Microsoft announced breakout rooms in Microsoft Teams last year. Now, Microsoft is adding persistent breakout rooms; the ability to reassign participants when rooms are open and the ability for organizers to set timers for breakout sessions.

Organizers can now set a timer for Breakout rooms from the Breakout Room settings. After timer has expired, rooms will automatically close and participants will come back to the main meeting.

Room assignment retention provides the ability to persist room configuration and assignment over multiple sessions. With participant reassignment capability, organizer will now be able to move joined participants across rooms and main meeting also when rooms are opened.

When this will happen

Rollout will begin mid-April and should be complete by late April.

How this will affect your organization

Organizers who are configuring and managing Breakout Rooms on a Teams desktop client will have access to below three options. For participants, the feature is supported by all devices and clients that support breakout room participation.

1. Room assignment retention (new default behavior)

Participants remain assigned to their breakout rooms unless the meeting organizer chooses to change them. The assignment persists across subsequent sessions or recurring meetings.

2. Participant reassignment while rooms are open

Organizers may reassign joined participants across rooms and the main meeting room when the breakout rooms are open. Currently reassignment works only when breakout rooms are closed.

3. Set timers for breakout sessions

Organizers can set a timer for all breakout rooms created in a meeting session via the Breakout rooms settings panel.

When the organizer has set a timer, the clock will show participants the time left in the room (countdown) rather than time elapsed. 

The timer alerts participants that the breakout room session will close in 60 seconds. Then the organizer can choose:

• to automatically redirect participants to the main meeting room (auto-move On) or 
• to provide participants with the option to return to the main meeting room or disconnect. Should the timer expire before participants take action, they will see an alert informing them that the session has ended which contains a button to return to the main meeting.

Notes

• Once the organizer opens a timed breakout room, participants are invited to join; the timer starts when the first participant joins.
• If no participants join, the breakout room will not open.  
• If all participants leave a breakout room before the timer expires, the room will close automatically. 

What you need to do to prepare

You might want to notify your users about this new capability and update your training and documentation as appropriate. 

Learn more: Use breakout rooms in Teams meetings will be updated after launch.

I had an interesting dilemma a few weeks ago with one of my clients. They created several retention policies and applied them to various SharePoint sites in their tenant. They now had a business need to delete one of the sites as they no longer used it. However, by design, they could not delete it because there was a compliance policy applied to that site. So they needed a way to determine which retention policies were applied.

Since they had so many different site and label retention policies created and applied, they wanted a quick way to find which policy affected a given site so they could exclude the site from it. Here is how we got to the bottom of this.

1. Navigate to the Compliance Center (Microsoft Purview)
2. In the menu on the left-hand side, click Policies
3. On the Policies/Data lifecycle management page, click Policy lookup tab
4. In the search wizard below, choose Site in the Find policies that include drop-down, then paste the URL of a site and click Search
5. You will now get the search results that match the above criteria. They will show all the policies applied to a given site.
6. You can then edit a policy and exclude it from a given site as necessary. By the way, this Policy lookup will find both site retention and label retention policies.

The post How to determine which retention policies are applied to a given SharePoint site appeared first on SharePoint Maven.

When you store your company’s documents in SharePoint, a valid concern is data integrity. Is my data in SharePoint Secure? was one of the articles I wrote a while back. It addressed the concern of whether or not the data stored in SharePoint and OneDrive is safe and secure. The data loss can occur in one of two scenarios: security compromise at Microsoft data centers or a human (employee) factor (by accident or intentional). Most likely, each organization, large or small, is concerned about data loss due to rogue employees or inadvertent mishandling of its files and folders due to user error.

While user errors or intentional mishandling of documents can happen as a result of the mass download of company documents or external sharing to unauthorized users, probably the worst offense is when the files and folders are deleted in bulk from a given SharePoint site, which can eventually result in irreversible damage if there is no backup in place.

Luckily, there is a way to set up alert policies for such behaviors, so you are notified immediately after such issues occur.

How to enable Alert Policies to monitor for unusual activities in SharePoint Online

Policy alerts are available within the Microsoft Purview (Compliance Center). So you need to be either a Global Microsoft 365 Admin or be given a direct role to access the Compliance Center.

1. From the Microsoft 365 App Launcher, click Compliance
2. Once in Microsoft Purview (Compliance Center), click Policies > Alert policies
3. You will now be on a screen where you can create alert policies. You will probably note that some default policies for most common scenarios already exist. For example, you will notice two policies that could be of interest to you: Unusual volume of file deletion and Unusual external user file activity
4. However, those are built-in/default policies, and you will not be able to alter their logic/triggers. For example, the Unusual volume of file deletion policy assumes that the “unusual” number is based on AI/your company’s SharePoint usage, and you can’t really control it. You will be able to turn it off, if necessary.
5. To create a new custom alert policy, click New alert policy
6. Next, give it a Name. You can then choose its Severity and Category (those have nothing to do with the trigger and are just ways for you to categorize a given policy for your own benefit). Click Next.
7. On the next screen, you will set up a trigger. You can choose from a list of available triggers/activities; in our case, the activity is file deletion.
8. Just below triggers, you will need to choose the conditions for the alert. Please note that if you do not see this option, that means you do not have the proper license and will need to purchase a more expensive license to customize these settings. In my case, I am setting up an alert when a user deletes 15 or more files within 1-hour span.
9. On the final setup screen, you can specify to who the alert will be emailed to. You can also limit how many of these alert emails you want to get within a day. Click Next.
10. Finally, you can review the settings and enable the alert policy immediately by clicking Finish
11. You will now see the policy created, and it will be part of a table where the other alert policies are stored (default or custom)

Important Notes

• It does take up to 24 hours for the alert policies to take effect. (Image below courtesy of Microsoft)
• Some settings I describe might not be available in your tenant due to licensing. Make sure you have proper licensing assigned to the Admins. (Image below courtesy of Microsoft)
  
• As mentioned above, Default policies cannot be altered and are based on internal logic. (Image below courtesy of Microsoft)
  

Policy Alert in action

Once the suspicious activities match the trigger you specified in policy alerts, the recipients you specified during alert policy creation will receive an email similar to the one below

Example of the email received by an Administrator or designated recipients when the alert policy is triggered

Clicking Alert Details from the email above provides additional details on the Activity (in the use case above, it notified the Administrator that the user shared a document externally – this was another alert policy I set up in my tenant).

Alternatives to Alert Policies

The above-mentioned policy alert might be an excellent mechanism to be notified as soon as destructive activities occur in your tenant. However, you can also be a bit more proactive and set up other mechanisms that complement (or replace) the policy alerts.

Retention policies

Setting up proper retention or record policies will prevent content from being deleted in the first place. I explained this in a previous post.

Security and permissions

Quite often, things happen on a given site or team simply because users have access to the content when they should not have. So avoid oversharing and make sure proper security and permissions are set up.

Training

Finally, do not forget Training. Many things happen not because of bad intentions, but rather by accident and lack of knowledge and understanding of what happens due to certain actions in SharePoint and Teams. So do not ignore some basic training for your staff.

The post How to enable Alert Policies to monitor for unusual activities in SharePoint Online appeared first on SharePoint Maven.

Microsoft Office 365 est géo-redondant, c’est à dire que vos données sont stockées dans deux Datacenter, formant une région.

Par exemple : Dublin + Amsterdam constituent la région historique Europe

La région France est composée d’au moins 2 datacenters.

Mais comment sont protégées vos données ?

Tout d’abord il est important que Microsoft ne sauvegarde pas vos données, il propose juste des outils de rétention et de récupération des éléments supprimés, en voici les principes, application par application :

Comptes Office 365 :

Par défaut lorsqu’on utilisateur Office 365 est supprimé, vous disposez de 30 jours par défaut pour le restaurer, avec ses données (Boite mail, OneDrive, conversations Teams).

Exchange : vos mails

Lorsque un mail est supprimé, il va dans la corbeille de l’utilisateur, puis dans les éléments supprimés, que l’utilisateur peut restaurer (ou vider !!).

Ensuite il est possible de restaurer les mails supprimés.

Si vous utilisez les licences Entreprise, vous pouvez placer une boite mail en litigation (‘onhold’) pour éviter toute suppression.

Le délai de rétention des sites est de 30 jours (1)

Seuls les administrateurs de site peuvent les supprimer et donc les restaurer.

Listes et Bibliothèques SharePoint :

Le délai de rétention des listes et bibliothèques est de 30 jours (1) (3)

Les fichiers (à l’exception de certaines extensions) sont historisés dans les Bibliothèques et Listes

Seuls les administrateurs de site peuvent les supprimer, donc les sites créés / gérés par l’IT sont protégés, pas ceux qui ont été crées par les utilisateurs .

Equipe Teams :

Il faut raisonner objet par objet, je ne traite ci que les objets de base : Publications, Fichiers, Wiki.

Une équipe Teams est : un groupe Office 365, une boite Exchange, un site SharePoint (2)

Tous les propriétaires peuvent supprimer une équipe Teams

Le groupe Office 365 est supprimé, le site SharePoint aussi, les publications aussi (Exchange).

Délais de rétention : Groupe, Exchange, SharePoint : 30 jours.

Si on restaure le groupe, le contenu revient (en 24h) .

En cas de suppression de fichiers dans les Fichiers, c’est la rétention SharePoint qui s’applique.

En cas de suppression d’un objet ajouté : si bibliothèque ou Liste toujours SharePoint.

Une exception de taille : les canaux privés, qui sont quasiment des canaux dépendant de l’utilisateur les ayant créés, et se trouvent partiellement stockés dans le compte utilisateur les créant.

Conversation Teams :

Les conversations peuvent être partiellement restaurées, mais les fichiers sont dans les OneDrive individuels donc non maitrisée.

Wiki Teams :

Un Wiki est composé de fichiers (les pages) stockés dans une Bibliothèque SharePoint dans le site associé.

Autres objets Teams / Office 365 :

Ces opérations ne peuvent être faite que pas les administrateurs du tenant Office 365

Gestion des délais de rétention

La gestion des stratégies de rétention se trouve dans le centre de conformité : https://compliance.microsoft.com/ 

Il suffit d’ouvrir les Stratégies, puis choisir, Rétention :

Pour éviter les incidents de premier niveau, la règle est toujours la même : les utilisateurs ne doivent pas être administrateurs (de site pour SharePoint, Propriétaires des équipes pour Teams).

Conclusion

Cet article est loin d’être complet et exhaustif, mais comme vous le voyez il est important de bien maitriser les stratégies de rétention, voire de mettre en place une sauvegarde pour les entreprises très contraintes d’un point de vue audit et rétention. Dans ce cas, il faut oublier les licences Business et n’utiliser que les licences et outils Entreprise (labels, stratégies de rétention, …).

Sources :

Créer et configurer des stratégies de rétention pour conserver ou supprimer automatiquement le contenu :

https://docs.microsoft.com/fr-fr/microsoft-365/compliance/create-retention-policies?view=o365-worldwide 

Récupérer les messages supprimés dans la boîte aux lettres d’un utilisateur dans Exchange Online :

https://docs.microsoft.com/fr-fr/exchange/recipients-in-exchange-online/manage-user-mailboxes/recover-deleted-messages

The post Comment Office 365 protège vos données contre la suppression first appeared on Le Cloud pour Tous.