Episode 409 – Preparing for Copilot- Securing Your Microsoft 365 Data and Beyond

August 28, 2025

Episode Transcript

Welcome to Episode 409 of the Microsoft Cloud IT Pro Podcast. In this episode, Ben and Scott explore the configuration decisions tenant administrators face when preparing their Microsoft 365 environment for Copilot deployment. They dive into the key questions every IT professional should be asking: How do you identify and remediate oversharing in SharePoint sites before Copilot can access that content? What governance controls should be in place to prevent sensitive data from being discoverable through organization-wide search? The hosts examine practical tools for identifying high-risk sites and content, how to control which sites appear in Copilot results, and other configuration options that allow you to optimize how Copilot processes organizational content.

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1 00:00:03,520 --> 00:00:05,679 Welcome to episode 409 2 00:00:05,679 --> 00:00:08,720 of the Microsoft Cloud IT Pro podcast recorded 3 00:00:08,720 --> 00:00:11,460 live on 08/22/2025. 4 00:00:11,679 --> 00:00:13,835 This is a show about Microsoft three sixty 5 00:00:13,835 --> 00:00:15,994 five in Azure from the perspective of IT 6 00:00:15,994 --> 00:00:18,234 pros and end users, where we discuss a 7 00:00:18,234 --> 00:00:20,475 topic or recent news and how it relates 8 00:00:20,475 --> 00:00:22,954 to you. In this episode, we explore the 9 00:00:22,954 --> 00:00:23,454 configuration 10 00:00:23,835 --> 00:00:25,295 decisions tenant administrators 11 00:00:25,675 --> 00:00:28,460 face when preparing their Microsoft three sixty five 12 00:00:28,460 --> 00:00:29,600 environment for Copilot. 13 00:00:30,059 --> 00:00:32,700 And, really, just in general, when thinking about 14 00:00:32,700 --> 00:00:35,820 data security in Microsoft three sixty five, we 15 00:00:35,820 --> 00:00:38,299 dive into some of the key questions every 16 00:00:38,299 --> 00:00:40,715 IT professional should be asking when it comes 17 00:00:40,715 --> 00:00:44,015 to users' access to content within the Microsoft 18 00:00:44,075 --> 00:00:47,054 three sixty five tenant. So let's dive in. 19 00:00:49,435 --> 00:00:52,469 Welcome back from vacation, Ben. Thanks. It was 20 00:00:52,469 --> 00:00:54,310 fun all the up until the part where 21 00:00:54,310 --> 00:00:55,530 I got back from vacation. 22 00:00:58,550 --> 00:01:00,630 I kinda did the same thing. I'm looking 23 00:01:00,630 --> 00:01:02,310 forward. We have a US holiday, Labor Day, 24 00:01:02,310 --> 00:01:04,230 coming up next week. So Is that next 25 00:01:04,230 --> 00:01:05,829 week? Yeah. I'm looking forward to having an 26 00:01:05,829 --> 00:01:08,115 extended weekend. That's kind of our last national 27 00:01:08,115 --> 00:01:10,435 holiday, federal holiday, for a little while here 28 00:01:10,435 --> 00:01:12,515 in The US, so enjoy it while it 29 00:01:12,515 --> 00:01:14,834 lasts. No. Vacation was good. Like, we got 30 00:01:14,834 --> 00:01:16,355 to go up to Michigan, spend some time 31 00:01:16,355 --> 00:01:17,015 up there, 32 00:01:17,314 --> 00:01:19,155 then had a family reunion. This is a 33 00:01:19,155 --> 00:01:20,834 lot of people's scout. Went out to Denver 34 00:01:20,834 --> 00:01:22,594 for, like, a long weekend for a family 35 00:01:22,594 --> 00:01:25,280 reunion. With my wife's family, there were 58 36 00:01:25,280 --> 00:01:27,920 people that were all out there. So that 37 00:01:27,920 --> 00:01:29,540 was kinda fun. Lot of family. 38 00:01:30,000 --> 00:01:32,000 It is. But it was cool. Like, there 39 00:01:32,000 --> 00:01:34,239 must have been, like, 10 or 12 kids 40 00:01:34,239 --> 00:01:36,734 all between the ages of, like, six and 41 00:01:36,734 --> 00:01:37,875 10, which are close 42 00:01:38,254 --> 00:01:40,495 to our boys' age. And, I mean, it's 43 00:01:40,495 --> 00:01:42,974 Colorado. Right? Weather's beautiful. We're out in the 44 00:01:42,974 --> 00:01:44,734 woods. The mountains of boys are just outside 45 00:01:44,734 --> 00:01:47,295 playing with all the other kids. Sticks and 46 00:01:47,295 --> 00:01:48,674 rocks and yeah. 47 00:01:49,135 --> 00:01:51,530 Exactly. Made up games with, like, I don't 48 00:01:51,530 --> 00:01:53,369 even know what they were doing with volleyballs 49 00:01:53,369 --> 00:01:54,729 and throwing them up on the roof of 50 00:01:54,729 --> 00:01:57,310 one of the houses we were staying at. 51 00:01:57,369 --> 00:01:59,209 Let them go at it and do what 52 00:01:59,209 --> 00:02:00,890 they need to do. Yep. One of my 53 00:02:00,890 --> 00:02:03,290 wife's cousins is actually big into, like, he 54 00:02:03,290 --> 00:02:06,109 lives out near Denver, big into rock climbing, 55 00:02:06,329 --> 00:02:06,829 hiking. 56 00:02:07,145 --> 00:02:09,645 So he actually, one day, took us 57 00:02:10,264 --> 00:02:11,865 we took the rental Jeep. He's like, oh, 58 00:02:11,865 --> 00:02:13,305 we can make it here. It's a rental 59 00:02:13,305 --> 00:02:13,805 Jeep. 60 00:02:14,344 --> 00:02:16,745 I hope he got his did not get 61 00:02:16,745 --> 00:02:19,145 charged extra for that run rental Jeep, but 62 00:02:19,145 --> 00:02:20,830 took it on a road that we didn't 63 00:02:20,830 --> 00:02:22,509 think was that bad. Let's just say there 64 00:02:22,509 --> 00:02:23,709 was one point in time where I think 65 00:02:23,709 --> 00:02:25,550 only two tires of the Jeep were on 66 00:02:25,550 --> 00:02:27,310 the ground. The other two were, like, up 67 00:02:27,310 --> 00:02:28,909 in the air, but then went to our 68 00:02:29,069 --> 00:02:31,069 Jeeps have solid axles. Right? You need two 69 00:02:31,069 --> 00:02:33,469 eighteen millimeter wrenches and hop under and disconnect 70 00:02:33,469 --> 00:02:35,865 that sway bar. They you're all good. You 71 00:02:35,865 --> 00:02:37,705 have to have those two wrenches or the 72 00:02:37,705 --> 00:02:39,645 sway bar disconnect on there, but, 73 00:02:40,025 --> 00:02:42,185 yeah, that that's funny. We did a similar 74 00:02:42,185 --> 00:02:43,245 thing on our vacation. 75 00:02:43,784 --> 00:02:45,705 We we drove through the Red Redwoods in 76 00:02:45,705 --> 00:02:46,205 California. 77 00:02:46,520 --> 00:02:48,840 There's a road in Jedidiah State Forest, it's 78 00:02:48,840 --> 00:02:51,159 called Holland Hills Road. Okay. But you you 79 00:02:51,159 --> 00:02:53,560 kinda read about it, and some people say, 80 00:02:53,560 --> 00:02:55,000 like, oh, don't take your rental car on 81 00:02:55,000 --> 00:02:56,840 there, don't do that. But when you go 82 00:02:56,840 --> 00:02:58,199 to the park station in the morning and 83 00:02:58,199 --> 00:02:59,639 you say, like, hey, like, we're here for 84 00:02:59,639 --> 00:03:01,485 these types of experiences, where should you go? 85 00:03:01,564 --> 00:03:03,405 They just ask you. Like like the rangers, 86 00:03:03,405 --> 00:03:04,525 they ask. They say, hey, what kind of 87 00:03:04,525 --> 00:03:05,965 car do you have? And as long as 88 00:03:05,965 --> 00:03:07,805 you have a car with four wheels and 89 00:03:07,805 --> 00:03:09,104 you're not towing a trailer, 90 00:03:09,884 --> 00:03:12,525 they give you directions to this random To 91 00:03:12,525 --> 00:03:15,020 go on this road? Dirt forest Service road. 92 00:03:15,020 --> 00:03:17,180 It's a four it's like a 11 mile 93 00:03:17,180 --> 00:03:19,120 forest service road, and then it's got yank 94 00:03:19,180 --> 00:03:21,259 pull offs for some of the various, like, 95 00:03:21,259 --> 00:03:23,360 redwood groves and things like that. But 96 00:03:23,819 --> 00:03:26,460 we did that, like, halfway through our road 97 00:03:26,460 --> 00:03:27,854 trip on on the West Coast. 98 00:03:28,254 --> 00:03:30,175 And from the day we did that on, 99 00:03:30,175 --> 00:03:32,334 that car was never clean again. Like, it 100 00:03:32,334 --> 00:03:35,074 had a layer of thick dust on it 101 00:03:35,694 --> 00:03:37,935 just going through. I was totally expecting to 102 00:03:37,935 --> 00:03:39,614 get, like, a ding from the rental car 103 00:03:39,614 --> 00:03:40,114 company. 104 00:03:40,560 --> 00:03:42,879 Thankfully, it rained, like, at the hotel we 105 00:03:42,879 --> 00:03:44,480 were staying at before we flew back the 106 00:03:44,480 --> 00:03:46,800 next day to get it, and that cleaned, 107 00:03:46,800 --> 00:03:48,080 like, most of it up. But up until 108 00:03:48,080 --> 00:03:49,400 that last day, it had, like, a good 109 00:03:49,520 --> 00:03:51,920 like, it felt like a this is an 110 00:03:51,920 --> 00:03:52,995 exaggeration, but it felt this 111 00:03:55,394 --> 00:03:55,821 this way. It felt like it had a 112 00:03:55,821 --> 00:03:56,354 half inch of dirt on it, right? Just 113 00:03:56,354 --> 00:03:57,794 like everything. You could only see through the 114 00:03:57,794 --> 00:03:59,634 windshield, and the only part you could see 115 00:03:59,634 --> 00:04:01,235 out of the back windshield was where it 116 00:04:01,235 --> 00:04:02,775 had the rear windshield wiper. 117 00:04:03,394 --> 00:04:05,314 I had gone to gas stations and tried 118 00:04:05,314 --> 00:04:07,094 to clean it up, and it was like, 119 00:04:07,340 --> 00:04:09,419 this is just a lost cause. So Not 120 00:04:09,419 --> 00:04:11,099 gonna work. Jeeps are tough. Yeah. You'll be 121 00:04:11,099 --> 00:04:12,620 fine. All good. So we did fun. But 122 00:04:12,620 --> 00:04:13,819 once we got to the end of that, 123 00:04:13,819 --> 00:04:15,659 it was to a rock climbing spot where 124 00:04:15,659 --> 00:04:17,019 there were routes set up. So he, like, 125 00:04:17,019 --> 00:04:18,860 set up routes for us with the ropes, 126 00:04:18,860 --> 00:04:20,699 and he had all the harnesses for the 127 00:04:20,699 --> 00:04:22,060 kids, so he got to do, like, some 128 00:04:22,060 --> 00:04:24,394 real rock climbing because we live in Florida 129 00:04:24,394 --> 00:04:26,074 where the biggest rock you climb is, like, 130 00:04:26,074 --> 00:04:27,754 a boulder in the front yard of some 131 00:04:27,754 --> 00:04:29,035 place Yep. Where you have to do a 132 00:04:29,035 --> 00:04:30,875 gym. So it was a good trip. And 133 00:04:30,875 --> 00:04:33,274 then from there, I went I came home 134 00:04:33,274 --> 00:04:35,339 and was home for, like, sixteen hours and 135 00:04:35,339 --> 00:04:38,060 then flew to Atlanta for TechCon three sixty 136 00:04:38,060 --> 00:04:40,480 five. That leads us into today's topic. 137 00:04:40,939 --> 00:04:44,139 So we've been kinda going back and forth 138 00:04:44,139 --> 00:04:47,180 between maybe talking about, like, Copilot and how 139 00:04:47,180 --> 00:04:49,180 to enable it in your organization, maybe some 140 00:04:49,180 --> 00:04:51,555 things your users can use it for. We 141 00:04:51,555 --> 00:04:53,254 just got done kinda talking 142 00:04:54,115 --> 00:04:56,675 through MCP and that's how that's helpful and 143 00:04:56,675 --> 00:04:59,095 maybe some agentic workflows and stuff like that. 144 00:04:59,395 --> 00:05:01,955 But it's been a little bit, and we've 145 00:05:01,955 --> 00:05:03,475 never really taken a deep dive on it. 146 00:05:03,475 --> 00:05:05,654 So so you had this talk at TechCon 147 00:05:06,329 --> 00:05:08,110 about securing Copilot. 148 00:05:08,730 --> 00:05:10,889 So so really kind of like, you have 149 00:05:10,889 --> 00:05:13,129 to prepare for Copilot in certain ways. There's 150 00:05:13,129 --> 00:05:15,290 licenses you need to turn on, there's things 151 00:05:15,290 --> 00:05:16,269 you might want to 152 00:05:16,970 --> 00:05:19,529 think about within your organization and who has 153 00:05:19,529 --> 00:05:21,629 access to what and things like that. 154 00:05:21,955 --> 00:05:24,115 But there's more than just lighting up a 155 00:05:24,115 --> 00:05:25,955 license to think about. Kinda like when you 156 00:05:25,955 --> 00:05:27,715 maybe did, like, SharePoint search back in the 157 00:05:27,715 --> 00:05:28,995 day or you do, like, an m three 158 00:05:28,995 --> 00:05:31,395 sixty five search thing today, there's all this 159 00:05:31,395 --> 00:05:33,715 security trim stuff out there and the these 160 00:05:33,715 --> 00:05:35,715 experiences, they have access to a lot of 161 00:05:35,715 --> 00:05:37,175 data per user. 162 00:05:37,579 --> 00:05:39,339 So you did a talk at TechCon called 163 00:05:39,339 --> 00:05:42,300 Preparing for Copilot Securing your Microsoft three sixty 164 00:05:42,300 --> 00:05:43,680 five Data and Beyond 165 00:05:44,139 --> 00:05:45,420 and I think this is a good one 166 00:05:45,420 --> 00:05:46,319 to dive into. 167 00:05:47,180 --> 00:05:48,399 It's Copilot 168 00:05:48,699 --> 00:05:51,404 centric but a lot of the concepts in 169 00:05:51,404 --> 00:05:53,485 here, right, like like just kind of thinking 170 00:05:53,485 --> 00:05:55,485 about and taking a step back and, hey, 171 00:05:55,485 --> 00:05:57,485 like, let's take a beat and think about 172 00:05:57,485 --> 00:06:00,064 what type of data is in my Microsoft 173 00:06:00,204 --> 00:06:03,180 three sixty five environment, like what's the sensitivity 174 00:06:03,319 --> 00:06:05,160 of that data, maybe I need licensing for 175 00:06:05,160 --> 00:06:07,660 things that give me capabilities like sensitivity labels, 176 00:06:08,199 --> 00:06:09,580 all that. And then 177 00:06:10,680 --> 00:06:12,520 once you've put it together, how do you 178 00:06:12,520 --> 00:06:14,600 have to tweak it, what does that look 179 00:06:14,600 --> 00:06:16,920 like, and kind of maintenance and everything beyond. 180 00:06:16,920 --> 00:06:19,085 So I figured it'd be a good kind 181 00:06:19,225 --> 00:06:21,625 of topic to hop into, and since it's 182 00:06:21,625 --> 00:06:23,404 been top of mind for you, 183 00:06:24,504 --> 00:06:27,944 it's certainly like fresh and right there. And 184 00:06:27,944 --> 00:06:30,300 you've got all the context from the conference 185 00:06:30,360 --> 00:06:32,600 and questions attendees asked you and things like 186 00:06:32,600 --> 00:06:35,000 that. So be a fun little whirlwind tour. 187 00:06:35,000 --> 00:06:37,160 It is, and it'll definitely be whirlwind because 188 00:06:37,160 --> 00:06:39,319 this was a seventy five minute session. Granted, 189 00:06:39,319 --> 00:06:41,180 there were demos and stuff in there, but 190 00:06:41,319 --> 00:06:43,319 it has been. It's been an interesting topic, 191 00:06:43,319 --> 00:06:45,194 and not only did I I kind of 192 00:06:45,194 --> 00:06:46,814 did a session on it because 193 00:06:47,194 --> 00:06:48,954 I don't even know how many clients I've 194 00:06:48,954 --> 00:06:51,595 had ask me about this recently. Like, hey, 195 00:06:51,595 --> 00:06:52,975 we want to deploy Copilot. 196 00:06:53,354 --> 00:06:54,875 What should we be thinking about? What does 197 00:06:54,875 --> 00:06:57,354 our environment look like? How do we prepare 198 00:06:57,354 --> 00:06:59,340 for it? And to your point, it's an 199 00:06:59,340 --> 00:07:01,660 interesting one because it's like, well, technically, this 200 00:07:01,660 --> 00:07:03,900 is stuff you should have been doing all 201 00:07:03,900 --> 00:07:06,139 along. But Copilot is just bringing it to 202 00:07:06,139 --> 00:07:07,900 the forefront to that point of that we've 203 00:07:07,900 --> 00:07:11,525 talked about before, is Copilot doesn't necessarily 204 00:07:12,225 --> 00:07:15,345 introduce any new security vulnerabilities. Like, I I 205 00:07:15,345 --> 00:07:16,785 don't know how many times I've talked about 206 00:07:16,785 --> 00:07:19,365 this. It just it brings to the forefront 207 00:07:19,824 --> 00:07:23,125 quicker and easier mistakes that maybe you've done 208 00:07:23,185 --> 00:07:24,004 in the past 209 00:07:24,360 --> 00:07:27,339 with your Microsoft three sixty five environment. And 210 00:07:27,560 --> 00:07:29,819 that's kinda where even this slide is, like 211 00:07:30,040 --> 00:07:31,800 and I'm sharing kind of the slides that 212 00:07:31,800 --> 00:07:33,639 I did at the presentation. We can work 213 00:07:33,639 --> 00:07:35,660 through those as we talk through it. But 214 00:07:35,720 --> 00:07:37,574 it all starts with what should you be 215 00:07:37,574 --> 00:07:40,535 thinking about when it comes to Copilot, and 216 00:07:40,535 --> 00:07:42,694 a lot of these bullet points too. The 217 00:07:42,694 --> 00:07:44,295 things I think through are like, what types 218 00:07:44,295 --> 00:07:45,895 of data do you have in Microsoft three 219 00:07:45,895 --> 00:07:47,435 sixty five? In particular, 220 00:07:47,975 --> 00:07:49,654 SharePoint. What type of data do you put 221 00:07:49,654 --> 00:07:52,069 in SharePoint? Because Copilot has access 222 00:07:52,689 --> 00:07:55,009 to Exchange or Outlook, your Teams, conversations, all 223 00:07:55,009 --> 00:07:56,930 of that stuff. But by and large, that's 224 00:07:56,930 --> 00:07:59,330 already secured. Right? Like It should be. It 225 00:07:59,330 --> 00:08:01,889 should be. And I don't think Copilot actually 226 00:08:01,889 --> 00:08:03,925 even has access yet to share mailboxes. I 227 00:08:03,925 --> 00:08:06,165 think that's one limitation is if someone shared 228 00:08:06,165 --> 00:08:08,085 their mailbox with you, they have access to 229 00:08:08,085 --> 00:08:08,905 a shared mailbox. 230 00:08:09,285 --> 00:08:12,004 I don't believe Copilot can reason over that. 231 00:08:12,004 --> 00:08:14,004 So I try to frame it as what 232 00:08:14,004 --> 00:08:15,605 types of data are out there. You wanna 233 00:08:15,605 --> 00:08:18,405 think about should Copilot have access to sensitive 234 00:08:18,405 --> 00:08:18,899 data. 235 00:08:19,300 --> 00:08:21,540 And this is one that maybe you haven't 236 00:08:21,540 --> 00:08:24,180 thought about before, but it's maybe you need 237 00:08:24,180 --> 00:08:26,100 access to sensitive data for your day to 238 00:08:26,100 --> 00:08:28,519 day work. Right? Like, you're in finance, 239 00:08:29,139 --> 00:08:30,439 you're in education, 240 00:08:31,404 --> 00:08:33,105 maybe there's data around 241 00:08:33,804 --> 00:08:35,585 bank accounts out there, there's 242 00:08:35,964 --> 00:08:38,304 financial spreadsheets out there, there's 243 00:08:38,845 --> 00:08:40,705 student data that's in your environment. 244 00:08:41,085 --> 00:08:43,644 People legitimately need access to some of that 245 00:08:43,644 --> 00:08:45,899 to do work, but do you want Copilot 246 00:08:46,040 --> 00:08:47,820 to have the same access to it that 247 00:08:47,879 --> 00:08:49,960 a user does if they just go open 248 00:08:49,960 --> 00:08:52,759 a particular file? So that's another thing to 249 00:08:52,759 --> 00:08:54,440 think about. And then one is just who 250 00:08:54,440 --> 00:08:56,040 has access to your content. Where has stuff 251 00:08:56,040 --> 00:08:58,225 been overshared? This one's been talked about a 252 00:08:58,225 --> 00:09:00,065 ton. And then thinking through, so how do 253 00:09:00,065 --> 00:09:02,245 you start fixing it, and how do you 254 00:09:02,304 --> 00:09:03,904 maintain it once you've done it? You have 255 00:09:03,904 --> 00:09:05,205 ten years of bad practices. 256 00:09:05,665 --> 00:09:07,985 You go spend six months fixing it. How 257 00:09:07,985 --> 00:09:10,404 do you keep those bad practices from continuing 258 00:09:10,785 --> 00:09:12,690 after you fix it? It's this kinda, like, 259 00:09:13,090 --> 00:09:14,710 whirlwind thing, and 260 00:09:16,129 --> 00:09:18,230 as I get more into the world 261 00:09:18,610 --> 00:09:21,429 in my day job of thinking about 262 00:09:21,889 --> 00:09:22,389 agentic 263 00:09:22,769 --> 00:09:25,169 AI and, like, some of the MCP stuff 264 00:09:25,169 --> 00:09:27,264 that we talked about, So if you look 265 00:09:27,264 --> 00:09:28,725 at tools like Copilot, 266 00:09:29,345 --> 00:09:31,845 you can go create your own declarative agent, 267 00:09:32,065 --> 00:09:33,504 you can maybe go create an agent in 268 00:09:33,504 --> 00:09:34,565 Copilot Studio, 269 00:09:35,105 --> 00:09:37,504 there's tools out there or there's services out 270 00:09:37,504 --> 00:09:39,745 there like Azure AI Foundry that then have 271 00:09:39,745 --> 00:09:41,504 their own tool integrations, all these kinds of 272 00:09:41,504 --> 00:09:44,519 things. So we're kind of on this weird 273 00:09:44,659 --> 00:09:46,360 cusp again of 274 00:09:46,820 --> 00:09:49,220 you have to rationalize things like Copilot and 275 00:09:49,220 --> 00:09:51,940 the value and TCO and all that for 276 00:09:51,940 --> 00:09:52,679 your organization, 277 00:09:53,460 --> 00:09:55,379 but now we're kind of looping back around 278 00:09:55,379 --> 00:09:55,879 to 279 00:09:56,259 --> 00:10:00,495 user access plus agent access or agentic access. 280 00:10:00,634 --> 00:10:02,154 So like what's the right way to build 281 00:10:02,154 --> 00:10:04,554 those things? What does that look like and 282 00:10:04,554 --> 00:10:06,095 how does that come together? 283 00:10:06,554 --> 00:10:07,054 Because 284 00:10:08,315 --> 00:10:10,875 eventually, it's like these things are all just 285 00:10:10,875 --> 00:10:12,554 going to be like talking to each other. 286 00:10:12,554 --> 00:10:15,190 Like that finance example that you have, it 287 00:10:15,190 --> 00:10:17,269 might be somebody going in and having access 288 00:10:17,269 --> 00:10:18,490 to a 289 00:10:19,029 --> 00:10:21,669 a fine tuned model, right, that helps them 290 00:10:21,669 --> 00:10:23,350 spit out a financial report at the end 291 00:10:23,350 --> 00:10:25,589 of the quarter. Like, use this template. Here's 292 00:10:25,589 --> 00:10:27,929 good examples. Here's how these are legally compliant. 293 00:10:28,205 --> 00:10:30,365 All these kinds of things, but, you know, 294 00:10:30,365 --> 00:10:33,345 those agents are going to either interact as 295 00:10:33,804 --> 00:10:36,205 real applications within the environment, so now you're 296 00:10:36,205 --> 00:10:38,365 back to like application access and thinking about 297 00:10:38,365 --> 00:10:40,784 scoping things, maybe like permissions 298 00:10:41,245 --> 00:10:41,745 for, 299 00:10:42,205 --> 00:10:44,409 for those, and what are the rights that 300 00:10:44,409 --> 00:10:46,570 you give them within the environment. It could 301 00:10:46,570 --> 00:10:48,330 be user access. It could be a mix 302 00:10:48,330 --> 00:10:50,830 of both depending on what was going on 303 00:10:51,049 --> 00:10:53,230 and how it composed and what came together. 304 00:10:53,529 --> 00:10:54,190 And then 305 00:10:54,570 --> 00:10:56,330 you further kind of muddy the waters there 306 00:10:56,330 --> 00:10:58,575 with, like, oh, like, maybe that's not an 307 00:10:58,575 --> 00:11:00,654 agent that's just or a user even that's 308 00:11:00,654 --> 00:11:03,295 interacting with, like, data in a single system 309 00:11:03,295 --> 00:11:03,955 like SharePoint. 310 00:11:04,335 --> 00:11:07,554 What happens when they're using the SAP connector 311 00:11:07,695 --> 00:11:10,240 or they're using the Dynamics connector, like, and 312 00:11:10,240 --> 00:11:12,320 you have these other systems that are talking 313 00:11:12,320 --> 00:11:13,440 to each other on the back end and 314 00:11:13,440 --> 00:11:15,759 these agentic workflows. And I think it does 315 00:11:15,759 --> 00:11:17,540 become, like, an important consideration 316 00:11:18,080 --> 00:11:19,059 along the way, 317 00:11:19,440 --> 00:11:22,879 and it's an it's an interesting thought exercise. 318 00:11:22,879 --> 00:11:24,375 I actually think it's a little scary too 319 00:11:24,375 --> 00:11:26,315 depending on, like, where you sit organizationally 320 00:11:26,774 --> 00:11:28,695 and how things are composed in your environment 321 00:11:28,695 --> 00:11:29,195 today, 322 00:11:29,654 --> 00:11:30,634 just to think about 323 00:11:31,095 --> 00:11:33,254 where we are today and where the world's 324 00:11:33,254 --> 00:11:34,875 gonna be in 325 00:11:35,894 --> 00:11:38,220 the the future. And the future could be 326 00:11:38,220 --> 00:11:39,660 really short. Like, it could be the next 327 00:11:39,660 --> 00:11:41,419 couple months, it could be maybe the next 328 00:11:41,419 --> 00:11:41,919 year. 329 00:11:42,220 --> 00:11:43,740 I don't think you can take you have 330 00:11:43,740 --> 00:11:46,379 the advantage of thinking ahead to five years 331 00:11:46,379 --> 00:11:48,059 from now kind of thing. And speaking of 332 00:11:48,059 --> 00:11:50,460 scary, can I go completely off topic about 333 00:11:50,460 --> 00:11:53,200 a scary, like Squirrel? Squirrel. Yeah. Okay. Squirrel. 334 00:11:53,475 --> 00:11:56,034 So but thinking about Copilot and AI and 335 00:11:56,034 --> 00:11:57,235 how you're asking it, I did see a 336 00:11:57,235 --> 00:11:58,774 really funny I think it was on Instagram 337 00:11:58,834 --> 00:12:00,595 where it was two people walking into a 338 00:12:00,595 --> 00:12:02,834 room or, like, somebody rang the doorbell of 339 00:12:02,834 --> 00:12:04,274 a door, and a guy picked up his 340 00:12:04,274 --> 00:12:06,914 phone and said, hey, ChatGPT, someone's knocking at 341 00:12:06,914 --> 00:12:08,220 my door. What should I do? 342 00:12:08,699 --> 00:12:10,779 And Chad GPT tells him to open it. 343 00:12:10,779 --> 00:12:13,500 And then he opens it, and the lady 344 00:12:13,500 --> 00:12:15,259 outside the door says, Hey, Chad GPT. He 345 00:12:15,259 --> 00:12:17,019 opened the door for me. Now what should 346 00:12:17,019 --> 00:12:19,100 I do? And it was, You should say 347 00:12:19,100 --> 00:12:20,939 hello or walk in the door and say 348 00:12:20,939 --> 00:12:23,495 hello. It was these people that literally were 349 00:12:23,495 --> 00:12:25,575 using their phones to have chat gbt tell 350 00:12:25,575 --> 00:12:27,575 them how to interact with each other, but 351 00:12:27,575 --> 00:12:30,315 I think it does highlight, like, how much 352 00:12:30,455 --> 00:12:31,274 we're asking 353 00:12:31,654 --> 00:12:33,495 AI and, again, a little bit of a 354 00:12:33,495 --> 00:12:35,100 rabbit hole, but how much are we becoming 355 00:12:35,100 --> 00:12:37,580 dependent on it and how it could actually 356 00:12:37,580 --> 00:12:39,759 be one of those scary environments where we, 357 00:12:39,899 --> 00:12:41,899 like, yeah, how it's going to change how 358 00:12:41,899 --> 00:12:43,360 we work, interact, 359 00:12:43,740 --> 00:12:45,899 live, etcetera. I think it can be scary. 360 00:12:45,899 --> 00:12:48,620 Like, it can be exciting, but I also 361 00:12:48,620 --> 00:12:52,584 think it kinda raises the priority or the 362 00:12:52,584 --> 00:12:55,304 importance of, like, thinking about these questions and 363 00:12:55,304 --> 00:12:57,245 thinking through them and making sure that 364 00:12:57,704 --> 00:12:58,204 as 365 00:12:58,584 --> 00:13:00,524 Microsoft three sixty five customers, 366 00:13:00,904 --> 00:13:03,065 could be Azure customer, really, like any kind 367 00:13:03,065 --> 00:13:05,959 of, like, SaaS cloud based product that's adopting 368 00:13:05,959 --> 00:13:07,559 these kinds of things, or even if you're 369 00:13:07,559 --> 00:13:09,879 bringing them into your internal environments, right, like 370 00:13:09,879 --> 00:13:12,759 these are all like I think they're common 371 00:13:12,759 --> 00:13:15,559 sense considerations, like there's nothing in here that's 372 00:13:15,559 --> 00:13:16,059 like, 373 00:13:16,519 --> 00:13:19,455 oh my gosh, like, but you have to 374 00:13:19,455 --> 00:13:21,555 really take the time and be intentional 375 00:13:22,014 --> 00:13:24,894 and go down the path of looking at 376 00:13:24,894 --> 00:13:26,575 all of them. Like it's not just a 377 00:13:26,575 --> 00:13:29,634 one dimensional kind of thing, it's this multidimensional 378 00:13:30,175 --> 00:13:31,475 kind of exercise 379 00:13:32,049 --> 00:13:32,549 to 380 00:13:33,090 --> 00:13:34,070 to get in. So, 381 00:13:35,410 --> 00:13:37,410 like, it's always kinda fun to do these 382 00:13:37,410 --> 00:13:39,330 things with you because I get access to 383 00:13:39,330 --> 00:13:41,170 the decks and your talks and everything, and 384 00:13:41,170 --> 00:13:42,610 we get to talk and plan it out 385 00:13:42,610 --> 00:13:43,809 ahead of time. So, like, I know a 386 00:13:43,809 --> 00:13:45,705 little bit about where the story's going. So 387 00:13:46,585 --> 00:13:48,184 why don't we keep kind of getting in 388 00:13:48,184 --> 00:13:51,225 that and kind of Yeah. Yeah. So I 389 00:13:51,225 --> 00:13:53,065 think, yeah, like, good place to start. Yeah. 390 00:13:53,065 --> 00:13:54,924 Just like, I've got the data out there. 391 00:13:54,985 --> 00:13:56,424 How do I figure out, like, what's out 392 00:13:56,424 --> 00:13:57,705 there and what's going? And like you said, 393 00:13:57,705 --> 00:13:59,429 like, for folks listening here, like, oh my 394 00:13:59,429 --> 00:14:01,429 gosh, these, like, crackpots are talking about Copilot 395 00:14:01,429 --> 00:14:04,009 and AI again. A lot of these concepts 396 00:14:04,149 --> 00:14:07,450 broadly apply to Microsoft March, 397 00:14:07,750 --> 00:14:09,370 and they might apply to, 398 00:14:09,909 --> 00:14:12,175 heck, your on prem SharePoint environment. Right? There 399 00:14:12,175 --> 00:14:14,415 was a CVE for SharePoint on prem last 400 00:14:14,415 --> 00:14:16,654 month. A lot of organizations had to go 401 00:14:16,654 --> 00:14:18,735 through this kind of, like, patching workflow due 402 00:14:18,735 --> 00:14:20,575 to a hack for on prem SharePoint that 403 00:14:20,575 --> 00:14:21,554 came out of China. 404 00:14:21,934 --> 00:14:24,355 All these things are broadly applicable. 405 00:14:24,735 --> 00:14:27,500 And, yeah, it sounds like common sense, but 406 00:14:28,039 --> 00:14:30,840 I encourage you, stick with us, and maybe 407 00:14:30,840 --> 00:14:33,259 you'll hear something in here that says, Oh, 408 00:14:33,320 --> 00:14:35,159 I didn't think about that, or, Oh, you 409 00:14:35,159 --> 00:14:36,519 know what? That one was on the back 410 00:14:36,519 --> 00:14:38,440 burner for me. Maybe I kinda need to 411 00:14:38,440 --> 00:14:40,595 lift it up the priority list and go 412 00:14:40,595 --> 00:14:42,034 spend a little bit more time on it. 413 00:14:42,034 --> 00:14:44,034 Yeah. And I would say some of these 414 00:14:44,034 --> 00:14:45,414 even are more broad 415 00:14:45,794 --> 00:14:47,975 than just SharePoint. And 416 00:14:48,595 --> 00:14:51,235 this first one, it's tools related to SharePoint, 417 00:14:51,235 --> 00:14:53,475 but it's concepts you need to think about 418 00:14:53,475 --> 00:14:54,679 for any 419 00:14:55,299 --> 00:14:57,539 data that maybe AI has access to. And 420 00:14:57,539 --> 00:14:59,779 when I start thinking about exploring the content, 421 00:14:59,779 --> 00:15:01,139 it's somewhat what I hit at before, but 422 00:15:01,139 --> 00:15:02,919 it's looking at sensitive data. 423 00:15:03,220 --> 00:15:05,700 Where is this sensitive data? What sensitive data 424 00:15:05,700 --> 00:15:07,940 is out there? And to your point, I 425 00:15:07,940 --> 00:15:10,315 was working with one client, and they have 426 00:15:10,315 --> 00:15:12,714 certain policies around what should be in SharePoint 427 00:15:12,714 --> 00:15:15,034 and what shouldn't be. And this was not 428 00:15:15,034 --> 00:15:17,195 even a Copilot exercise. This was just, like, 429 00:15:17,195 --> 00:15:18,334 overall data governance. 430 00:15:18,794 --> 00:15:21,195 And I used Data Explorer, so we'll tie 431 00:15:21,195 --> 00:15:23,034 this in a little bit, Data Explorer in 432 00:15:23,034 --> 00:15:25,529 Microsoft three sixty five. But however you do 433 00:15:25,529 --> 00:15:27,610 this, it's we found data. We're like, did 434 00:15:27,610 --> 00:15:29,610 you know you have these Social Security numbers 435 00:15:29,610 --> 00:15:31,850 in your SharePoint environment? We're like, no. We 436 00:15:31,850 --> 00:15:33,769 had no idea. So they went in and 437 00:15:33,769 --> 00:15:35,529 cleaned that up right away. But that's one 438 00:15:35,529 --> 00:15:36,985 of the first things is how do you 439 00:15:36,985 --> 00:15:39,225 explore this content? Whether it's Data Explorer in 440 00:15:39,225 --> 00:15:42,125 Microsoft three sixty five or there's 441 00:15:42,745 --> 00:15:44,745 what is it? There's I'm drawing a blank 442 00:15:44,745 --> 00:15:46,665 on it. It's is it part of Azure 443 00:15:46,665 --> 00:15:48,524 Information Explorer? It's, 444 00:15:49,250 --> 00:15:50,929 you can use it on a file share 445 00:15:50,929 --> 00:15:53,009 to actually explore the file share and scan 446 00:15:53,009 --> 00:15:55,090 all your content on a file share, and 447 00:15:55,090 --> 00:15:57,409 it has some ties into Purview. Azure Data 448 00:15:57,409 --> 00:15:59,409 Explorer. Yeah. And then Yeah. That ties into 449 00:15:59,409 --> 00:16:00,070 this weird 450 00:16:00,529 --> 00:16:02,384 weird I mean, it is what it is. 451 00:16:02,465 --> 00:16:04,085 Its name's like per Purview, 452 00:16:04,785 --> 00:16:07,424 Activity Explorer, something like that, but that's that 453 00:16:07,424 --> 00:16:10,225 kinda large data volume. Hey. Let me go 454 00:16:10,225 --> 00:16:11,585 and scan that thing. So it's part of 455 00:16:11,585 --> 00:16:14,625 Purview and the compliance stack. Yeah. So there's 456 00:16:14,625 --> 00:16:16,649 that. And then the next one is just 457 00:16:16,809 --> 00:16:17,309 oversharing. 458 00:16:17,610 --> 00:16:19,710 And again, Microsoft three sixty five, 459 00:16:20,490 --> 00:16:23,629 I talk about the data access governance insights. 460 00:16:23,930 --> 00:16:26,670 This one's another one. There's some PowerShell commandlets. 461 00:16:26,809 --> 00:16:28,670 It's start SPO 462 00:16:29,129 --> 00:16:31,804 data access governance insight. We'll put links to 463 00:16:31,804 --> 00:16:34,444 this PowerShell commandlet in the show notes. But 464 00:16:34,444 --> 00:16:36,464 you can go run this particular 465 00:16:36,845 --> 00:16:39,824 report and look at OneDrive for business 466 00:16:40,204 --> 00:16:42,384 and look at SharePoint and 467 00:16:42,845 --> 00:16:44,225 spit out a summary 468 00:16:45,289 --> 00:16:48,990 of how many different types of sharing links 469 00:16:49,129 --> 00:16:51,289 exist in your environment. I was looking at 470 00:16:51,289 --> 00:16:53,450 one client. We looked at OneDrive. We found 471 00:16:53,450 --> 00:16:55,070 out this particular individual 472 00:16:55,529 --> 00:16:57,450 had content in their OneDrive, and one of 473 00:16:57,450 --> 00:16:59,370 the aspects of this report is how many 474 00:16:59,370 --> 00:17:01,585 people it's shared with. He had content shared 475 00:17:01,585 --> 00:17:03,845 with almost 2,500 476 00:17:04,144 --> 00:17:05,045 different people 477 00:17:05,585 --> 00:17:08,144 hosted in his OneDrive. There's also some data 478 00:17:08,144 --> 00:17:10,465 access governance reports in the SharePoint admin center 479 00:17:10,465 --> 00:17:12,785 that get included with Copilot now. I've written 480 00:17:12,785 --> 00:17:14,884 some custom PowerShell scripts where 481 00:17:15,259 --> 00:17:17,820 it actually goes through and looks at all 482 00:17:17,820 --> 00:17:19,980 the content in SharePoint and spits out sharing 483 00:17:19,980 --> 00:17:21,980 links and URLs and the title of the 484 00:17:21,980 --> 00:17:23,980 files and all of that. But this is 485 00:17:23,980 --> 00:17:25,440 really going back to 486 00:17:25,740 --> 00:17:27,519 where is content shared 487 00:17:27,914 --> 00:17:30,715 with people that shouldn't have access to it, 488 00:17:30,715 --> 00:17:33,394 whether it was laziness and just putting in 489 00:17:33,515 --> 00:17:34,875 I mean, not a file share, putting in, 490 00:17:34,875 --> 00:17:36,735 oh, we'll just share this with domain users 491 00:17:36,795 --> 00:17:37,934 and then not realizing 492 00:17:38,475 --> 00:17:41,295 what people have maybe dropped in that particular 493 00:17:41,434 --> 00:17:43,055 folder that shouldn't be there 494 00:17:43,410 --> 00:17:45,830 or forgetting that it was shared with everybody 495 00:17:46,369 --> 00:17:48,210 or somebody meant to do it at a 496 00:17:48,210 --> 00:17:50,130 subfolder and accidentally did it at the parent 497 00:17:50,130 --> 00:17:50,630 folder. 498 00:17:50,930 --> 00:17:53,730 All those same things apply to file shares, 499 00:17:53,730 --> 00:17:54,390 to SharePoint. 500 00:17:54,769 --> 00:17:56,950 I mean, technically, it can apply to Dropbox, 501 00:17:57,090 --> 00:17:57,590 Box. 502 00:17:57,944 --> 00:18:00,365 Anywhere where you have content is really thinking 503 00:18:00,505 --> 00:18:01,005 through, 504 00:18:01,704 --> 00:18:04,024 and how do you report on where is 505 00:18:04,024 --> 00:18:06,505 content shared more broadly than it should be, 506 00:18:06,904 --> 00:18:08,744 or where are folders? This is the other 507 00:18:08,744 --> 00:18:11,065 interesting one. Where are folders shared more broadly 508 00:18:11,065 --> 00:18:13,019 than they should be? And people can just 509 00:18:13,019 --> 00:18:14,620 drop content into it, and all of a 510 00:18:14,620 --> 00:18:17,340 sudden it becomes shared because they just dropped 511 00:18:17,340 --> 00:18:19,180 it in a folder or a SharePoint site 512 00:18:19,500 --> 00:18:22,220 Mhmm. Or a Teams SharePoint site, any of 513 00:18:22,220 --> 00:18:22,720 those. 514 00:18:26,535 --> 00:18:28,695 Do you feel overwhelmed by trying to manage 515 00:18:28,695 --> 00:18:30,934 your Office three sixty five environment? Are you 516 00:18:30,934 --> 00:18:34,315 facing unexpected issues that disrupt your company's productivity? 517 00:18:34,535 --> 00:18:36,535 IntelliJunk is here to help. Much like you 518 00:18:36,535 --> 00:18:38,375 take your car to the mechanic that has 519 00:18:38,375 --> 00:18:40,535 specialized knowledge on how to best keep your 520 00:18:40,535 --> 00:18:43,529 car running, Intelligent helps you with your Microsoft 521 00:18:43,589 --> 00:18:47,109 cloud environment because that's their expertise. Intelligent keeps 522 00:18:47,109 --> 00:18:49,129 up with the latest updates in the Microsoft 523 00:18:49,190 --> 00:18:51,429 cloud to help keep your business running smoothly 524 00:18:51,429 --> 00:18:53,269 and ahead of the curve. Whether you are 525 00:18:53,269 --> 00:18:55,195 a small organization with just a few users 526 00:18:55,195 --> 00:18:55,241 up to an organization of several thousand employees, 527 00:18:55,241 --> 00:18:55,929 they want to partner with you to 528 00:18:56,595 --> 00:18:57,095 implement 529 00:19:00,755 --> 00:19:04,934 and administer your Microsoft cloud technology. Visit them 530 00:19:05,075 --> 00:19:07,815 at inteligink.com/podcast. 531 00:19:08,115 --> 00:19:14,759 That's intelligink.com/podcast 532 00:19:15,140 --> 00:19:17,220 for more information or to schedule a thirty 533 00:19:17,220 --> 00:19:19,319 minute call to get started with them today. 534 00:19:19,619 --> 00:19:22,980 Remember, Intelligink focuses on the Microsoft cloud so 535 00:19:22,980 --> 00:19:24,734 you can focus on your business. 536 00:19:26,894 --> 00:19:27,775 So that was one of, 537 00:19:28,575 --> 00:19:29,075 configuration 538 00:19:29,375 --> 00:19:32,115 changes, again, where somebody accidentally changes permissions, 539 00:19:32,414 --> 00:19:35,375 sets up permissions the wrong way. One interesting 540 00:19:35,375 --> 00:19:36,974 thing that came out, I hadn't thought of 541 00:19:36,974 --> 00:19:37,795 this before, 542 00:19:38,259 --> 00:19:40,099 but somebody else brought it up at the 543 00:19:40,099 --> 00:19:41,779 conference and I was like, oh, that's an 544 00:19:41,779 --> 00:19:45,480 interesting one, is comparing sites or duplicate content. 545 00:19:45,700 --> 00:19:47,779 How many companies have you been in, Scott, 546 00:19:47,779 --> 00:19:49,859 where, like, somebody creates a file and then 547 00:19:49,859 --> 00:19:51,494 creates that file v two and v three 548 00:19:51,494 --> 00:19:52,535 and v four and v five and v 549 00:19:52,535 --> 00:19:54,134 six and v seven, all the way up 550 00:19:54,134 --> 00:19:56,134 to whatever, and now you have, like, 20 551 00:19:56,134 --> 00:19:59,575 copies of a nearly identical file all out 552 00:19:59,575 --> 00:20:01,914 there? Guess what gets really confused 553 00:20:02,590 --> 00:20:04,910 about pulling accurate information when you have 10 554 00:20:04,910 --> 00:20:07,890 or 20 nearly identical files? Doctor. Nearly identical 555 00:20:08,910 --> 00:20:11,890 and also mixed in with identical identical, right? 556 00:20:12,110 --> 00:20:12,850 Doctor. Right. 557 00:20:13,869 --> 00:20:15,009 Doctor. I do this sometimes 558 00:20:15,309 --> 00:20:15,809 where 559 00:20:16,865 --> 00:20:18,465 somebody writes a paper and I'm like, Oh, 560 00:20:18,465 --> 00:20:19,984 I want to save that as an example 561 00:20:19,984 --> 00:20:21,664 for later. So I take that and put 562 00:20:21,664 --> 00:20:23,105 it in my OneDrive and it's still like 563 00:20:23,105 --> 00:20:25,345 the canonical version still sits, but I want 564 00:20:25,345 --> 00:20:27,184 like that point in time snapshot maybe to 565 00:20:27,184 --> 00:20:28,484 reference back to you later 566 00:20:28,865 --> 00:20:31,205 as a doc, a PDF, a PowerPoint, whatever. 567 00:20:31,399 --> 00:20:33,099 So my OneDrive is like just 568 00:20:33,480 --> 00:20:36,200 absolutely littered with things like that. I can 569 00:20:36,200 --> 00:20:38,119 tell you very specifically what does not do 570 00:20:38,119 --> 00:20:40,940 a good job here is Copilot notebooks, 571 00:20:41,240 --> 00:20:42,299 which we talked about. 572 00:20:42,919 --> 00:20:44,759 I actually did this recently where I had 573 00:20:44,759 --> 00:20:45,293 a couple iterations of not the same document, 574 00:20:45,293 --> 00:20:45,471 but similar documents. It was more like there 575 00:20:45,471 --> 00:20:46,139 was a section in this one, 576 00:20:58,575 --> 00:21:00,515 limitations of Copilot notebooks 577 00:21:00,849 --> 00:21:03,409 because what the notebook was doing was while 578 00:21:03,409 --> 00:21:05,250 it was grounded in the information that was 579 00:21:05,250 --> 00:21:06,929 available in there, right, I added these, like, 580 00:21:06,929 --> 00:21:08,929 I actually went beyond the limit. I had 581 00:21:08,929 --> 00:21:11,250 to take docs out because you can only 582 00:21:11,250 --> 00:21:12,470 have, like, up to 20 583 00:21:12,974 --> 00:21:15,694 documents in a Copilot notebook right now or 584 00:21:15,694 --> 00:21:17,554 combination of documents and OneNote 585 00:21:17,855 --> 00:21:19,214 and things like that. So I was at, 586 00:21:19,214 --> 00:21:20,894 like, 28 or something. So I was really 587 00:21:20,894 --> 00:21:22,815 trying to confuse it, but it was getting, 588 00:21:22,815 --> 00:21:25,375 like, extra confused because not only were the 589 00:21:25,375 --> 00:21:27,750 documents in the Copilot notebook where I'd said, 590 00:21:27,750 --> 00:21:29,430 hey. Here they are. Like, here's the canonical 591 00:21:29,430 --> 00:21:29,930 version, 592 00:21:30,470 --> 00:21:32,470 but other people had copies of them out 593 00:21:32,470 --> 00:21:34,630 there, like you said. Like, they had the 594 00:21:34,789 --> 00:21:36,390 like, they've done the thing I did, right, 595 00:21:36,390 --> 00:21:38,170 where they made a copy in their own 596 00:21:38,230 --> 00:21:39,589 space. But when they made a copy in 597 00:21:39,589 --> 00:21:41,505 their own space, like, some folks put those 598 00:21:41,505 --> 00:21:43,505 in other public areas that I have access 599 00:21:43,505 --> 00:21:45,105 to, or they might have emailed it to 600 00:21:45,105 --> 00:21:47,265 me. So, like, figuring out how to wrangle 601 00:21:47,265 --> 00:21:49,664 the prompts and get things to where, like, 602 00:21:49,664 --> 00:21:51,184 oh, I actually can do what I wanna 603 00:21:51,184 --> 00:21:52,945 do with this, super hard to do. I 604 00:21:52,945 --> 00:21:55,025 wasted more time in the Copilot notebook trying 605 00:21:55,025 --> 00:21:56,519 to get it to behave the right way 606 00:21:56,759 --> 00:21:58,779 when I literally could've just 607 00:21:59,080 --> 00:22:01,559 walked over to my 32 inch monitor and 608 00:22:01,559 --> 00:22:03,160 pulled up five docs on the top row 609 00:22:03,160 --> 00:22:04,440 and five docs on the bottom row and 610 00:22:04,440 --> 00:22:05,900 just started, like, scrolling through. 611 00:22:06,599 --> 00:22:08,839 I I would've been better off for the 612 00:22:08,839 --> 00:22:10,484 amount of time that I was trying to 613 00:22:10,484 --> 00:22:12,565 fight that process and have it come through. 614 00:22:12,565 --> 00:22:13,845 But it was a good lesson for me, 615 00:22:13,845 --> 00:22:15,684 like, hey. Right tool for the right job. 616 00:22:15,684 --> 00:22:17,464 Here's the limitation of this thing. 617 00:22:17,765 --> 00:22:19,545 But it it did kinda 618 00:22:20,005 --> 00:22:21,525 get the back of my head tingling, like 619 00:22:21,525 --> 00:22:23,625 the Spidey sense going, right, to say, like, 620 00:22:23,859 --> 00:22:27,399 I wonder, like, what happens to other people 621 00:22:27,460 --> 00:22:29,460 or how this is out here. So it 622 00:22:29,460 --> 00:22:30,579 it was one of those things I saw 623 00:22:30,579 --> 00:22:32,019 it in the presentation here. I was like, 624 00:22:32,419 --> 00:22:34,819 like, good. Ben Ben's thought about this too. 625 00:22:34,819 --> 00:22:36,419 I'm not crazy. Doctor. I'm thinking about this, 626 00:22:36,419 --> 00:22:38,625 and this is a tool I recently found 627 00:22:38,625 --> 00:22:41,345 out. It's the site policy comparison tool in 628 00:22:41,345 --> 00:22:43,984 the SharePoint admin center, and it'll go I've 629 00:22:43,984 --> 00:22:45,105 never even heard of that one, but I 630 00:22:45,105 --> 00:22:46,384 haven't I haven't spent a lot of yeah. 631 00:22:46,384 --> 00:22:47,585 I haven't spent a lot of time in 632 00:22:47,585 --> 00:22:50,005 SharePoint lately. The downside is it doesn't necessarily 633 00:22:50,304 --> 00:22:51,365 look for duplicate 634 00:22:52,349 --> 00:22:54,670 files, but it will tell you if you 635 00:22:54,670 --> 00:22:55,890 have two sites 636 00:22:56,349 --> 00:22:57,950 where over 70% 637 00:22:57,950 --> 00:23:00,769 of the content on the sites is duplicated. 638 00:23:01,309 --> 00:23:03,150 So it's like if somebody took a copy 639 00:23:03,150 --> 00:23:05,230 of a site or copied all the contents 640 00:23:05,230 --> 00:23:07,684 of a site to another site, it would 641 00:23:07,684 --> 00:23:09,684 be nice to maybe see it expanded in 642 00:23:09,684 --> 00:23:12,505 the future to look for just duplicate files. 643 00:23:12,565 --> 00:23:14,964 Like, do a file comparison of how many 644 00:23:14,964 --> 00:23:17,765 nearly duplicate files do I have across my 645 00:23:17,765 --> 00:23:19,924 environment. I imagine it that takes a little 646 00:23:19,924 --> 00:23:23,440 bit more processing power, but it's it's definitely 647 00:23:23,440 --> 00:23:24,740 a thing. And then 648 00:23:25,120 --> 00:23:26,640 I wrapped up here too when I was 649 00:23:26,640 --> 00:23:28,559 giving this presentation with just a few tools 650 00:23:28,559 --> 00:23:30,019 and examples of 651 00:23:30,320 --> 00:23:31,539 using custom PowerShell 652 00:23:32,000 --> 00:23:33,860 to look for some of these things. Microsoft 653 00:23:33,920 --> 00:23:34,660 has reports. 654 00:23:35,025 --> 00:23:37,664 They're not always as detailed as you need, 655 00:23:37,664 --> 00:23:39,505 and that's where I wrote some of these 656 00:23:39,505 --> 00:23:41,744 reports to pull a list of all my 657 00:23:41,744 --> 00:23:43,825 files and all my sharing links across all 658 00:23:43,825 --> 00:23:45,924 of SharePoint. I need to go tweak it. 659 00:23:46,305 --> 00:23:48,144 I looked ran this against a site that 660 00:23:48,144 --> 00:23:50,220 had, like, millions of items. I think the 661 00:23:50,220 --> 00:23:53,179 PowerShell script was running for, like, three weeks. 662 00:23:53,179 --> 00:23:55,259 Takes a hot minute to enumerate that much 663 00:23:55,259 --> 00:23:57,420 data. Yeah. Yeah. But then I had a 664 00:23:57,420 --> 00:23:59,339 CSV from all of the sites in the 665 00:23:59,339 --> 00:24:01,579 environment with all of the sharing links, and 666 00:24:01,579 --> 00:24:02,779 I went and threw them out in Azure 667 00:24:02,779 --> 00:24:04,555 Data Explorer, And then I could do a 668 00:24:04,555 --> 00:24:07,914 bunch of KQL to go help narrow it 669 00:24:07,914 --> 00:24:10,555 down, like, how many organizational wide sharing links 670 00:24:10,555 --> 00:24:12,154 do I have? Which sites have the most 671 00:24:12,154 --> 00:24:13,134 sharing links? 672 00:24:13,515 --> 00:24:15,900 Where are all my links that don't have 673 00:24:16,059 --> 00:24:18,220 expiration dates on them, and they've just been 674 00:24:18,220 --> 00:24:20,400 shared indefinitely for years and years? 675 00:24:20,779 --> 00:24:23,099 So just a couple different ways there to 676 00:24:23,099 --> 00:24:25,180 help dig through the content a little bit 677 00:24:25,180 --> 00:24:27,500 more. I think it's generally manageable and goes 678 00:24:27,500 --> 00:24:29,035 back to the a little bit of, like, 679 00:24:29,035 --> 00:24:31,115 hey. Like, this stuff is known, but you 680 00:24:31,115 --> 00:24:34,095 as a customer need to go out and 681 00:24:34,955 --> 00:24:37,055 spend that time, do that research, 682 00:24:37,595 --> 00:24:39,115 and figure out what that is. Like, a 683 00:24:39,115 --> 00:24:40,555 lot of the things you're talking about here, 684 00:24:40,555 --> 00:24:42,394 like, maybe like a PowerShell script for that 685 00:24:42,394 --> 00:24:45,170 discovery aspect, like, these things exist. There's a 686 00:24:45,170 --> 00:24:46,390 bunch of community examples, 687 00:24:46,690 --> 00:24:49,910 blog posts, stuff on GitHub from community contributors, 688 00:24:50,210 --> 00:24:52,869 from Microsoft themselves. Right? But 689 00:24:53,250 --> 00:24:55,009 you don't have to reinvent the wheel, but 690 00:24:55,009 --> 00:24:56,529 you do gotta do some work along the 691 00:24:56,529 --> 00:24:58,674 way. From there, then it's, okay, now I 692 00:24:58,674 --> 00:25:00,755 know what I have. How do you go 693 00:25:00,755 --> 00:25:01,734 in and 694 00:25:02,115 --> 00:25:03,494 fix it all? And 695 00:25:04,035 --> 00:25:05,555 this is where I get a ton of 696 00:25:05,555 --> 00:25:06,695 discussion because, 697 00:25:07,315 --> 00:25:08,055 for instance, 698 00:25:08,434 --> 00:25:10,674 another example, one of my clients, they had, 699 00:25:10,674 --> 00:25:12,375 like, 45,000 700 00:25:12,515 --> 00:25:13,015 links 701 00:25:13,330 --> 00:25:14,390 across their organization. 702 00:25:14,930 --> 00:25:17,029 Like, how do we even begin to 703 00:25:17,410 --> 00:25:19,490 fix this or evaluate it? You cross your 704 00:25:19,490 --> 00:25:21,890 fingers and you hope for the best. Right? 705 00:25:21,890 --> 00:25:25,109 And it's that whole combination of one is 706 00:25:25,330 --> 00:25:26,930 we need to get a lot better at 707 00:25:26,930 --> 00:25:29,734 permissions in SharePoint. I'm guilty of this, Scott. 708 00:25:29,734 --> 00:25:31,815 I have examples. I can think of examples 709 00:25:31,815 --> 00:25:32,474 with clients 710 00:25:32,775 --> 00:25:34,855 where I totally did the whole security by 711 00:25:34,855 --> 00:25:37,595 obscurity. Mhmm. Again, maybe not a big deal 712 00:25:37,654 --> 00:25:38,154 because 713 00:25:38,615 --> 00:25:39,974 a lot of times when I did this, 714 00:25:39,974 --> 00:25:41,609 it's, yeah, we don't necessarily 715 00:25:42,150 --> 00:25:44,789 want people to just stumble across it. If 716 00:25:44,789 --> 00:25:46,630 they find it, it's not the end of 717 00:25:46,630 --> 00:25:47,289 the world. 718 00:25:47,750 --> 00:25:49,109 We just wanna make it a little bit 719 00:25:49,109 --> 00:25:52,069 more difficult. Well, with Copilot, that difficulty becomes 720 00:25:52,069 --> 00:25:53,690 a lot less. So I think you 721 00:25:54,304 --> 00:25:56,704 you definitely want to be thinking about permissions 722 00:25:56,704 --> 00:25:59,265 a lot more in SharePoint, avoiding the whole 723 00:25:59,265 --> 00:26:01,825 security by obscurity and doing security the right 724 00:26:01,825 --> 00:26:04,304 way. There's these opportunities, right, to go and 725 00:26:04,304 --> 00:26:05,904 think about these things. Yep. The thing I 726 00:26:05,904 --> 00:26:08,304 always think about in the back of my 727 00:26:08,304 --> 00:26:10,769 head I'm a little spoiled here, right? Like 728 00:26:10,769 --> 00:26:14,230 like my employer kinda just has every capability 729 00:26:14,450 --> 00:26:15,349 lit up, and 730 00:26:16,369 --> 00:26:19,029 everything's available to me there as a user, 731 00:26:19,329 --> 00:26:21,809 as a developer, as an admin, like I 732 00:26:21,809 --> 00:26:23,970 can go make all those things happen and 733 00:26:23,970 --> 00:26:26,184 play in the playground, and it's all hunky 734 00:26:26,184 --> 00:26:27,484 dory and great. But 735 00:26:27,865 --> 00:26:30,285 I think there is a step for customers 736 00:26:30,345 --> 00:26:32,684 to rationalize along the way, things like licensing. 737 00:26:32,744 --> 00:26:33,644 Right? Like, 738 00:26:34,505 --> 00:26:36,125 now not only do I need to evaluate 739 00:26:36,184 --> 00:26:37,865 if I need the feature, now I need 740 00:26:37,865 --> 00:26:39,404 to weigh out, do I need the feature, 741 00:26:39,545 --> 00:26:40,045 and 742 00:26:40,490 --> 00:26:42,570 can I afford the feature, or does the 743 00:26:42,570 --> 00:26:44,109 feature have the right kind 744 00:26:44,490 --> 00:26:45,230 of TCO 745 00:26:45,529 --> 00:26:47,630 for my company? So that could be things 746 00:26:47,690 --> 00:26:49,070 like the ability 747 00:26:49,490 --> 00:26:49,990 to 748 00:26:50,410 --> 00:26:53,450 apply sensitivity labels, right, and enforce them. It 749 00:26:53,450 --> 00:26:54,190 could be 750 00:26:54,535 --> 00:26:56,454 some of the Purview components that are out 751 00:26:56,454 --> 00:26:57,894 there. Like, those are gonna cost you money 752 00:26:57,894 --> 00:27:00,214 for maybe Purview. They might cost you money 753 00:27:00,214 --> 00:27:02,535 per API call, right, to to come in 754 00:27:02,535 --> 00:27:04,775 and figure that. So, like, hey, are you 755 00:27:04,775 --> 00:27:06,855 gonna figure out that like, like, how do 756 00:27:06,855 --> 00:27:08,454 you figure out, like and sit down. Like, 757 00:27:08,454 --> 00:27:10,910 you gotta do some kinda hard modeling and 758 00:27:10,910 --> 00:27:12,369 a little bit of work and extrapolation 759 00:27:12,750 --> 00:27:13,650 and other things 760 00:27:14,109 --> 00:27:17,710 based on your environment, your users, your corpus 761 00:27:17,710 --> 00:27:18,369 of data, 762 00:27:18,910 --> 00:27:21,070 all that kind of stuff. I will say, 763 00:27:21,070 --> 00:27:24,054 generally, like, it feels like the TCO is 764 00:27:24,054 --> 00:27:25,494 there and like the juice is worth the 765 00:27:25,494 --> 00:27:27,275 squeeze as of right now, 766 00:27:27,654 --> 00:27:30,535 but, you know, my thinking, like I said, 767 00:27:30,535 --> 00:27:32,214 is kind of colored by just having access 768 00:27:32,214 --> 00:27:33,595 to everything all the time. 769 00:27:33,974 --> 00:27:36,474 And I don't know that I'm so grounded 770 00:27:36,775 --> 00:27:37,275 in, 771 00:27:37,769 --> 00:27:41,049 here's like a vanilla tenant. Right? Somebody who 772 00:27:41,049 --> 00:27:43,210 never came off, like, e threes or something 773 00:27:43,210 --> 00:27:45,450 like that, and they're still in in that 774 00:27:45,450 --> 00:27:46,349 world because 775 00:27:46,730 --> 00:27:48,650 I've been in different one for a while 776 00:27:48,650 --> 00:27:50,170 now, and I think it does, like, change 777 00:27:50,170 --> 00:27:51,849 and color my thinking. We could go down 778 00:27:51,849 --> 00:27:52,515 a whole licensing 779 00:28:05,795 --> 00:28:08,329 features that you pay for. If you use 780 00:28:08,329 --> 00:28:09,710 everything that's in the license, 781 00:28:10,730 --> 00:28:12,329 I can't I feel like it's worth it. 782 00:28:12,329 --> 00:28:14,970 I'm also a small company. You work for 783 00:28:14,970 --> 00:28:16,970 the company that owns it all. It is 784 00:28:16,970 --> 00:28:18,109 absolutely expensive. 785 00:28:18,424 --> 00:28:20,505 I'm not gonna deny that either. I look 786 00:28:20,505 --> 00:28:22,345 at some of these bills where you get 787 00:28:22,345 --> 00:28:24,765 into eight, ten thousand person companies 788 00:28:25,144 --> 00:28:25,644 spending 789 00:28:26,025 --> 00:28:26,765 $50 790 00:28:27,544 --> 00:28:30,345 on an e five. I mean, that's, yeah, 791 00:28:30,345 --> 00:28:30,845 50. 792 00:28:31,480 --> 00:28:33,799 You're hundreds of thousands or millions of dollars 793 00:28:33,799 --> 00:28:35,480 a year in investment, and then there are 794 00:28:35,480 --> 00:28:37,399 companies that are still using other third parties. 795 00:28:37,399 --> 00:28:39,559 I was on with one today, and they're 796 00:28:39,559 --> 00:28:41,960 using a different antivirus. They're using something else 797 00:28:41,960 --> 00:28:43,799 for MDM. And I'm like Mhmm. Do I 798 00:28:43,799 --> 00:28:45,904 think you could use e five? Yeah. Is 799 00:28:45,904 --> 00:28:47,585 it a little harder to justify it when 800 00:28:47,585 --> 00:28:49,345 you're not gonna use all the features because 801 00:28:49,345 --> 00:28:50,964 you're using other third party features? 802 00:28:51,345 --> 00:28:53,345 Absolutely. Mhmm. Do you need to make that 803 00:28:53,345 --> 00:28:55,184 choice of where you want it to sit? 804 00:28:55,184 --> 00:28:56,804 I think it's part of, like, the rationalization. 805 00:28:57,105 --> 00:28:59,845 Right? So once you've onboarded to these things, 806 00:29:00,070 --> 00:29:02,470 kind of opened a little bit your talk 807 00:29:02,470 --> 00:29:03,289 track around 808 00:29:03,910 --> 00:29:06,809 maintenance and governance and ongoing kinds of things, 809 00:29:07,269 --> 00:29:09,670 these are certainly part of that conversation. So 810 00:29:09,670 --> 00:29:11,990 you might start off your journey at license 811 00:29:11,990 --> 00:29:12,970 level a, 812 00:29:13,315 --> 00:29:15,474 and then you sit and you hear about 813 00:29:15,474 --> 00:29:17,474 like a new capability or something that might 814 00:29:17,474 --> 00:29:18,755 be in a license, it might be a 815 00:29:18,755 --> 00:29:20,755 one off feature you can buy, so you're 816 00:29:20,755 --> 00:29:23,174 kind of on this constant path of evaluation. 817 00:29:23,315 --> 00:29:24,914 I I used to think about this all 818 00:29:24,914 --> 00:29:26,455 the time when I was doing 819 00:29:26,835 --> 00:29:28,855 SharePoint and Office three sixty five 820 00:29:29,259 --> 00:29:29,759 consulting 821 00:29:30,299 --> 00:29:31,599 and kind of administration 822 00:29:32,059 --> 00:29:32,799 for organizations 823 00:29:33,259 --> 00:29:34,640 and things like that, like, 824 00:29:35,259 --> 00:29:35,759 is 825 00:29:36,380 --> 00:29:37,920 your role goes from 826 00:29:38,700 --> 00:29:40,720 hugging servers and managing infrastructure 827 00:29:41,259 --> 00:29:42,799 to changing a lot into 828 00:29:43,099 --> 00:29:44,345 just rationalizing 829 00:29:44,964 --> 00:29:46,664 ROI for your organization, 830 00:29:47,285 --> 00:29:49,684 what's your total cost of ownership. So, like, 831 00:29:49,684 --> 00:29:51,325 you know, that ten hours a week that 832 00:29:51,325 --> 00:29:53,285 you used to spend patching servers, well, guess 833 00:29:53,285 --> 00:29:54,884 what? You're spending ten hours a week now 834 00:29:54,884 --> 00:29:57,359 maybe doing, like, comparative research and going out 835 00:29:57,359 --> 00:29:59,440 there, and may maybe doing things like lighting 836 00:29:59,440 --> 00:30:01,460 this up in, like, test environments 837 00:30:02,160 --> 00:30:04,740 and really trying to figure it out. So 838 00:30:05,039 --> 00:30:06,720 the world is changing rapidly. I think we 839 00:30:06,720 --> 00:30:08,240 all kinda see that, right? Like, it's all 840 00:30:08,240 --> 00:30:10,099 moving at a kind of a crazy pace 841 00:30:10,345 --> 00:30:10,845 going 842 00:30:11,305 --> 00:30:14,125 in different directions and often feels like diverging 843 00:30:14,184 --> 00:30:15,164 directions. Like, 844 00:30:15,545 --> 00:30:16,745 all of a sudden, you were going to 845 00:30:16,745 --> 00:30:17,705 the right and you were on a path, 846 00:30:17,705 --> 00:30:19,625 and you're like, no. I gotta turn the 847 00:30:19,625 --> 00:30:20,904 car around, do a one eighty, and go 848 00:30:20,904 --> 00:30:22,184 back the other way, and drive just as 849 00:30:22,184 --> 00:30:23,384 far as you just came, but in the 850 00:30:23,384 --> 00:30:26,160 opposite direction, and then some kind of thing. 851 00:30:26,160 --> 00:30:26,660 So 852 00:30:27,039 --> 00:30:27,940 it is important 853 00:30:28,400 --> 00:30:31,059 to think through this stuff to go back 854 00:30:31,119 --> 00:30:33,519 and look at it, and kind of figure 855 00:30:33,519 --> 00:30:36,419 out and weigh it. And is that justification 856 00:30:38,035 --> 00:30:40,355 there along the way for you? And then 857 00:30:40,355 --> 00:30:42,914 even once the justification's there, there's still all 858 00:30:42,914 --> 00:30:43,894 the hard work 859 00:30:44,674 --> 00:30:46,914 of what's now like, hey. Great. I got 860 00:30:46,914 --> 00:30:50,009 access to, I don't know, sensitivity labels. Like, 861 00:30:50,089 --> 00:30:52,009 how am I gonna configure those? What part 862 00:30:52,009 --> 00:30:53,130 of the stack am I gonna do it 863 00:30:53,130 --> 00:30:54,329 in? Like, you still have to go and 864 00:30:54,329 --> 00:30:56,329 evaluate the corpus of data in your environment, 865 00:30:56,329 --> 00:30:59,210 understand how your users talk to it, understand 866 00:30:59,210 --> 00:31:01,130 the impacts of maybe applying things like that, 867 00:31:01,130 --> 00:31:03,150 what type of training you need to give, 868 00:31:03,289 --> 00:31:05,654 and all that stuff. So it's a 869 00:31:06,195 --> 00:31:06,695 it's 870 00:31:07,234 --> 00:31:09,555 a lot, but it also keeps us all 871 00:31:09,555 --> 00:31:11,015 employed, which is kinda fun. 872 00:31:11,474 --> 00:31:13,734 Pays the bills. Anyways, that was, like, permissions. 873 00:31:14,035 --> 00:31:16,275 The other thing I've seen, people created a 874 00:31:16,275 --> 00:31:18,595 lot of public sites, and that's especially in 875 00:31:18,674 --> 00:31:19,734 or public teams 876 00:31:20,049 --> 00:31:21,910 in Microsoft three sixty five groups, 877 00:31:22,289 --> 00:31:23,430 especially initially 878 00:31:23,809 --> 00:31:25,349 without thinking through 879 00:31:25,970 --> 00:31:28,769 or maybe even realizing it sometimes that if 880 00:31:28,769 --> 00:31:31,970 it's public, anybody can go grant themselves access 881 00:31:31,970 --> 00:31:33,794 to that group and just get access to 882 00:31:33,794 --> 00:31:36,115 all the content in it. So another one 883 00:31:36,115 --> 00:31:36,774 of those, 884 00:31:37,154 --> 00:31:39,494 I think people really need to think about 885 00:31:39,714 --> 00:31:41,554 where do we need to either move content 886 00:31:41,554 --> 00:31:43,575 out of public groups or 887 00:31:43,954 --> 00:31:46,934 create private groups going forward as the default. 888 00:31:47,075 --> 00:31:49,789 Mhmm. That's something to think about. Correctly configure 889 00:31:49,850 --> 00:31:52,250 default sharing links. This is becoming one of 890 00:31:52,250 --> 00:31:55,289 my pet peeves. People that leave org wide 891 00:31:55,610 --> 00:31:56,750 Nobody does this. 892 00:31:57,610 --> 00:31:59,610 They don't. Maybe they do, and I'm I'm 893 00:31:59,610 --> 00:32:01,664 just not seeing it. I see it a 894 00:32:01,664 --> 00:32:03,125 lot in customers. 895 00:32:04,625 --> 00:32:06,305 It it it's kinda fun to go through, 896 00:32:06,305 --> 00:32:09,184 like, the Office three sixty five subreddit and 897 00:32:09,184 --> 00:32:11,025 things like that and just see some of 898 00:32:11,025 --> 00:32:11,525 the, 899 00:32:12,065 --> 00:32:14,404 the issues that pop up over time to 900 00:32:14,849 --> 00:32:17,910 ultimately, like, what's a low hanging fruit configuration 901 00:32:18,210 --> 00:32:20,369 task, but I get it takes time. Like, 902 00:32:20,369 --> 00:32:22,210 again, like, you can't just shut it off 903 00:32:22,210 --> 00:32:24,609 wholesale without understanding how your users are using 904 00:32:24,609 --> 00:32:25,890 it and and what's going on out there. 905 00:32:25,890 --> 00:32:27,490 And, like, all of a sudden, like, that 906 00:32:27,490 --> 00:32:29,164 little thing where it's like, yeah, let me 907 00:32:29,164 --> 00:32:31,565 change that configuration item turns into, like, a 908 00:32:31,565 --> 00:32:34,224 project or something that requires 909 00:32:34,605 --> 00:32:35,424 a little bit 910 00:32:35,804 --> 00:32:38,144 a little bit more long term thinking, but 911 00:32:38,365 --> 00:32:40,204 it is funny how that's kinda ends up 912 00:32:40,204 --> 00:32:41,105 being the 913 00:32:41,490 --> 00:32:42,950 just the default state 914 00:32:43,250 --> 00:32:45,170 in a lot of places. And then these 915 00:32:45,170 --> 00:32:46,369 are often the things that you hear about 916 00:32:46,369 --> 00:32:48,369 in the news, right? Like when somebody gets 917 00:32:48,369 --> 00:32:50,450 quote unquote hacked, and it's like, no, they 918 00:32:50,450 --> 00:32:52,849 didn't get hacked. They were just configured wrong. 919 00:32:52,849 --> 00:32:54,734 They were wide open from the start. Yeah. 920 00:32:54,734 --> 00:32:56,974 Your Facebook account wasn't hacked. You just stayed 921 00:32:56,974 --> 00:32:58,734 signed in on a device someone else had 922 00:32:58,734 --> 00:33:00,994 access to. Mhmm. 100%. And 923 00:33:01,375 --> 00:33:03,615 if you leave it as org wide, guarantee 924 00:33:03,615 --> 00:33:05,535 it's nothing people are doing intentionally. They just 925 00:33:05,535 --> 00:33:07,535 click share content and click the copy link 926 00:33:07,535 --> 00:33:09,554 button. They don't even realize what they're doing. 927 00:33:09,730 --> 00:33:11,409 So I also place some of the blame 928 00:33:11,409 --> 00:33:12,849 here on people that just roll this out 929 00:33:12,849 --> 00:33:15,409 without training their end users on how to 930 00:33:15,409 --> 00:33:17,970 properly share. Org wide is easy. You still 931 00:33:17,970 --> 00:33:20,369 need to train your users. Don't click org 932 00:33:20,369 --> 00:33:23,409 wide only or organizational link. This is what 933 00:33:23,409 --> 00:33:25,914 it does. One nice thing I do, Microsoft 934 00:33:25,914 --> 00:33:27,115 is coming out I don't know if you've 935 00:33:27,115 --> 00:33:29,115 seen this on the roadmap, with the hero 936 00:33:29,115 --> 00:33:32,335 links coming the end of this year, where 937 00:33:32,714 --> 00:33:34,634 right now when you go share it, it 938 00:33:34,634 --> 00:33:37,194 actually creates multiple links. Every time you share 939 00:33:37,194 --> 00:33:38,335 it, it creates 940 00:33:38,680 --> 00:33:41,000 another link. So you have one organizational wide 941 00:33:41,000 --> 00:33:42,359 link, and then you have an edit link, 942 00:33:42,359 --> 00:33:43,400 and then you have a view link, you 943 00:33:43,400 --> 00:33:44,220 know, all of this. 944 00:33:44,599 --> 00:33:47,320 It is changing so that in December, when 945 00:33:47,320 --> 00:33:49,080 this new hero link comes out, it creates 946 00:33:49,080 --> 00:33:51,480 one link, and then you're actually just able 947 00:33:51,480 --> 00:33:52,539 to adjust permissions 948 00:33:53,080 --> 00:33:55,234 on a single link. So you don't need 949 00:33:55,234 --> 00:33:56,755 to go back and clean up a whole 950 00:33:56,755 --> 00:33:58,194 bunch of links. You're just gonna have one 951 00:33:58,194 --> 00:34:00,115 link. You're gonna have to manage permissions on 952 00:34:00,115 --> 00:34:00,615 it. 953 00:34:00,994 --> 00:34:02,054 The other thing 954 00:34:02,434 --> 00:34:05,014 that is going to be part of this, 955 00:34:05,075 --> 00:34:07,634 even better than hero links, is changing the 956 00:34:07,634 --> 00:34:08,134 default 957 00:34:08,500 --> 00:34:10,019 right now, and I've heard a lot of 958 00:34:10,019 --> 00:34:12,019 people complain about this. You can't set the 959 00:34:12,019 --> 00:34:15,140 default to people with existing access. You can 960 00:34:15,140 --> 00:34:17,619 either set it to specific people or set 961 00:34:17,619 --> 00:34:19,780 it to org wide. You can set it 962 00:34:19,780 --> 00:34:22,554 to just by default create a link, but 963 00:34:22,554 --> 00:34:25,275 only people that have access already are gonna 964 00:34:25,275 --> 00:34:27,675 use this link. That's kinda bundled in this 965 00:34:27,675 --> 00:34:30,414 hero links is setting that default now to 966 00:34:30,954 --> 00:34:34,635 existing people only, so you're not Yes. It 967 00:34:34,635 --> 00:34:36,307 makes it a lot easier to share a 968 00:34:36,307 --> 00:34:38,480 link and not have it change permissions 969 00:34:38,940 --> 00:34:41,500 than kind of that experience today. That's another 970 00:34:41,500 --> 00:34:43,280 one. The SharePoint indexes, 971 00:34:43,660 --> 00:34:46,219 you can remove stuff from Copilot by just 972 00:34:46,219 --> 00:34:48,780 turning off the search index. Downside is it. 973 00:34:48,780 --> 00:34:50,300 Also, it turns off the search index. You 974 00:34:50,300 --> 00:34:53,065 remove a search. Yeah. Securing content with policies, 975 00:34:53,125 --> 00:34:55,684 sensitivity labels, setting DLP. We're gonna run out 976 00:34:55,684 --> 00:34:57,444 of time here, Scott. We might have to 977 00:34:57,444 --> 00:34:59,605 do part two. And then the other one 978 00:34:59,605 --> 00:35:01,364 I wanna mention here, there's a button now 979 00:35:01,364 --> 00:35:03,684 in the SharePoint admin center that says restrict 980 00:35:03,684 --> 00:35:06,339 content from Copilot on each site. I can 981 00:35:06,339 --> 00:35:08,500 go into a site, click the little radio 982 00:35:08,500 --> 00:35:11,319 button that says restrict content or restrict access 983 00:35:11,699 --> 00:35:13,859 to Copilot. I want Microsoft to change the 984 00:35:13,859 --> 00:35:16,260 verbiage on this. This is very deceptive to 985 00:35:16,260 --> 00:35:17,319 me because 986 00:35:17,699 --> 00:35:19,539 the way it reads, I would think, oh, 987 00:35:19,539 --> 00:35:21,454 I click this. This site's not gonna be 988 00:35:21,454 --> 00:35:23,614 included in Copilot. If you click on the 989 00:35:23,614 --> 00:35:24,515 little information 990 00:35:25,054 --> 00:35:27,695 bubble and hover over it and then click 991 00:35:27,695 --> 00:35:29,454 on learn more, and maybe it even has 992 00:35:29,454 --> 00:35:30,275 it in the bubble, 993 00:35:30,735 --> 00:35:33,235 this is not just remove it from Copilot. 994 00:35:33,454 --> 00:35:34,079 This is 995 00:35:34,480 --> 00:35:35,219 don't return 996 00:35:35,760 --> 00:35:38,079 content from this site in Copilot or in 997 00:35:38,079 --> 00:35:41,440 search if it hasn't been recently accessed by 998 00:35:41,440 --> 00:35:43,680 the user. So if a user goes to 999 00:35:43,680 --> 00:35:46,239 it and clicks on it or interacts with 1000 00:35:46,239 --> 00:35:47,619 it or somehow 1001 00:35:48,434 --> 00:35:49,655 accesses that content 1002 00:35:49,954 --> 00:35:52,035 recently, it's all of a gust setting gonna 1003 00:35:52,035 --> 00:35:53,894 start showing up in Copilot and SharePoint. 1004 00:35:54,195 --> 00:35:56,835 Does it help in the cleanup? Yeah. But 1005 00:35:56,835 --> 00:35:58,855 does it really restrict it from Copilot? 1006 00:36:00,114 --> 00:36:01,875 They need to make it more clear. It's 1007 00:36:01,875 --> 00:36:04,340 not what it seems to be. The devil's 1008 00:36:04,340 --> 00:36:06,739 in the details. So so, you know, that 1009 00:36:06,739 --> 00:36:09,400 feature is called restricted content discovery. 1010 00:36:10,099 --> 00:36:12,519 It is not called block content discovery 1011 00:36:12,820 --> 00:36:15,160 or never do content discovery 1012 00:36:15,539 --> 00:36:16,954 again. I think 1013 00:36:17,815 --> 00:36:19,355 the rub with that one is 1014 00:36:20,215 --> 00:36:21,195 recent interaction. 1015 00:36:21,494 --> 00:36:24,454 Like if somebody just hears the word recent 1016 00:36:24,454 --> 00:36:26,614 interaction, right? Like, All right, well, what was 1017 00:36:26,614 --> 00:36:28,795 a recent interaction for me? Was that 1018 00:36:29,335 --> 00:36:31,675 thirty days? Was it ninety days? 1019 00:36:32,989 --> 00:36:35,150 And, you know, however it comes together. And 1020 00:36:35,150 --> 00:36:36,929 then what do you do with your users 1021 00:36:37,069 --> 00:36:38,829 who I I think this is the other 1022 00:36:38,829 --> 00:36:40,609 side of that one, is 1023 00:36:41,069 --> 00:36:42,750 you turn that feature on, and they have 1024 00:36:42,750 --> 00:36:44,429 a good experience on day one, which is 1025 00:36:44,429 --> 00:36:45,789 what you want them to do. Like, you've 1026 00:36:45,789 --> 00:36:48,054 gone through, you've configured your environment, That so 1027 00:36:48,054 --> 00:36:49,815 you restricted it. They had the recent interaction. 1028 00:36:49,815 --> 00:36:51,434 They were able to use it in Copilot 1029 00:36:51,655 --> 00:36:52,155 and 1030 00:36:52,534 --> 00:36:55,355 in Teams and business chat, all those things. 1031 00:36:55,655 --> 00:36:56,394 And then 1032 00:36:56,695 --> 00:36:59,675 maybe their role is, like, quarterly or biyearly. 1033 00:37:00,140 --> 00:37:01,500 So they only come back and they touch 1034 00:37:01,500 --> 00:37:03,019 that thing, and then next time it's horrible. 1035 00:37:03,019 --> 00:37:04,539 Like, it doesn't give them the same result. 1036 00:37:04,539 --> 00:37:06,780 It doesn't do the same thing. Features like 1037 00:37:06,780 --> 00:37:08,860 that are nice, but, like, they're also, like, 1038 00:37:08,860 --> 00:37:11,340 really hard to rationalize, particularly as a user. 1039 00:37:11,340 --> 00:37:12,320 Like, why is 1040 00:37:12,864 --> 00:37:15,125 why is a system that's already nondeterministic 1041 00:37:16,224 --> 00:37:19,684 already being like, it's being, like, super nondeterministic 1042 00:37:20,224 --> 00:37:20,724 now? 1043 00:37:21,184 --> 00:37:22,405 Like, what did it do, 1044 00:37:22,785 --> 00:37:24,885 and which way did it go? So, 1045 00:37:25,260 --> 00:37:26,000 yeah, I 1046 00:37:26,619 --> 00:37:29,179 think, in general, there is a bunch for 1047 00:37:29,179 --> 00:37:31,199 folks to think about here. 1048 00:37:31,579 --> 00:37:32,880 We'd love to hear about 1049 00:37:33,579 --> 00:37:36,460 how you're thinking about securing your environments. Like, 1050 00:37:36,460 --> 00:37:37,980 do you have any tips and tricks? Maybe 1051 00:37:37,980 --> 00:37:40,000 you've got, like, a favorite repo of 1052 00:37:40,454 --> 00:37:43,015 PowerShell scripts or things like that that you're 1053 00:37:43,015 --> 00:37:44,715 go that you're using for 1054 00:37:45,094 --> 00:37:45,914 go to management. 1055 00:37:46,215 --> 00:37:47,114 Maybe you have 1056 00:37:47,414 --> 00:37:49,735 alternatives for some of these things, like Ben 1057 00:37:49,735 --> 00:37:50,394 was mentioning 1058 00:37:51,015 --> 00:37:52,715 finding duplicate files earlier. 1059 00:37:53,059 --> 00:37:54,579 I know there's third party products that do 1060 00:37:54,579 --> 00:37:56,019 that. Maybe you're one of these customers who's 1061 00:37:56,019 --> 00:37:57,940 like a like you said, Ben, you do 1062 00:37:57,940 --> 00:38:00,260 the Ben thing, like you described, with multiple 1063 00:38:00,260 --> 00:38:00,760 licenses, 1064 00:38:01,619 --> 00:38:04,039 lots of ISV tooling, things like that. Like, 1065 00:38:04,179 --> 00:38:05,880 we'd love to hear more about the ecosystem 1066 00:38:06,260 --> 00:38:08,954 and your experience with it. So we've 1067 00:38:09,914 --> 00:38:12,494 contact form on the website, which you can 1068 00:38:12,875 --> 00:38:13,614 go to. It's pretty easy. 1069 00:38:14,235 --> 00:38:16,315 M s cloud I t pro podcast dot 1070 00:38:16,315 --> 00:38:18,175 com, and you'll see a big 1071 00:38:18,474 --> 00:38:21,480 contact us button there. That just sends Ben 1072 00:38:21,480 --> 00:38:24,119 an email, and then he usually just loops 1073 00:38:24,119 --> 00:38:25,800 me in on on on the thread. You 1074 00:38:25,800 --> 00:38:27,320 can also get us get ahold of us 1075 00:38:27,320 --> 00:38:28,059 on LinkedIn. 1076 00:38:28,440 --> 00:38:30,039 The podcast has a page on LinkedIn if 1077 00:38:30,039 --> 00:38:32,440 you wanna directly ask questions there. Ben's on 1078 00:38:32,440 --> 00:38:34,855 LinkedIn. I'm on LinkedIn as well. So, 1079 00:38:35,234 --> 00:38:36,914 like, come back. Give us some feedback. Let 1080 00:38:36,914 --> 00:38:38,835 us know how you're using it. We're eager 1081 00:38:38,835 --> 00:38:40,674 to hear. And maybe like you said, Ben, 1082 00:38:40,674 --> 00:38:42,454 maybe we can kinda come back and do 1083 00:38:42,835 --> 00:38:44,454 a part two on this one. 1084 00:38:44,835 --> 00:38:45,335 And 1085 00:38:45,714 --> 00:38:48,690 or if not, like, finish the conversation because 1086 00:38:48,769 --> 00:38:50,530 maybe we should come back and talk about 1087 00:38:50,530 --> 00:38:51,429 some of the, 1088 00:38:52,289 --> 00:38:53,589 DSPM stuff, 1089 00:38:53,969 --> 00:38:55,589 some of the reporting aspects, 1090 00:38:56,210 --> 00:38:57,589 how to do risk assessments, 1091 00:38:58,769 --> 00:39:00,449 and all that. And that way, we can 1092 00:39:00,449 --> 00:39:02,250 kind of round out the entire story. Yeah. 1093 00:39:02,250 --> 00:39:03,650 I think we should do a part two 1094 00:39:03,650 --> 00:39:05,144 on DSPM for 1095 00:39:05,444 --> 00:39:08,244 AI and DLP and sensitivity labels and some 1096 00:39:08,244 --> 00:39:10,244 of that. So we'll come back and talk 1097 00:39:10,244 --> 00:39:12,724 more about that in a later episode. Alright. 1098 00:39:12,724 --> 00:39:14,324 Come back and check us out for that 1099 00:39:14,324 --> 00:39:16,980 one. As always, thanks, Ben. Much appreciate it. 1100 00:39:16,980 --> 00:39:19,000 Glad to have you back from vacation, and 1101 00:39:19,380 --> 00:39:21,780 we'll get back on track here. Alright. Thank 1102 00:39:21,780 --> 00:39:23,539 you, and have a good weekend. Talk to 1103 00:39:23,539 --> 00:39:24,760 you next time. Thanks, Ben. 1104 00:39:26,659 --> 00:39:28,835 If you enjoyed the podcast, go leave us 1105 00:39:28,835 --> 00:39:31,154 a five star rating in iTunes. It helps 1106 00:39:31,154 --> 00:39:32,835 to get the word out so more IT 1107 00:39:32,835 --> 00:39:34,994 pros can learn about Office three sixty five 1108 00:39:34,994 --> 00:39:35,654 and Azure. 1109 00:39:36,194 --> 00:39:37,875 If you have any questions you want us 1110 00:39:37,875 --> 00:39:40,034 to address on the show, or feedback about 1111 00:39:40,034 --> 00:39:42,434 the show, feel free to reach out via 1112 00:39:42,434 --> 00:39:44,601 our website, Twitter, or Facebook. 1113 00:39:44,901 --> 00:39:46,820 Thanks again for listening, and have a great 1114 00:39:46,820 --> 00:39:47,320 day.

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Ben Stegink, Scott Hoag

On the MS Cloud IT Pro Podcast, Scott and Ben discuss the Microsoft Cloud with a focus on IT Pros. They'll discuss the latest in Microsoft 365 and Office 365 News, Azure news and talk about their experiences with managing the Microsoft Cloud as well as interview industry experts on various cloud technology. They'll cover things such as SharePoint, Exchange, Microsoft Teams, PowerShell, Azure, Azure AD, Security, Networking, Storage, and the many other technologies and products that have made their way into the Microsoft 365 suite and Azure. To stay up-to-date on the latest in Microsoft Cloud news and gain some valuable knowledge as you deploy it within your own organization, make sure to tune in every week! Find out more at msclouditpropodcast.com.

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Episode 409 – Preparing for Copilot​- Securing Your Microsoft 365 Data and Beyond​

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Microsoft Cloud IT Pro Podcast

Ben Stegink, Scott Hoag

Episode 409 – Preparing for Copilot- Securing Your Microsoft 365 Data and Beyond