from the command bar—Copying isn’t new, but the copy and move gestures are intelligent about displaying your information architecture and letting you create new folders on the fly.
Copy files from SharePoint command bar.
Import files from other libraries—You may not have to make as many copies any more. Document libraries are also intelligent about remembering other files you’ve been using in SharePoint. That’s why you can import other files from other libraries as links, without having to duplicate files between multiple sites. You still see thumbnails and metadata for native files. And SharePoint shows your list of most recent documents, so you don’t have to cut and paste a link.
Create a link in modern document libraries.
Personalized views simplified—The new document libraries let you group files directly in the main page without clicking to a separate admin screen. You can also click and drag to change the size of your columns, as well as sort, filter and group from any column header. To make the view available to everybody else in the library, just click Save View.
Responsive and accessible design—Mobile browsers have the same features as the desktop, making SharePoint productive for every user—whether they interact via mouse, keyboard, touch or screen reader.
Document metadata now available inline—You can now edit metadata directly from the main view in the information panel. No more clicking into multiple screens to apply an update! If you’re in a view that groups files by metadata, you can drag and drop files between groups to update the metadata. And if you miss something required, the document is no longer hidden behind enforced checkout—you just receive a reminder to enter the data when you can.
One-stop shopping for everything about your documents—Thanks to Office Online integration, you can navigate a complete document preview at the top of the information panel. The panel offers metadata, including the history of recent activity, updates to the file and who received a share to the file. You can also add more users or immediately stop all sharing. Finally, all other file properties are displayed, in case there’s anything else not already covered.
The document information panel.
Keeping it authentically SharePoint—While we enhanced the document libraries to make them as intuitive and productive as possible, we know that the power of SharePoint has always been in your ability to customize document libraries to work for your team. At the same time, there’s a rich tradition of using content types, check-in/check-out, versioning, records management and workflows in SharePoint. Modern document libraries inherit all of these.
Modern libraries come to Office 365 Groups—To bring enhanced content management to group files, libraries belonging to an Office 365 group have a new header control at the top of the page. Unlike the old control, which included links to the group’s conversation, calendar and member management, the new control has a single link to the group’s conversation, from which users can navigate to calendar and member management.
Getting started with modern document libraries
As modern libraries rolls out Microsoft gives you full control of using classic or modern looks at the tenant, site collection and library level. Keepin’ it old school will run well into 2017 while your users adapt and adopt the new capabilities.
New FastTrack Offer for SharePoint 2013 Migrations
Are you looking to move your SharePoint 2013 on premises environment to SharePoint Online and reap the benefits of Microsoft’s cloud platform? If you answered yes, you might be aware of just how big of a task moving from SharePoint 2013 to SharePoint Online is. Dependent upon how much data you have, a move to the cloud can costs tens of thousands of dollars. Not only do you need to plan, onboard and drive adoption of the new platform – you need to ensure that data is not lost along the way.
Microsoft has announced a limited-time offer of migration services from on-premises SharePoint 2013 to Office 365—available at no additional cost to eligible Office 365 customers until March 31, 2017. This offer is available to customers with at least 150 licenses for an eligible service or plan for their Office 365 tenant. For customers who take advantage of this offer, the FastTrack team will assess your SharePoint 2013 environment, and help you build and execute a plan to migrate from your on-premises team sites and MySites to SharePoint Online and OneDrive for Business, respectively.
To date, Microsoft FastTrack has enabled more than 22,000 customers, migrated 2.45 PB of data and is currently taking on more than 4,000 new customers every month. Watch this video below to learn more about the value of FastTrack from customers who have experience it firsthand:
Working with a Microsoft Partner like 6th Street Consulting will not only aid in your FastTrack migration, but can provide valuable services during and after the execution. One of the keys to any successful migration, once an organization has deployed the new tools, is to make sure people are learning and using them. 6SC offers a comprehensive range of services to aid companies of all sizes in taking full advantage of Office 365 and SharePoint Online.
6th Street Consulting, the 2013 Global Microsoft Partner of the Year Winner for Collaboration & Content, is a strategy and technology consulting firm located in Redondo Beach, California. 6SC is a company built on user productivity and team collaboration. Allow us to implement our time-tested features with years of development and user testing behind them. Our SharePoint solutions help you to get more out of each and every work day. Integrated features across applications save time and allow you to focus on efforts that add value and profitability. Set yourself apart and grow your business by sharpening your competitive edge with 6SC.
Workforce on Demand
Having independent contractors at companies of all sizes is the new normal. Busy seasons demand extra bandwidth; full-time employees take temporary leave or unique/temporary roles need to be filled.
Whatever the reason, getting support from contractors can provide scale, flexibility and specialized skills to your team—which is why their popularity continues to grow. For example, 51 percent of companies say their need for contingent workers will continue to grow within the next three to five years. Alongside, the talent pool is changing to match this trend: By 2020, 43 percent of the U.S. workforce will be freelancers.
Finding the right contractor for the right job is only the first step. They’ll likely be working outside of your office, but will still need to rely on the resources your internal teams use daily. If you want to enable your contractors to do their best work, you need to ensure they have the right tools to collaborate with your internal teams. Office 365 and SharePoint Online offer a flexible way to give your contractors just that.
Here are the top four reasons why Office 365 and SharePoint Online are key to set your independent contractors up for success:
Make it easy for your contractors to stay in touch. Set up technology that allows them to communicate with and get to know your internal teams. This can (and should) come in the form of many tools, but Office 365 offers a comprehensive all in one solution. Enable them to send instant messages to anyone in the company via Skype for Business. Also, promote the use of video conferencing and screen sharing for efficient collaboration. Not only will this increase productivity, but it will allow full-time employees and contractors to build more personal relationships with face-to-face communication.
#2—Share Files with Ease
Depending on when and where your contractors work, coordinating across time zones and locations may be a factor in their success. Avoid a situation where a contractor is stuck waiting for a team member to come online to gain access to files. Instead, opt for SharePoint Online a cloud-based file sharing and storing platform. That way, contractors can get the files and documents they need around the clock to get the job done. And with permission settings, you can restrict and permit access to the specific files an independent contractor needs, and revoke access when a contract ends.
#3—Stay on the Same Page
Enhance collaboration with the ability to co-author (edit and work) on the same online documents. It’ll prevent excessive back-and-forth on email between team members. Digital files automatically sync and update over the internet, so your team is always looking at the most up-to-date version. And since your files live in the cloud, you’ll always know who made the last edit and can review and revoke changes if you ever need to go back to an older version.
#4—Secure Your Data
Security may not always be top of mind for your employees and contractors—but it is for you and your IT team. Strike a balance between giving your extended team what they need while retaining control over your company’s data. The file access you give to your freelancers doesn’t need to last forever. When their contract is over, simply revoke access remotely. Even if your independent contractor has used their own device to access your data, cloud-based tools can delete your company’s files from that device.
With the right technology and infrastructure, independent contractors can become an effective extension of your team. Forget disruptions, lost files or a lack of security. Office 365 and SharePoint Online provide the right tools to solve those problems and help your teams do their best work from anywhere in the world.
6SC teams up with Microsoft and the Small Business Administration to explain how SharePoint can used for business process automation.
Play video (Channel 9 MSDN)
My professional experience with SharePoint has been somewhat brief, but working for one of the top SharePoint firms in the nation has required me to get up to speed fairly quickly. For most of you reading this, chances are you’re already a SharePoint advocate. The features integrated throughout SharePoint are great. From document libraries, wikis, versioning, alerts, team sites, search, and the million other things SharePoint can do it’s easy for myself to see the benefits. Unfortunately, not everyone thinks like myself and sees SharePoint as an additional IT initiative that will only make their work day harder.
I’ve found that explaining the value of SharePoint to clients can feel a little like speaking a foreign language. The more I talk, the less they understand, and the less they understand, the more likely they are to reject it. All is not lost though, actually quite the contrary. For those that are onboard with implementing SharePoint and even those that are still skeptical, below is a few simple steps that can have a real impact on seeing the benefits of SharePoint and gaining user adoption.
Make it cool to use SharePoint
I know it sounds cliché, but I often hear about companies that are bewildered by their low SharePoint user adoption numbers. They set up their environment and had everyone come to some training sessions, but no one seems to be using it. The biggest problem here? SharePoint isn’t Facebook. It’s a great tool for managing and organizing company files, but people aren’t going to leap at the opportunity to use it. It’s not “cool.” In order to get people onboard you’ll need a well-structured plan to target the great social aspects of SharePoint and how it will make their day to day tasks that much simpler and enjoyable. You know your company and you know how your colleagues work. Get creative and build a plan that will inspire them to adopt.
Put yourself in the users shoes
I know SharePoint is awesome, but how bout your end users? Your colleagues are just trying to get their day to day job done, answer emails, find relevant information and avoid boring meetings. Put yourself in your users shoes and determine how they will interact with the site. What does Scott in Marketing need that SharePoint can provide? What are his pain points? People just want things to happen easily and if they can see how SharePoint will help them do that, they will jump at the chance to adopt it.
Starts from the top
If you want success with your SharePoint adoption, you need strong leadership. If your CEO and senior management doesn’t use it then why are the rest of your users going to? The leaders of your company need to be seen to be onboard with SharePoint and utilizing the same benefits that it’s adding to the rest of the company. If they are correctly using it and reaping the benefits then you can darn well expect the rest of the company to follow suit.
User focused training
We’ve all been a part of a company training session and upon leaving it said “well that’s two hours of my life that I’ll never get back”. Don’t get me wrong, SharePoint training sessions can be extremely valuable to your users. However, these sessions need to be targeted towards specific departments. In order for these training sessions to be effective and above all, useful, you need to show your users how the platform can be used in their day to day work. Give them specific examples so they can see just how beneficial utilizing SharePoint is to making their job easier.
Getting marketing onboard with your SharePoint implementation can go a long way in upping your numbers. Get people in the company excited about SharePoint. Put up a few posters around the office, send out emails with daily tips and cool features, and hold Q&A sessions. Build some excitement around SharePoint and convey the message that SharePoint will make things easier, faster and better in their day to day work life.
SharePoint offers a range of tools for measuring how engaged your users are. Keep an eye on these figures and work out where there are problems. Target departments with low engagement and listen to colleagues and implement a plan to encourage adoption.
It is critical for project teams to have a professional solution in order to work efficiently. Companies are continuously changing their work process policies, in turn adopting more team-oriented approaches. Below we will discuss the extensive amount of collaborative tools that SharePoint has to offer.
Untether with the SharePoint Mobile App
It’s time to untether with the SharePoint mobile app, which enables you to stay connected to important content, sites, portals and people from your intranet while you’re on the go.
Get the full power of SharePoint on your phone. This new app, too, is infused with intelligence from the Office Graph to help you navigate more quickly to content and people that matter to you the most.
The Sites tab takes you to your Sites, Recent sites and Followed sites, where you can keep up with site activity, navigate using quick launch or see recent files.
The Links tab takes you to sites and portals programmed for everyone in the company.
The People tab gives you access to the people you work with and visibility into what they are working on.
Search is available throughout with clean results filtered by sites, files and people.
The SharePoint mobile app is available on Windows, iOS and Android.
Users can also have multiple accounts online and on-premises, and can easily switch between them. The SharePoint mobile app for iOS is now available, followed by versions for Windows and Android in the second half of 2016. And a planned, future update to the app will bring company news and announcements to your device.