Thế giới công việc đang thay đổi nhanh chóng, và năng suất không còn chỉ là chuyện “làm nhiều hơn”, mà là làm thông minh hơn.
Nếu bạn đang sử dụng Microsoft Office 365, bộ công cụ văn phòng mạnh mẽ nhất hiện nay, thì xin chúc mừng — bạn đang nắm trong tay một “kho báu” năng suất mà ít người khai thác hết tiềm năng.

Bài viết này sẽ chia sẻ với bạn 10 mẹo Microsoft 365 cực hay giúp tăng năng suất làm việc với Microsoft 365, biến công việc hàng ngày trở nên nhẹ nhàng, mượt mà và chuyên nghiệp hơn bao giờ hết.

1. Giao việc cho Copilot – Trợ lý AI “xịn” nhất hệ Microsoft

Nếu phải chọn ra một tính năng “thay đổi cuộc chơi”, thì đó chắc chắn là Copilot Microsoft 365 – trợ lý AI mới được Microsoft tích hợp sâu vào Word, Excel, PowerPoint, Outlook và Teams.

Bạn chỉ cần nhập (hoặc nói) yêu cầu như:

“Tạo giúp tôi bản tóm tắt báo cáo doanh thu quý 3.”
“Viết lại phần mở đầu cho chuyên nghiệp hơn.”
“Chuyển nội dung Word này thành 10 slide PowerPoint.”

Lập tức, Copilot Microsoft 365 sẽ xử lý gần như toàn bộ phần “nặng đầu”: tóm tắt dữ liệu, viết lại câu, căn chỉnh định dạng, thậm chí gợi ý hình ảnh hoặc slide mẫu.
Không còn cảnh ngồi lọ mọ căn từng bullet point nữa.

Copilot thực sự là ứng dụng Microsoft 365 hiệu quả nhất hiện nay — nó không chỉ giúp bạn tiết kiệm hàng giờ làm việc, mà còn tăng năng suất làm việc với Microsoft 365 lên gấp đôi.

 2. Học vài phím tắt – Bí kíp “ninja” của dân văn phòng năng suất cao

Phím tắt nghe có vẻ nhỏ, nhưng nó chính là “bí kíp ninja” của những người làm việc nhanh.
Trong Microsoft Office 365, chỉ cần nắm vài tổ hợp đơn giản, bạn đã có thể rút ngắn thời gian thao tác đáng kể:

• Ctrl + Shift + L: Bật nhanh danh sách bullet trong Word.
• Alt + =: Tính tổng tự động trong Excel.
• Ctrl + Shift + C / V: Sao chép và dán định dạng trong PowerPoint.
• F4: Lặp lại hành động vừa làm – cực kỳ tiện khi chỉnh slide hay format bảng.

Một mẹo nhỏ: hãy học 3 phím tắt mới mỗi tuần. Sau 1 tháng, bạn sẽ ngạc nhiên vì tốc độ xử lý công việc của mình khác biệt hoàn toàn.

 3. Làm việc nhóm cực mượt với OneDrive & @mention

Kỷ nguyên gửi file qua email, chỉnh sửa rồi gửi lại qua lại đã kết thúc.
Giờ đây, Microsoft Office 365 mang đến cách cộng tác cực kỳ thông minh qua OneDrive và tính năng @mention.

Bạn có thể:

• Mở cùng một file Word, Excel, PowerPoint với đồng nghiệp theo thời gian thực.
• Gắn thẻ người liên quan bằng @mention trong Comment – họ sẽ nhận thông báo ngay.
• Khôi phục bản cũ trong vài giây nhờ Version History.

Không còn “file_final_v3_versionB” nữa!
Đây chính là một trong những mẹo Microsoft 365 giúp làm việc nhóm nhẹ nhàng và hiệu quả hơn hẳn.

4. Tìm nhanh, tra lẹ với Smart Lookup

Bạn đang viết báo cáo mà cần tra nhanh một định nghĩa hoặc dẫn chứng?
Đừng mở trình duyệt, vì bạn sẽ dễ bị “trôi” sang mạng xã hội mất nửa tiếng.

Thay vào đó, hãy bôi chọn từ cần tìm → nhấp chuột phải → chọn Smart Lookup.
Ngay lập tức, Microsoft Office 365 sẽ hiển thị kết quả từ Bing trực tiếp trong tài liệu Word hoặc PowerPoint.

Tính năng này không chỉ tiết kiệm thời gian mà còn giúp bạn duy trì mạch sáng tạo – một ứng dụng Microsoft 365 hiệu quả ít ai biết đến.

5. Biến Word thành PowerPoint trong chớp mắt

Bạn có tài liệu Word dài mười mấy trang và sếp bảo:

“Làm giúp anh slide tóm tắt nội dung nhé.”

Thay vì thức đến 2h sáng để căn dòng và chia bullet, hãy mở Word → Export → Export to PowerPoint (Preview).
Microsoft sẽ tự nhận diện Heading và chuyển chúng thành slide tương ứng.
Bạn chỉ cần chọn theme, chỉnh nhẹ hình ảnh — là có ngay bản trình chiếu chuyên nghiệp.

Đây chính là “mẹo sinh tồn” mùa báo cáo, giúp tăng năng suất làm việc với Microsoft 365 mà bạn nên thử ngay.

6. Viết bằng giọng nói – Tính năng Dictate thần kỳ

Có lúc ý tưởng đến nhanh hơn cả tốc độ ngón tay, và bạn không muốn chúng vụt mất.
Hãy bật tính năng Dictate trong Microsoft Office 365.

Chỉ cần nói tự nhiên, phần mềm sẽ tự động chuyển giọng nói thành văn bản.
Điều tuyệt vời là Dictate giờ đây đã hỗ trợ tiếng Việt khá tốt, phù hợp cho việc ghi nhanh biên bản, viết bài hoặc soạn thảo báo cáo dài.

Một mẹo Microsoft 365 nhỏ nhưng cực hữu ích cho những ai thường xuyên viết nội dung.

 7. Template & Slide Master – “Áo đồng phục” cho thương hiệu

Nếu mỗi lần làm slide lại phải chỉnh font, màu, logo thì rõ ràng bạn đang lãng phí thời gian.
Giải pháp: tạo Slide Master – “áo đồng phục” cho toàn bộ slide trong PowerPoint Microsoft 365.

Chỉ cần thiết kế một lần, mọi slide mới sẽ tự động theo chuẩn thương hiệu.
Tương tự, trong Word, hãy lưu sẵn template cho các loại tài liệu thường dùng: hợp đồng, biên bản, thư mời,…

Đây là ứng dụng Microsoft 365 hiệu quả giúp bạn làm việc chuyên nghiệp hơn, nhất quán hơn và tiết kiệm hàng giờ chỉnh sửa mỗi tháng.

 8. Excel – Không chỉ có SUM()

Nếu bạn vẫn chỉ dùng Excel để tính cộng trừ, thì bạn mới chạm được 20% sức mạnh thật sự.
Excel trong Microsoft Office 365 sở hữu hàng loạt công cụ “đỉnh của chóp”:

• XLOOKUP: Linh hoạt và dễ dùng hơn VLOOKUP.
• FILTER, SORT: Lọc và sắp xếp dữ liệu thông minh mà không cần macro.
• Power Query: Gom dữ liệu từ nhiều nguồn chỉ với vài cú click.
• Macro: Tự động hóa thao tác lặp lại – cực hữu ích khi xử lý dữ liệu lớn.

Khi Excel làm việc thay bạn, bạn sẽ có thêm thời gian để… nhâm nhi tách cà phê buổi sáng 

9. Dọn lại giao diện – Não bạn cũng nhẹ hơn

Một không gian làm việc gọn gàng giúp não bạn “thở” dễ hơn.
Hãy thử:

• Ẩn bớt tab ít dùng trong Ribbon.
• Thêm lệnh hay dùng vào Quick Access Toolbar.
• Bật theme tối (Dark Mode) để làm việc ban đêm đỡ mỏi mắt.

Những điều nhỏ này tưởng chừng đơn giản nhưng lại có tác động lớn đến khả năng tập trung.
Vì đôi khi, tăng năng suất làm việc với Microsoft 365 bắt đầu từ việc… giảm rối mắt.

10. Làm việc mọi lúc, mọi nơi với Microsoft 365 Online

Một trong những lợi thế lớn nhất của Microsoft Office 365 là khả năng hoạt động đa nền tảng.
Bạn có thể:

• Soạn dở báo cáo ở văn phòng, tiếp tục chỉnh sửa khi ngồi quán cà phê.
• Làm slide trên laptop, thêm hình bằng điện thoại.
• Truy cập và chỉnh sửa file trực tiếp trên trình duyệt mà không cần cài phần mềm.

Mọi dữ liệu đều được lưu tự động lên OneDrive, đảm bảo an toàn tuyệt đối.
Đây là minh chứng rõ nhất cho sức mạnh của một ứng dụng Microsoft 365 hiệu quả – linh hoạt, tiện lợi và hiện đại.

 Kết luận: Làm thông minh chứ không làm nhiều

Trong thời đại công việc bận rộn, năng suất không đến từ việc làm nhiều hơn, mà đến từ việc làm thông minh hơn.
Bộ công cụ Microsoft Office 365 chính là “vũ khí bí mật” giúp bạn làm điều đó.

10 mẹo Microsoft 365 trên sẽ giúp bạn:

• Tối ưu hóa từng thao tác nhỏ trong ngày.
• Làm việc nhanh, chính xác và đồng bộ hơn.
• Và quan trọng nhất: lấy lại thời gian cho những việc thật sự quan trọng.

Vì thế, lần tới khi ai đó hỏi:

“Sao bạn làm slide nhanh vậy?”
Hãy mỉm cười và nói:
“Tại mình chơi Microsoft Office 365 tới nơi tới chốn thôi.” 

Các bài viết liên quan:

1.So sánh giá bán license Microsoft Office 365 tại Việt Nam

2. Microsoft 365 E3 – Bước chuyển bắt buộc trước khi Office 2016 & 2019 vĩnh viễn hết hạn vào 10/2025

3. Microsoft 365 – Phần mềm làm việc nhóm chuyên nghiệp chỉ từ 69k

4. Tìm hiểu về bộ tính năng Microsoft Office 365

5. License Microsoft Office: Hướng Dẫn Mua & Báo Giá Cập Nhật 2025

6. So sánh giá bán license Microsoft Office 365 tại Việt Nam

7. Khám phá Microsoft Office 365: Làm việc thông minh hơn

8. Microsoft Office 365 – Ứng dụng làm việc nhóm số 1

9. Công cụ quản lý công việc Microsoft cho doanh nghiệp hiện đại

10. Công cụ quản lý công việc Microsoft – Bảo mật, linh hoạt và tối ưu chi phí

11.Quản lý công việc hiệu quả với Outlook 365 trong Office 365

12. Lợi ích của SharePoint: Tăng hiệu quả làm việc nhóm

The post 10 Mẹo Microsoft Office 365 Giúp Bạn Làm Việc Hiệu Quả Hơn appeared first on Opus Solution.

Để biến Microsoft 365 thành “bộ não số” của doanh nghiệp, việc triển khai cần được chuẩn bị kỹ lưỡng và thực hiện theo từng bước Một quy trình rõ ràng sẽ giúp doanh nghiệp tận dụng tối đa các lợi ích từ nền tảng này.

Bước 1: Đánh Giá Nhu Cầu và Mục Tiêu Của Doanh Nghiệp

Việc triển khai Microsoft 365 bắt đầu bằng việc hiểu rõ nhu cầu và mục tiêu của doanh nghiệp. Hãy trả lời các câu hỏi sau:

• Quy mô và cơ cấu tổ chức: Doanh nghiệp của bạn có bao nhiêu nhân viên? Các phòng ban (như kinh doanh, kế toán, marketing) có yêu cầu công cụ khác nhau không?
• Nhu cầu cụ thể: Bạn cần email doanh nghiệp chuyên nghiệp, công cụ cộng tác thời gian thực (như Teams), hay khả năng phân tích dữ liệu (như Power BI)?
• Mục tiêu chiến lược: Bạn muốn cải thiện năng suất, hỗ trợ làm việc từ xa, hay tăng cường bảo mật dữ liệu để đáp ứng các tiêu chuẩn quốc tế như ISO 27001?
• Ví dụ thực tế: Một công ty thương mại điện tử với 50 nhân viên có thể cần Microsoft Teams để giao tiếp nội bộ, SharePoint để quản lý tài liệu hợp đồng, và Power BI để phân tích dữ liệu bán hàng.

Hãy lập danh sách các yêu cầu cụ thể và ưu tiên chúng để chọn gói Microsoft 365 phù hợp. Điều này giúp tránh lãng phí chi phí cho các tính năng không cần thiết.

Bước 2: Lựa Chọn Gói Microsoft 365 Phù Hợp

Microsoft 365 cung cấp nhiều gói dịch vụ, mỗi gói được thiết kế cho các nhu cầu khác nhau. Dưới đây là phân tích chi tiết về các gói phổ biến:

• Microsoft 365 Business Basic (~6 USD/người dùng/tháng): Bao gồm email doanh nghiệp (50GB hộp thư/người dùng), Microsoft Teams, OneDrive (1TB lưu trữ/người dùng) và các ứng dụng web của Office. Phù hợp cho doanh nghiệp nhỏ cần các công cụ cộng tác cơ bản.
• Microsoft 365 Business Standard (~12.5 USD/người dùng/tháng): Bao gồm tất cả tính năng của Business Basic, cộng với các ứng dụng Office phiên bản máy tính (Word, Excel, PowerPoint) và khả năng tổ chức hội thảo trực tuyến lên đến 300 người. Lý tưởng cho doanh nghiệp vừa cần công cụ toàn diện.
• Microsoft 365 Business Premium (~22 USD/người dùng/tháng): Tích hợp bảo mật nâng cao (Azure Information Protection), quản lý thiết bị (Microsoft Intune), và các công cụ chống mối đe dọa (Microsoft Defender). Phù hợp cho doanh nghiệp cần bảo mật tối ưu.
• Số liệu minh họa: Theo báo cáo của Microsoft, 80% doanh nghiệp sử dụng Microsoft 365 Business Premium báo cáo giảm 50% nguy cơ vi phạm dữ liệu nhờ các tính năng bảo mật tích hợp.

Hãy tham khảo chi tiết các gói trên trang web của Microsoft hoặc liên hệ o365.vn để được tư vấn và tích hợp Tasken nhằm tối ưu hóa quy trình quản lý.

Bước 3: Đăng Ký và Kích Hoạt Gói Dịch Vụ

• Đăng ký tài khoản: Truy cập trang web chính thức của Microsoft để mua gói Microsoft 365. Cung cấp thông tin doanh nghiệp (tên, địa chỉ, mã số thuế) và chọn gói dịch vụ phù hợp.
• Thanh toán: Chọn phương thức thanh toán (thẻ tín dụng, chuyển khoản) và chu kỳ thanh toán (hàng tháng hoặc hàng năm để tiết kiệm chi phí).
• Kích hoạt: Sau khi mua, bạn sẽ nhận email xác nhận với thông tin đăng nhập tài khoản quản trị. Lưu ý lưu trữ thông tin này an toàn, vì tài khoản quản trị có quyền kiểm soát toàn bộ hệ thống.

Bước 4: Cấu Hình Tài Khoản Quản Trị và Người Dùng

Truy cập Microsoft 365 Admin Center: Đăng nhập bằng tài khoản quản trị tại admin.microsoft.com.

Tạo tài khoản người dùng:

• Thêm từng nhân viên với định dạng email như ten.nhanvien@tencongty.com.
• Phân quyền: Quản trị viên (Admin) có toàn quyền quản lý; Người dùng (User) chỉ sử dụng các công cụ được cấp phép.
• Đặt mật khẩu tạm thời và yêu cầu nhân viên đổi mật khẩu ngay khi đăng nhập lần đầu để tăng cường bảo mật.

Quản lý nhóm: Tạo các nhóm người dùng (ví dụ: “Phòng Kinh Doanh”, “Phòng Kế Toán”) để dễ dàng gán quyền truy cập vào các ứng dụng hoặc tài liệu cụ thể.

Ví dụ thực tế: Một công ty logistics có thể tạo nhóm “Nhân viên kho” với quyền truy cập OneDrive để lưu trữ hóa đơn, trong khi nhóm “Quản lý” có quyền sử dụng Power BI để phân tích dữ liệu vận chuyển. Tasken có thể tự động hóa việc phân quyền này để tiết kiệm thời gian.

Bước 5: Thiết Lập Email Doanh Nghiệp và Công Cụ Cộng Tác

Email doanh nghiệp:

• Thêm tên miền của doanh nghiệp (ví dụ: @tencongty.com) vào Microsoft 365 Admin Center.
• Cập nhật bản ghi DNS (MX, TXT, CNAME) tại nhà cung cấp tên miền (như GoDaddy, Namecheap). Quá trình này thường mất 1-4 giờ để hoàn tất.
• Kiểm tra email bằng Outlook để đảm bảo hoạt động ổn định.

Microsoft Teams:

• Tạo các kênh (channels) theo phòng ban hoặc dự án, ví dụ: “Kênh Marketing” hoặc “Dự án Q4-2025”.
• Bật các tính năng như gọi video, chia sẻ màn hình, và tích hợp ứng dụng như Planner để quản lý công việc.
• Theo Microsoft, 70% doanh nghiệp sử dụng Teams báo cáo tăng 30% hiệu quả giao tiếp nội bộ.

SharePoint và OneDrive:

• Thiết lập SharePoint để tạo thư viện tài liệu chung, ví dụ: thư mục “Hợp đồng” hoặc “Tài liệu nội bộ”.
• OneDrive cung cấp 1TB lưu trữ cá nhân cho mỗi người dùng, phù hợp để lưu trữ tài liệu cá nhân hoặc làm việc từ xa.
• Mẹo: Sử dụng tính năng đồng bộ hóa (sync) để nhân viên truy cập tài liệu offline trên máy tính.

• Tích hợp Tasken: Tasken có thể tự động hóa việc quản lý tài liệu trên SharePoint, như phân loại hợp đồng hoặc gửi thông báo khi có cập nhật tài liệu mới.

Bước 6: Đào Tạo và Hỗ Trợ Nhân Viên

Triển khai Microsoft 365 chỉ thành công khi nhân viên biết cách sử dụng công cụ hiệu quả. Hãy thực hiện các bước sau:

Tổ chức đào tạo:

• Tạo các buổi đào tạo trực tiếp hoặc trực tuyến (qua Teams) kéo dài 1-2 giờ, tập trung vào các công cụ phổ biến như Outlook, Teams, Word, Excel.
• Ví dụ: Hướng dẫn nhân viên marketing cách sử dụng PowerPoint để tạo bài thuyết trình chuyên nghiệp hoặc nhân viên kế toán cách sử dụng Excel để tạo báo cáo tài chính.

Cung cấp tài liệu:

• Tạo tài liệu hướng dẫn ngắn gọn hoặc sử dụng các video hướng dẫn từ o365.vn.
• Ví dụ: Video “Cách tổ chức cuộc họp trên Teams” hoặc “Hướng dẫn chia sẻ tài liệu trên SharePoint”.

Hỗ trợ liên tục:

• Chỉ định một nhóm IT nội bộ hoặc liên hệ o365.vn để hỗ trợ nhân viên giải quyết các vấn đề như đăng nhập, đồng bộ hóa, hoặc cấu hình.
• Thiết lập kênh Teams riêng để nhân viên đặt câu hỏi và nhận phản hồi nhanh chóng.

Tích hợp Tasken: Tasken có thể tự động gửi lời nhắc đào tạo hoặc theo dõi tiến độ học tập của nhân viên, giúp tối ưu hóa quy trình đào tạo.

Bước 7: Theo Dõi, Bảo Mật và Tối Ưu Hóa

Theo dõi hiệu suất:

• Sử dụng Microsoft 365 Admin Center để xem báo cáo sử dụng (ví dụ: số lượng email gửi/nhận, dung lượng lưu trữ trên OneDrive).
• Kiểm tra trạng thái dịch vụ (Service Health) để phát hiện sớm các sự cố kỹ thuật.

Tăng cường bảo mật:

• Kích hoạt xác thực hai yếu tố (2FA) cho tất cả tài khoản để giảm nguy cơ bị tấn công.
• Nếu sử dụng Business Premium, tận dụng Microsoft Defender để bảo vệ trước phần mềm độc hại và Azure Information Protection để mã hóa tài liệu nhạy cảm.
• Ví dụ: Một công ty tài chính có thể sử dụng Defender để phát hiện email lừa đảo (phishing) với tỷ lệ chính xác lên đến 99%.

Tối ưu hóa liên tục:

• Thu thập phản hồi từ nhân viên thông qua khảo sát để cải thiện quy trình sử dụng.
• Cập nhật các tính năng mới của Microsoft 365 (như tích hợp AI Copilot) qua thông báo từ o365.vn.
• Tính năng Copilot trong Word và Excel giúp tự động tạo báo cáo hoặc đề xuất nội dung, tiết kiệm 20% thời gian làm việc.

Tích hợp Tasken: Tasken có thể tự động hóa các báo cáo hiệu suất hoặc gửi cảnh báo bảo mật, giúp quản trị viên tiết kiệm thời gian quản lý.

Lợi Ích Khi Triển Khai Microsoft 365 Thành Công

• Nâng cao năng suất: Các công cụ như Teams và SharePoint giúp giảm 30-40% thời gian xử lý công việc thủ công (theo báo cáo của Microsoft).
• Làm việc linh hoạt: Hỗ trợ làm việc từ xa với hiệu quả tương đương văn phòng, đặc biệt quan trọng trong bối cảnh 60% doanh nghiệp Việt Nam áp dụng mô hình hybrid (theo khảo sát của VietnamWorks).
• Bảo mật tối ưu: Giảm nguy cơ vi phạm dữ liệu với các công cụ bảo mật tích hợp, giúp doanh nghiệp đáp ứng các tiêu chuẩn quốc tế.
• Tiết kiệm chi phí: Gói Microsoft 365 tích hợp nhiều công cụ trong một nền tảng, giảm chi phí mua phần mềm riêng lẻ.

Kết Luận

Triển khai Microsoft 365 là bước đi chiến lược để số hóa và nâng tầm doanh nghiệp. Với 7 bước chi tiết trên, bạn có thể thiết lập Microsoft 365 một cách mượt mà, từ email chuyên nghiệp, cộng tác thời gian thực, đến bảo mật dữ liệu tối ưu. Là đối tác của Microsoft 365, o365.vn cung cấp giải pháp Tasken, phần mềm hỗ trợ quản lý công việc và tự động hóa thông minh, giúp tối ưu hóa quy trình triển khai và nâng cao hiệu suất sử dụng Microsoft 365.

Liên hệ o365.vn ngay hôm nay để nhận tư vấn chuyên sâu và trải nghiệm Tasken, đưa doanh nghiệp của bạn lên một tầm cao mới!

The post 7 Bước Đơn Giản Triển Khai Microsoft 365 Cho Doanh Nghiệp appeared first on Opus Solution.

You might see a rise in the number of collaborative workspace apps recently. If you’ve got a plan for Microsoft Office365 Vietnam, you don’t need any additional remote work tools. All you need is Microsoft Teams, OneDrive, and SharePoint for highly productive and distraction-free collaborative work at home or office.

In this article, we’ll discuss how Microsoft Teams, OneDrive, and SharePoint can help you with tasks/documents management, remote collaboration, and have conversations.

Microsoft Teams for Collaborative Work

Microsoft Teams observes a 360-degree approach for collaboration and communication. You and your team can simply take care of many aspects of the project right from the Teams. You can do team meetings, one-to-one calls, messaging, file access, and work on bugs.

The followings are the vital collaborative work-oriented features of Microsoft Teams that enable remote and hybrid teams to operate in their full capacities:

1. Calls, Meetings, and Texts

Microsoft Teams is a robust app for team calls and meetings. You can schedule meetings in Outlook Calendar for team meetings of a specific team group.

Every member will get automatic alerts so that no one misses any important project meetings. Teams also enable team members from remote locations to attend the meeting through phone calls.

Microsoft Teams follows the threaded format for group texts. Get the attention of team members by tagging them with @ sign during messaging.

2. Screen Sharing

During team meetings, click on the Share content button to share various assets of your computer. Microsoft Teams lets you share:

• Desktop for seamless collaboration with multiple windows, pop-ups, notifications, and apps.
• A specific window when you need to focus on one particular content and keep desktop activity private.
• PowerPoint’s presentations. The audience can move through the slides if they want to.
• Microsoft Whiteboard for collaborative UI/UX designing, product designing, and many more.

3. Public and Private Teams

Public team channels let you collaborate freely with external contacts. For example, create public groups for graphic designers, app developers when you collaborate with the client’s developers.

When you’re working on something outside the client’s project, it’s better to create a private team channel for team members. You can share files, discuss ideas, and take decisions that are outside the client’s scope.

 

OneDrive for Collaborative Work

OneDrive is a Microsoft cloud storage service with excellent data security. The tool makes it easy for team members to access project files and documents from anywhere.

When you set up a team on Microsoft Teams, OneDrive becomes the default cloud storage. You can make use of the following features for collaborative work within the team or among the teams:

1. Storing and Syncing Files

You can create a shared library for each project. Then, add the team members who need to work on the project. Now, all members can access any files that you create or upload in this library.

OneDrive’s apps sync your device with the cloud platform and automatically save the latest file in the local drive. Therefore, you and your team can work on project documents even if the internet isn’t available for a while. Though, any real-time collaboration won’t be available when your device is offline.

2. Controlling Share and Access

You’re in full control of your data. Unless you share any file in any Microsoft Teams group or shared library of OneDrive, your file is totally private. If you need to share any file urgently, simply drag and drop the file into a shared library or Teams group.

You can set various access controls for project files and documents. Let’s consider you’re working on a blog for the upcoming Computer Security Day. You need creative input from the team.

You can manually share the content link with a few team members and not unnecessarily share it with the whole team. Then, you can restrict content downloading, provide review-only access, and so on.

3. Tagging Collaborator

Content editors, publishers, project managers can reduce their task load by implementing document tagging. If you’re editing a draft blog and need the writer to add some historical data to the content, you can simply mention them on the document using the @ sign.

The writer or content creator will get an automatic email with a link to the file and comment. There is no need to chase the content creator through messaging apps or voice calls. This saves you and your team a great deal of time.

4. Real-Time Editing

You can reduce the time of content creation and approval by switching to real-time editing. For high-volume content projects, your team should adopt this approach.

You and your project team can open the same Excel, Word, or PowerPoint file on the browser. Any changes that the content creators, editors, and approvers make show up to all collaborators.

 

SharePoint for Collaborative Work

You can use Microsoft SharePoint as the default intranet portal for any project. You can securely deploy tasks, reports, workflows, and deliverables of any project online without managing any backend server.

Here is a list of features of SharePoint Intranet that you would want to use for collaborative work with a fully remote or hybrid workforce:

1. Content Management

You can manage project data like documents, files, images, design assets, phone contacts, email contacts, and videos effortlessly on SharePoint. You can create separate segments for each file on a SharePoint site.

You can add a metadata-based search program so that team members can easily access files from anywhere. Users can also access files from mobile because SharePoint is a mobile responsive app.

2. Communication Site

You can use SharePoint for visual communication. For example, create different communications sites on your intranet for audiences like team members, clients, vendors, and so on.

Now, you can post updates regarding a project, product, or service to the above-mentioned sites with one click. You can use communication sites on SharePoint to publish project status dashboards and gather comments from your clients.

SharePoint sites also let you add calendar events, timelines, and tasks for project management with ease.

3. Sharing and Permission Control

You can set different sharing rules and levels on SharePoint. For example, team members can get edit access, external collaborators get view access, and clients get full control over a project site on SharePoint.

There are various permission controls in SharePoint sites that you can leverage for easy content access with appropriate security in place. You can choose from Full Control, Design, Edit, Contribute, and Read.

Productive and Affordable Collaboration

Utilizing all of these collaborative work features of Microsoft Teams, OneDrive, and SharePoint is a breeze.

You can now get started with project tasks, document management, real-time whiteboarding, and team collaboration from anywhere.

Makeuseof

The post How to Use Microsoft Teams, OneDrive, and SharePoint Together for Collaborative Work appeared first on Opus Solution.

First off, the company is introducing a feature that will bring the ability to easily change permissions by using the SharePoint Intranet or OneDrive share controls. The new quick permissions dropdown menu will let users provide read-only or editing permissions to a specific user or group. Users will now be able to find the Link settings option within the quick permissions dropdown, allowing them to change sharing permissions and links. Both Link settings and Quick permissions now generally available in SharePoint and OneDrive for Business.

Later this year, Microsoft 365 apps will also get an improved Copy link experience, which will add an option to create a shareable link for files and other content. The firm is replacing the existing Copy link button with a footer link for setting access and edit permissions for recipients. The Microsoft 365 roadmap suggests that this update is coming in November 2021.

Another important new update for OneDrive is an improved way of managing the access settings for shared files. The sharing dialog will add a new “Shared with” section at the bottom, which will let users track the number of people who have access to the shared document. Microsoft is also adding new controls to the Manage Access dialog box, allowing users to tweak or revoke permissions by clicking on individual names or groups. Both these features are expected to arrive in November this year.

Last but not least, Microsoft also announced today that it’s finally updating the Share menu that is currently available in OneDrive, SharePoint, Microsoft Teams, and other Microsoft Office365 Vietnam apps. This update will make it easier to access additional sharing options such as manage access settings, copy link, email, and Microsoft Teams chat. The new Share menu dropdown will be available by the end of this year. If you’re interested, we invite you to check out the OneDrive blog for more details on these updates.

OnMSFT

The post Microsoft announces a new sharing experience for Microsoft 365 apps appeared first on Opus Solution.

Of interest to IT pros, Microsoft is converging its OneDrive and SharePoint Admin Center management portals, with a consolidated portal expected to arrive for Microsoft 365 subscribers “through February,” per a Tuesday Microsoft announcement.

Microsoft has plenty of management portals, so much so that there’s an MS Portals project in existence, set up by Microsoft Most Valuable Professional Adam Fowler, that’s dedicated to tracking them. Microsoft is consolidating its OneDrive and SharePoint management portals to “enable a smoother admin experience across the Microsoft 365 admin suite,” and to give IT pros “increased centralized control over content across the organization,” the announcement explained.

The new combined portal, which wasn’t named, will provide controls over the following OneDrive aspects:

• Internal and external sharing by end users
• Access controls for end users
• Default storage limits for end users
• Information retention policies
• Sync controls

IT pros will have access to OneDrive “cards,” as well as SharePoint cards, which show statistical details on things like app use and file activity, including end user content sharing. It’s possible to block the uploading of specific file types, if wanted. IT pros also can adjust the default storage limits for end users. They can set retention times on content, both for OneDrive and SharePoint Portal, which might be done after an employee leaves.

Content uploads also can be blocked “based on device or network location” as a security precaution.

Also coming with the portal change will be a Global Reader role, which permits a person to view, but not change, Microsoft Office365 Vietnam administrative settings.

Adaptive Cards Compliance Controls in Teams

Microsoft also this week announced the ability to use the Microsoft 365 Security and Compliance Center portal to set compliance controls over the use of Adaptive Cards in the Microsoft Teams collaboration service for both files and chat content.

Adaptive Cards are a “platform-agnostic” Power Automate capability for sharing information, which uses the JavaScript Object Notation (JSON) format, per Microsoft’s description. They are used to share information “between Microsoft Teams and other services.”

The new compliance controls in the Microsoft 365 Security and Compliance Center portal will permit IT pros set the following protections:

• Legal hold: Preserve Adaptive Card content
• eDiscovery: Identify, collect and produce card content in response to an investigation
• Audit: Audit user activity on Adaptive Cards for forensics
• Retention: Manage card content lifecycle in Teams

Those capabilities are all now at the “general availability” commercial-release stage, the announcement indicated.

Apparently, accessing the capabilities listed above won’t require IT pro or developer actions.

“There is no additional work required from app developers to enable them,” the announcement indicated. “For the tenant admins, selecting Teams as a location in the above compliance workflows will now automatically include card content generated through apps in the corresponding Teams conversations.”

Channel Update Options for Office 365 End Users

Microsoft is planning to include an option that will let IT pros permit Office 365 end users to select the Office 365 feature update “channel” they want, should IT pros want to do such a thing.

This capability, which will appear as an “update to the Office 365 ADMX templates,” is briefly noted in this Microsoft 365 roadmap item. The feature is currently under development but planned for a release next month.

Opus Solution is a business consultant in Vietnam, specializing in consulting and providing solutions of Microsoft such as Office 365, Azure, Power BI, Sharepoint. Do not hesitate to give us a call if you need more advice on these technology solutions.

Microsoft Lists Adoption Page

Microsoft has created a one-stop landing page to get best-practices advice, guides and templates for end users of the Microsoft Lists list-creation service. The Microsoft Lists Adoption page appears to have been launched this week, per a Microsoft announcement.

Also this week, Microsoft published some advice for customizing rules that get used in Microsoft Lists templates.

Redmondmag

The post Microsoft Uniting OneDrive and SharePoint Admin Portals Next Month appeared first on Opus Solution.

Today, SharePoint powers a growing number of experiences across Microsoft 365, not only in the world, but Vietnam Office365 solutions also plays a very important position in businessesFrom files, lists, and videos to engaging sites, custom apps, and knowledge solutions—on the desktop, web, mobile, and increasingly, inside Microsoft Teams, SharePoint is the most flexible content collaboration platform in the industry. And for the fourth year running, Microsoft has been recognized as a Leader in the Gartner Content Services Platforms Magic Quadrant for 2020.

With years of experience in delivering Sharepoint solutions to our users, Opus understand the potential of this technology and how they help businesses improve their performance. The SharePoint ecosystem is growing faster than ever, passing a new milestone with more than 200 million monthly active users in the cloud. Innovative companies like Mott MacDonald, Arla Foods, Gap Inc., and TransAlta are driving this growth.

Let’s look in more detail.

Leading in the Gartner Content Services Platforms Magic Quadrant

Today, Opus is also delighted to hear that for the fourth year in a row Gartner has recognized Microsoft as a Leader in the Content Services Platforms Magic Quadrant for 2020. Once again, Microsoft placed highest in Ability to Execute and is placed higher on both Completeness of Vision and Ability to Execute than any other company in the Leaders’ quadrant.

The Gartner team has projected some emerging trends in the content services arena which are fueling innovation in SharePoint Portal across Microsoft 365.

“The inclusion of tightly integrated intelligent services starting to provide real differentiation between products in the market. This has surfaced in a number of ways; in classification (content intelligence), in productivity (productivity intelligence) and in content protection (security intelligence).”

Powering innovative experiences across Microsoft 365

Microsoft are investing more than ever to bring their customers innovative content collaboration and protection capabilities—increasingly powered by Microsoft AI.

• SharePoint powers content collaboration across Microsoft 365. It underpins the document sharing scenarios in OneDrive with Word, Excel, PowerPoint, and 320 other file types. It drives new Microsoft Lists experiences. It enables end-users to create beautiful pages and portals with video from Microsoft Stream and conversations from Yammer to engage employees as Arla Foods has done for their 20,000 employees. It powers Teams Meeting Recordings and soon, stream videos. Finally, SharePoint enables millions of developers to create solutions with their latest SharePoint Framework (“SPFx”) and Power Platform. All of this is available in both standalone SharePoint sites and hosted in Microsoft Teams. Customers like Gap Inc. use SharePoint and OneDrive to power a unified digital workplace with cloud-based file sharing.

• SharePoint delivers unparalleled solutions for document management and content protection. User experience offers easy and powerful tools to manage file sharing, versions, templates, copy or move, automation, alerts, and labeling. With more than 100 global datacenters and Microsoft’s global network edge—along with compliance standards, including ISO 27001, FISMA, and EU Model Clauses, the newly announced ability to comply with SEC 17a4, and security tools like information governance for automated retention and Records Management, data loss protection (DLP), eDiscovery, and Microsoft Information Protection-based encryption—they offer customers trusted compliance and security. Microsoft is proud to be able to work with partners like VersaFile to help TransAlta consolidate legacy critical content platforms into Microsoft 365.

• The latest investment is bringing content intelligence to customers with Microsoft Search, SharePoint Syntex and Project Cortex Topics. SharePoint is a core part of Microsoft Search, using Graph-based content connectors to index data in over 130 remote locations, such as file shares, SQL, or ServiceNow. Microsoft just released SharePoint Syntex, which uses advanced AI and machine teaching to amplify human expertise, automate content processing, and transform content into knowledge. They ’ve also modernized their taxonomy services (managed metadata) with synonyms, machine translation, import functionality, analytics, and five times our previous scale.

Project Cortex, also based on SharePoint, delivers knowledge and expertise in the apps you use every day to harness collective knowledge and to empower people and teams to learn, upskill, and innovate faster. Learn more about how the global engineering firm Mott Macdonald uses Project Cortex to transform knowledge sharing and discovery.

Growing faster than ever and investing for the future

Microsoft have had a bold vision for content collaboration from day one in SharePoint and brought that to many more customers and partners with the broad availability of Microsoft cloud services in 2011. The feedback and support over the last decade has enabled Microsoft to invest in the most flexible cloud content services platform—built on Microsoft Azure solutions and the Microsoft Graph—and deliver many new experiences. In the last year, as the world has pivoted to remote work, organizations of all sizes accelerated adoption of Microsoft 365 and all of their SharePoint powered experiences to skyrocket—SharePoint sites, Microsoft Teams, , Office, custom PowerApps and SPFx apps, and more.

As a partner of Microsoft in the Vietnamese market, Opus is also hornored to accompany Microsoft in supporting our customers in this period and humbled to announce SharePoint usage doubled in the last year and passed a new milestone of 200 million monthly active users in the cloud.

And we are not done. Far from it. Over the last few years, Microsoft have invested in a new SharePoint storage, platform, and experience architecture deployed across more than 60 regional data centers supporting millions of requests per second and exabytes of data. This new platform is enabling them to deliver innovations to you faster and you will see them bring to market many new SharePoint-powered experiences in collaboration, media, protection, intelligence, custom solutions, and more in 2021.

Microsoft

The post Over 200 million users rely on SharePoint as Microsoft is again recognized as a Leader in the 2020 Gartner Content Services Platforms Magic Quadrant Report appeared first on Opus Solution.

When someone shares a file with you through OneDrive, they might mail you a link or just put it in a folder you have access to. Going back and finding the file you need when you didn’t get to choose where to put it can take far too long. Now OneDrive commercial is getting a version of the ‘Add to my OneDrive’ feature that’s been in consumer OneDrive for a while — and the improvements to the feature should show up in the consumer service as well.

“The notion is we should make it easier for you to manage all the stuff you care about, even if it wasn’t the stuff you put somewhere or the stuff that you created. ‘Add to OneDrive’ is essentially the answer to the question of how do I organise all that stuff I see that’s shared with me,” Jason Moore, partner group manager for OneDrive, told TechRepublic.

“We’ve had it for several years on OneDrive consumer. We’ve been able to learn a lot from that, and some of the under-the-cover improvements that we’ve made with this coming to commercial will go back to make the consumer version better and more reliable faster, and so on. Whether you’re a consumer user, whether you’re a commercial user, whether you’re an educational user — you should be able to organise the world of content that comes at you just as well as you can organise your [own] content. And it’s Microsoft 365, so it’s respecting best-in-class security, governance and compliance — all of those things come with it, without the user having to stress.”

Share and add

The new option will be available in OneDrive and in SharePoint Online. On the OneDrive website, when you select a folder that’s been shared with you under Shared with me (or in one of the shared libraries from SharePoint that show up here), the ‘Add shortcut to my files’ button will appear in the toolbar.

“We’ve had it for several years on OneDrive consumer. We’ve been able to learn a lot from that, and some of the under-the-cover improvements that we’ve made with this coming to commercial will go back to make the consumer version better and more reliable faster, and so on. Whether you’re a consumer user, whether you’re a commercial user, whether you’re an educational user — you should be able to organise the world of content that comes at you just as well as you can organise your [own] content. And it’s Microsoft 365, so it’s respecting best-in-class security, governance and compliance — all of those things come with it, without the user having to stress.”

The new Add to OneDrive option appears for folders that have been shared with you.
Image: Microsoft

That puts the folder into the top level of your OneDrive, which means you can access it through Files On-Demand on Windows or Mac (and sync the files offline if you choose). It gets a different icon to make it obvious it’s a shared folder; if the shared folder has the same name as your own folders, it will include the name of the person who shared it, so you can tell which is which. (Those are both features we hope come to the consumer in OneDrive, because they remove a lot of potential confusion.)

In future, you might be able to pick where in your folder hierarchy shared folders show up, Gaia Carini, principal program manager for the OneDrive Sync team, told us. “That’s something that we’re considering for future versions of the feature.”

If you add a shared folder that has the same name as a folder you created, it shows who owns the folder.
Image: Microsoft

More sophistication with files and folders is an important part of handling the increasing usage of cloud storage and avoiding unintended consequences from sharing content, Moore suggested.

“As people move their content and their collections to the cloud, we’re entering a world where it’s not just ‘here’s my shared content’. Before this we had file shares with everything, and before that we had a hard disk so we could unplug it, and before that we were moving floppies between devices. I think we’re now entering a place where people have so much content that we’re going to have to be much more sensitive and thoughtful about these challenges, about hierarchy and depth and potential overload. We’re all taking more photos and more videos, creating more files and more content is auto-generated. How do I apply even more organisation on that just to deal with the fact that there’s so much stuff?”

There are already controls. Admins can prevent users from sharing files from their OneDrive; if that happens to someone who has shared a folder that you’ve added to your OneDrive the folder won’t disappear, but when you try to open it you’ll see a notification that you no longer have access. If the person who shared with you leaves the organization, you’ll get a prompt to remove the shortcut. In the longer term, OneDrive might get a ‘transfer ownership’ option that covers this, but that’s not on the roadmap yet.

‘Add to OneDrive’ starts rolling out to production in August 2020, but as usual it can take some time to reach all tenants.

Microsoft is also cleaning up a few oddities about file sharing; shared libraries that require you to add metadata to files for compliance reasons have previously synced as read-only. Now you’ll be able to edit files in those libraries on devices you sync them to.

When you move a shared file from one shared library to another, people you’ve already shared it with don’t currently have access to it after the move. Soon, you’ll be able to choose to keep sharing a file even when you move it; that will send a notification with a link to the new location to anyone who already had access. However, that only works when you use the ‘Move to’ button in the OneDrive web interface; dragging files into another OneDrive folder inside File Explorer in Windows or Finder on macOS will still break the links.

If you are interested in learning more about Microsoft technologies, do not hesitate to give Opus Solution – a business consultant in Vietnam a call.

We are specializing in consulting and providing solutions of Microsoft besides Sharepoint such as Azure solutions, Power BI development Vietnam.

Simpler link sharing

Teams integrates OneDrive very neatly — it’s what you see on the files tab. If you want to send someone a link to a file you can see in Teams, you don’t have to invite them into the same team; you can now share a file as a link and choose if it’s accessible to everyone, just people within your organization, people with existing access, or specific people — including those in a private or group chat, even if they’re added after the file was shared with the chat participants.

And if you’re on the enterprise OneDrive site, or working with a OneDrive file in a browser app like Word on the web, and you don’t want to click the Share button just to have to click the Copy Link button to get a URL you can send someone else in your organisation, you’ll soon be able to just copy the URL out of the browser address bar. If the folder the file is in has access restrictions, they’ll apply to the URL and admins can turn this off for folders likely to contain sensitive files.

Sometimes, sharing is too easy, so there are more controls coming for admins to manage external sharing; they will be able to limit external sharing to users in specific security groups and set default expiry dates for OneDrive items shared externally (the suggested default will be 60 days). Admins can also now use the Set-SPOSite PowerShell command to override the link expiry policy for individual users’ OneDrive.

Better admin tracking

OneDrive commercial currently has its own admin portal at admin.onedrive.com, which opens in a separate browser tab from the SharePoint Portal of admin . Later this year, all the OneDrive admin tools will move into the main SharePoint admin centre so you can see them all in the same place and get better reporting.

There are already org-level reports that admins can use to track internal and external sharing. “Reporting becomes critical, because analysis is going to drive the next step of ‘how am I doing business analysis on how we’re using these services to get the most return on investment for our organisation, and to make sure that we’re doing the right things, that we’re compliant and we haven’t had any data exfiltration and so on’,” Moore said.

A mockup depicting what the OneDrive sync health dashboard will show to admins.
Image: MIcrosoft

The new OneDrive sync health dashboard coming later this year will give admins more information about how well OneDrive is working for users.

Those details show up in an executive summary that admins can click through for more detail, all the way down to the actual error messages users will see, in the language used on their device. “If it’s a multinational company that has employees all over the world, we want to make sure the admin knows what the user would see as well as what the actual error is so they can best help the user,” Carini explained.

“The goal of the sync admin reports is really to make it easier for admins, from small businesses to large organisations, to get insights into the status, their deployment of the sync client and in particular the known folder move feature, which automatically syncs your desktop documents and pictures folders, and then also help them drive down sync errors,” Carini told TechRepublic. It shows what admins have told the OneDrive team they want to see: how many devices have sync error, which Known Folders are opted into OneDrive sync, and the last time a device was fully in sync.

TechRepublic

The post Microsoft OneDrive: New features allow business users to stay on top of sharing and sync status appeared first on Opus Solution.

Our company – Opus Solution is a business consultant in Vietnam, specializing in consulting and providing solutions of Microsoft such as Sharepoint Vietnam, Azure solutions, Power BI development. Do not hesitate to contact us if you need more advice on these technology solutions.

Lists is a new application, introduced at the Microsoft Build developer event in May, that lets people track information. The capabilities of Lists apps can be extended, as well, using various Microsoft Power Platform solutions. Lists are being added across various Microsoft 365 applications, including “Excel, SharePoint, Power Apps (custom forms), Power Automate (customer flows) and Power BI,” per the announcement.

The Lists apps will first arrive at Microsoft 365 tenancies that opted to get so-called “Targeted Releases,” which is a software release stage before a production environment-ready release. Here are the months when the new Lists apps are expected to arrive:

• A new “Lists home page” is expected to appear at the end of this month for “enterprise, education, and government plans.”
• A new “Lists app in Microsoft Teams” is expected to arrive by the end of August.
• A worldwide production-level release of Lists apps is expected by the end of October.

Microsoft 365 and Office 365 tenancies with subscription plans that include SharePoint will be the ones to get the Lists apps, the announcement explained.

Microsoft has described Lists as an “evolution” of the current SharePoint Lists capability. Members of Microsoft’s Lists design team explained in a Microsoft Intrazone podcast talk that the new Lists features a more consumer-friendly type of interface. Users get eight templates out of the box that were tested and winnowed down based on the sort of Lists tasks that people want to get done. The files created when Lists get saved are stored in SharePoint. However, there’s also an option to save to a “My Lists” space on OneDrive storage, which is a new capability, the design team explained.

Microsoft previously explained that Lists will be accessible from the Microsoft Launcher, Microsoft Teams and SharePoint Online. There also will be mobile applications, expected to arrive by year’s end, on the iOS and Android platforms. Microsoft also previously indicated back in May that it “has no plans to deprecate classic lists” in SharePoint, but instead SharePoint Online users will get the benefits of using the newly designed Lists apps.

Microsoft is planning to talk more about its new Lists apps in a coming Web presentation, “Working with Microsoft Lists,” scheduled for Aug. 5, 2020 at 9:00 a.m. Pacific Time. The event can be added to a person’s calendar using this link, or there’s a live join link.

Immediately after the Web presentation, Microsoft plans to answer questions from the public in an “Ask Microsoft Anything” messaging session, which is planned for Aug. 5, 2020 at 10:00 a.m. Pacific Time.

The post Microsoft Lists Apps Coming Soon to Microsoft 365 Subscribers appeared first on Opus Solution.

Details were offered as a press briefing last week in video format, although the presentation, heavy with product demos on the compliance side, is currently available for anyone to watch on demand. During the presentation, Sesha Mani, a group program manager for security and compliance in Microsoft 365 services, offered the following roadmap slide:

Slide showing existing and coming Microsoft 365 security and compliance capabilities for OneDrive and SharePoint. (Source: June 30 Microsoft “Empower Your Remote Workforce” Web presentation)

The slide shows Microsoft 365 security and compliance capabilities, most of which are already available at the “general availability” (GA) commercial-release stage, having been released in May or June. Other security features are expected to appear by year’s end.

Mani summarized the overall highlights of the Web presentation, which focused a lot on the use of sensitivity labels for data loss prevention (DLP). In general, Mani said that IT security is past the point of relying on firewalls to protect data. To achieve zero trust, it’s now necessary for organizations to have in place data and device protections, as well as strong identity and access controls.

Previews Coming at Year’s End

Mani did explain a little about the feature called “multifactor authentication (MFA) at the site level,” which appears to be helpful for organizations needing mixed security controls. Here’s what he said:

“And also there’s a new capability, multifactor authentication policy at the specific site collection level. So, for example, imagine a scenario where [you have] top secret sites. You want to protect them with multifactor authentication, but, for general training materials [the] sites are OK, users can access them. So, for that level of scenario or use cases, we can now meet with this MFA policy at that site level.”

The coming Instant Session Revocation preview is tied to Azure Active Directory.

“The other key feature we’re looking at is instant session revocation, so you can revoke a specific user session in Azure Active Directory, then across all Microsoft 365 that user session is revoked,” Mani said.

The Expiring Permission feature is already at preview, with general availability coming at year’s end. Possibly, Mani was referring to setting expirations for access to OneDrive or SharePoint sites, but the details weren’t elaborated.

The DLP Block Anonymous for Sensitive Files feature is also currently at the preview stage, with general availability expected at year’s end, according to Mani. He didn’t describe it, though.

Sensitivity Labels

Microsoft turned on sensitivity labels in early May for Microsoft 365 tenancies using OneDrive and SharePoint. It lets users classify Office documents, which get protected and monitored for DLP compliance via the Microsoft Information Protection service. In late May, Microsoft added the ability to automatically classify documents using sensitivity labels. With this feature, IT pros can create the automatic classification policies for documents. They can then test these policies prior to implementation by first running them in simulation mode.

This week, Microsoft announced the ability to mark new files stored in OneDrive or SharePoint as being “sensitive by default,” which is a DLP capability that’s at the general availability stage. The sensitive by default capability gets enabled by running a new PowerShell cmdlet. Here’s what the cmdlet does, per the announcement:

“The cmdlet prevents guests from accessing newly added files until at least one Office DLP policy scans the content of the file. If the file has no sensitive content based on the DLP policy, then guests can access the file. If the policy identifies sensitive content, then guests will not be able to access the file.”

In late June, Microsoft extended sensitivity labels protections using the Microsoft Information Protection service to Microsoft Teams, Microsoft 365 Groups and SharePoint sites, which is available at the general availability stage. Files associated with those services can be assigned sensitivity labels that link to “policies related to privacy, external user membership, and unmanaged device access,” Microsoft indicated.

Compliance Protections

Information Barriers, a capability that lets organizations set policies to block communications between employees (as might be done to avoid conflicts of interest within financial institutions, for instance), will be reaching general availability for OneDrive sometime this summer. Information Barriers was described back in early May as preview capability for Microsoft Teams, as well.

Insider Risk Management for Microsoft 365 reached the general availability release stage back in February. It checks for employee high-risk activities using artificial intelligence and machine learning capabilities, and also serves as an investigatory tool.

Redmondmag

Our company – Opus Solution is a business consultant in Vietnam, specializing in consulting and providing solutions of Microsoft such as Sharepoint Vietnam, Azure solutions, Power BI development. Do not hesitate to contact us if you need more advice on these technology solutions.

The post Microsoft Highlights Security and Compliance Milestones for OneDrive and SharePoint appeared first on Opus Solution.

Files are often the starting point for getting work done and staying connected. Memos, presentations, photos, videos—these are the conduit for more fruitful interactions. That’s why we’re excited to announce new OneDrive features across Microsoft 365 that bring a more connected and flexible files experience to business users, more control to admins, and a more personal touch to everyone at home.

“Where can I find that file?” It’s a question we’ve all asked our colleagues, our teams, and, most often, ourselves countless times. But those five short words, which are the bane to anyone’s productivity, will soon be short-lived.

Later this month, for our business users, we’re rolling out in public preview a new feature called Add to OneDrive that makes it easy to add shared folders directly to your OneDrive.

Shared folders include content that others shared with you through their OneDrive or content that is a part of your shared library in Microsoft Teams or SharePoint.

With Add to OneDrive, not only can you bring all your shared content into one place, but you can also work with the shared content with the same power and flexibility as if they are files you own. This means that the added content can be synced, shared, and collaborated on—and that it retains all existing security and compliance policies. The public preview rollout will be enabled in your tenants by default with the option for admins to opt out if they choose.

Add to OneDrive is just one of several features that makes your files experience more connected, flexible, secure, and personal. Read on to learn about others.

More connected

Teams sharing integration—Microsoft 365 should feel the same no matter which app you’re in. This is especially true for Teams, which has become central to our remote work lives. To extend this familiarity to files, soon we’re rolling out the same file sharing and access control experience in Teams that business users like yourself already know from other Microsoft 365 apps, including OneDrive, Outlook, or Office. Soon, when you go to share a file from within Teams, you’ll have the option to create sharing links that provide access to anyone, people within your organization, people with existing access, or specific people, including those in a private or group chat.

Synced metadata support—Metadata adds structure and compliance to your files. Currently shared libraries with mandatory metadata synchronizes as read-only. We are excited to announce that in the next few weeks we are rolling out an update to the OneDrive sync app supporting read and write sync for shared libraries that contain required metadata. This will enable business users to edit content in their synced libraries while working from their desktops.

Move and keep sharing—Your files should move as your workflow does. As a document moves through its lifecycle—from creation to review to final—it needs to relocate to shared cloud libraries that reach a broader group of collaborators. But it needs to do so without affecting the original group’s access. Later this summer, business users can do exactly that in OneDrive by choosing to keep sharing with collaborators when they move their files. This means all business users who had original access to a file will be re-added to it if that file changes shared library locations. Those users will now receive a new link maintaining the same permissions they had before and receive a notification about the move.

More flexible

100 GB file updates—As of today, we are proud to announce that we have increased the upload file size limit from 15 GB to 100 GB in OneDrive and SharePoint for everyone! This is especially helpful for business users that work in predominately large file types, like 3D, CAD, and media files. Previously released differential sync will help expedite the upload process for large files by only syncing the parts that changed instead of the entire file.

Comment notifications—Notifications can keep you on track—but they can also be distracting. To help you stay productive when you need to focus, later this year, we’re adding the option to turn off comment notifications for individual files. Doing so will only affect that file, not the entire files library.

Address bar sharing—If you access or work on a file in a browser, you’ll soon be able to share links copied from your browser address bar with your internal colleagues (if admin-enabled). These URLs will respect all sharing policies, empowering natural and easy collaboration within your organization.

More control

Sync admin reports—Strong reporting leads to strong auditing and monitoring. As an admin, you can better assist your users if you know what’s happening in their environments. Sync admin reports allow you to do just that by providing visibility and insights on adoption and health of the OneDrive sync app across your organization. Use this new dashboard to check sync app versions, sync status, and top sync errors on individual devices. You can even monitor deployment progress of Known Folder Move, which we recommend implementing to help redirect your users’ known folders (Desktop, Documents and Pictures) on Windows to OneDrive. Help-desk resources can also leverage these reports to support users with their sync.

Sync admin reports will be available later this year, but we are excited to share a sneak peek with you today!

Enhanced file protection and governance—We recently announced the general availability of several features that strengthen file protection and governance in OneDrive and SharePoint. These include Microsoft Information Protection sensitivity labels with protection, automatic classification with sensitively labels, sensitivity labels for SharePoint sites, and information barriers. Additionally, admins will soon be able to implement automatic expiration of external access, multi-factor authentication policies, like prompting one-time passcodes (OTP), as well as extending continuous access evaluations to OneDrive and SharePoint.

Streamlined admin experience—We’ve been expanding the OneDrive toolkit to streamline the admin experience, including new options for easily migrating content to OneDrive. There are also several enhancements on the horizon. Later this year, all OneDrive admin capabilities, including controls for sharing, access, sync, and storage, will be available in the SharePoint admin center, consolidating admin tools in one place. This will unlock several enhancements in reporting, WCAG 2.1 accessibility support, Global Reader support, error messaging and performance.

This summer, we’re also releasing a new option to set mandatory expiration dates for external collaborators that can be extended or revoked based on user discretion.

More personal

Our work and personal lives have become increasingly intertwined as this super-charged digital transformation takes hold. We’re not just managing work documents online these days—we’re also sharing family photos, schedules, planning documents, roommate expense spreadsheets, and much, much more. And just like we expect seamless sharing and collaboration on the job, now more than ever, we need it in our personal lives.

Family and group sharing—We’re making it easier to stay connected with family and group sharing in OneDrive, coming later this month. This new consumer feature, available on OneDrive for the web, lets you predefine a group of people from your personal life and then easily share files, photos, videos, and albums with that group. Groups can be family, friends, your kids’ sports league, your sports league, old college buddies, new game night pals—anyone you want to stay connected with.

To share files to your group, select the file or folder you want to share in OneDrive, click Share, and then type and select the name of the group. All members of the group need a Microsoft account, and each will need to accept your invitation to the group to access it.

Family and group sharing is included in all free and paid OneDrive consumer plans and will begin rolling out soon on OneDrive for the web, with general availability expected by the end of July. It will become available on the mobile app, sync client, Mac, and directly from Word, Excel, and PowerPoint by the end of this year.

Dark Mode for the web—Following its releases for iOS and Android, we’re soon bringing Dark Mode to OneDrive for the web across commercial and personal accounts. Aside from its aesthetic appeal, Dark Mode also reduces eye strain and improves your device’s battery life.

Better collaboration with friends and family—Newly released features like OneDrive’s file detail pane and activity feed let you see your file activity and comments in single view, so you can quickly get back into the flow of what you and your friends and family are working on together.

Peace of mind—Your OneDrive files are protected and secured by our comprehensive security features, which include file encryption, Personal Vault, virus scanning, suspicious activity monitoring, ransomware protection, and many other measures. (Note that ransomware protection requires a Microsoft 365 Personal or Family subscription.) You also get the privacy you deserve. Microsoft does not scan the contents of your files or photos for targeted ads. Our consumer privacy policy is transparent and puts you control your OneDrive data with easy-to-use settings and clear choices in your privacy dashboard.

Microsoft

Our company – Opus Solution is a business consultant in Vietnam, specializing in consulting and providing solutions of Microsoft such as Sharepoint Vietnam, Azure solutions, Power BI development. Do not hesitate to contact us if you need more advice on these technology solutions.

The post Introducing new OneDrive features to share and collaborate across work and life appeared first on Opus Solution.