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How Microsoft manages and enables external sharing and collaboration with SharePoint, OneDrive for Business and Microsoft Teams. David Johnson Principal Program Manager Core Services Engineering (IT within Microsoft) Alfredo Mogollan Principal Program Manager
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How Microsoft manages and enables external sharing and collaboration with SharePoint, OneDrive for Business and Microsoft Teams David Johnson Principal Program Manager Core Services Engineering (IT within Microsoft) Alfredo Mogollan Principal Program Manager Core Services Engineering (IT within Microsoft) THR2371
Is this keeping you awake at night? How do we enable users to work seamlessly across company boundaries while keeping company assets secure? Global economies require cross company collaboration Users need to be able to safely share content across company boundaries Companies need to keep sensitive content secure in a complex environment How do we do that?
Roles and their needs Business • Accomplish business goals as simply as possible – if it is too hard find an easier way… • Limit business disruption Employee Security Officer • Get out of my way • Make it ease for me to get my work done fast • Share easily but protect my secret stuff • Prevent data leaks and breaches • Protect high value information IT Legal IT Admin • Manage the increasing volume of data • Keep up with changing services & threats • Make all other roles happy • Comply with retention • Support eDiscovery
Our collaboration landscape Online Everything comes together On-premises Dedicated environments Three petabytes of Office 365 data spanning 3 geos Self-service & managed 180K Office 365 Groups + 75K non-group SharePoint sites + 230K OneDrive for Business <6K sites and portals Regional collaboration, team, divisional sites & portals Team sites and portals 150k Each group gets 50k 80k Hybrid On-premises shared services: search, profile, taxonomy Office 365 shared services: search, profile, Office Graph, taxonomy Office 365 Groups
External sharing of files Key for cross company collaboration but… Which methods can/should I use? Team shared library, ODB, Teams and Outlook groups offer external sharing capabilities Why not sharing through email attachments? Key element of collaboration is co-creating content; email attachments do not support this capability What is the most secure approach? Leverage external membership capabilities across all O365 groups-based experiences Share via links to your team shared library or ODB (you can always remove the link); minimize attachments
External collaboration Invited member Access Office 365 data Office 365 groups Group X Policies and permissions Group Y SharePoint Teams Targeted guest Group Z
Self-service as a collaboration enabler Goal: Give employees the tools that will enable them to work across boundaries while keeping them collaborating on IT services safely Create awareness We generate excitement about culture change and collaborative tools in various ways Protect assets We will empower our employees while validating & protecting Enable self-service Employees can create collaborative spaces through self-service tasks and a consistent environment Teams Yammer SharePoint Outlook Modern distribution lists Library for shared files and intranet sites High-velocity collaboration Communities of interest, exec engagement • COMMON • Processes in place, Reporting & monitoring, Change management
Foundational Governance: Manage GroupsWhat is Office 365 Groups? Membership service for M365 teamwork apps Teams, Outlook, Yammer, SharePoint, Planner, Stream, Forms, StaffHub, Dynamics CRM, Power BI Office 365 Groups Centrally managed and governed Information Protection, Governance, and Compliance Extensible Microsoft Graph, Connectors, 3rd Party App Development How to configure groups: Embrace Office 365 Groups: What's new and how to get started
Sharing reach : Build on education and… • From OneDrive for Business, share with “Anyone." • From OneDrive for Business, if collaboration isn't to be ongoing, share with “Specific people.” • For ongoing collaboration, use a new or existing Team or team site and add members (including external members). Share with no restrictions v Share externally Share broadly with company • Use a new or existing Communications site. • Grant “everyone except external guests” permissions to a site, folder, or file in your team shared library or OneDrive for Business. Share with my team + others Share with my team • Share links to specific files from a team site. • For ongoing collaboration, use a new or existing Team or team site and add members (including external members), OR • For specific content, grant access to a site or folder from your team site shared library. Share one-off file • Use a new or existing Team or team site and add members (including external members). • Save all team files into Teams document library or team site • Share a file in OneDrive for Business (both for internal and external sharing). • Share a team/project file from a team site.
…rely on holistic governance run by our IT org Container and content governance Security governance Solution governance Discovery governance
Pillars of container and content governance Empower employees • Support self-service creation. • Use lifecycle management. Identify valuable content • Require classification for containers. • Scan with data loss prevention (DLP). Protect assets • Limit reach. • Enforce policy. • Use conditional access. • Use Information Rights Management (IRM). Ensure accountability • Manage group / site ownership. • Review external membership. • Use IT services.
Container and file classification Highly Confidential The most critical data for Microsoft. Share it only with named recipients. Confidential Crucial to achieving our goals. Limited distribution—on a need-to-know basis. General Daily work product used and shared throughout Microsoft, like personal settings and zip codes. Share it throughout Microsoft internally. Public Public data is unrestricted data meant for public consumption, like publicly released source code and announced financials. Share it freely.
Protect the content Detecting and preventing oversharing: DLP Detect and block sharing based on patterns in file Ignite announcement: DLP coming to chats too Protecting files: Apply protection to file based on label Protection applied will prevent external people who are not in protection policy to open Protecting the grop: We run jobs to change Team settings based on Team classification Ignite announcement: Unified labels will bring this to Office 365 groups
Lessons learned Employees will take easiest path IT roadblocks may worsen problem Make it so IT approved path IS best & easiest path Educate employees on how & when to share safely Develop a classification / label model and create policies Keep labels meaningful: “HBI” became “Highly Confidential” Modern collaboration has big impact Share files via link to SharePoint
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