Tag Archives: Office 365

Office 365 retention labels and policies for SharePoint

As I am a SharePoint person, and retention policies and labels are not a SharePoint engineer responsibility, I do not go to the m365 Compliance Center frequently. Below are My notes for myself on key moments – how to create and configure Office 365 retention labels and Policies at Compliance Center and use labels in SharePoint Online (SPO).

In SPO at each site collection level you can still work with retention policies the old way – create policies under Site Collection Settings – Content Type Policy – and apply policies at library level under Library Settings/Information Management Policy Settings. There is also Site Retention Policy.

But Microsoft is making efforts to centralize and unify such things – so you can specify retention policies in one place and apply them across all Office 365 content (not only SharePoint). That place was called Office 365 Security and Compliance Center (SCC). Later Microsoft separated Security Center and Compliance Center. So currently Retention Policies are under “Microsoft Purview” (former Microsoft Compliance Center) -> Solutions -> “Data lifecycle management”:

To get access to “Data lifecycle management” solution – you need to have a “” or “” roles. SharePoint or Teams administrator cannot access Purview. Even having “Global reader” or “Security reader” an admin will not be able to see “Data lifecycle management” blade. Here is how Microsoft Purview looks like for a Global reader:

Although SharePoint admins usually do not have access to SCC and do not go to Site content, we still need to know how it all works. And labels are recommended way to specify retention in SharePoint, so here we are.

Labels are applied to documents, documents are kept in libraries, and at each library you can “Apply a label to items in this library”.

Create Labels

Labels are created in SCC under Classification. The main part looks familiar to SharePoint people:

Label Settings

You can

  • Retain Content forever or for a specified number of days/months/years and then
    – delete it or trigger a disposition review or do nothing
  • Delete content if it’s older than specified number of days/months/years

after it was created/modified/labelled

Apply labels

Now you need to publish created labels – and that is how you create a policy. I.e. policies are where you specify which labels to which content (Exchange, OneDrive, SharePoint, Office 365 groups)

You can also auto-apply labels based on conditions, like

  • content that contains sensitive info
  • content that contains specific words or phrases, or properties
  • content that matches a trainable classifier

but as per Microsoft, “It will take up to 7 days to automatically apply the label to all items that match your conditions.”

Note: “trainable classifier” means an AI ML will be used, and as per Microsoft “Creating machine learning rules requires an Office 365 E5 subscription for your organization”

SharePoint admin center

You can do nothing with labels at SharePoint admin center. Labels are created, published and auto-applied at SCC. At each site collection levels site administrators can apply labels.

SharePoint site

At site collection settings you can still see “Content Type Policy Templates” and “Site Policy”, but that is not the case. Labels are applied at library level under Library Settings/Apply label to items in this list or library.

where you can select a label to apply for all new items in the library. With

You can also apply the label to items that already exist in the library.

You can also apply (change) label for each single item or multiple selected items under Details pop-up page:

or from under Contect Menu/More/Compliance details:

Adaptive retention policies and scopes

Microsoft recently implemented “Adaptive” retention policies. At step 2 of “Create retention policy” you’ll be asked “Choose the type of retention policy to create”: “A policy can be adaptive or static. Advantage of an adaptive policy will automatically update where it’s applied based on attributes or properties you’ll define. A static policy is applied to content in a fixed set of locations and must be manually updated if those locations change.”

And if you selected “Adaptive” – on the next step you will need to provide the adaptive scope (so at this moment you should already have created your adaptive scopes):

So, let us create your adaptive scopes.
What type of scope do you want to create? SharePoint sites…

And then you’ll have nothing more then set of conditions:

where you can use objects: “Site Url”, “Site Name” and “Refinable String 0″..”Refinable String 99”. Conditions would be “is equal to”, “is not equal to”, “starts with” and “not starts with”. Or you can select “Advanced query builder” and enter LQL query.

What is the takeaway from this for SharePoint administrators? We would be asked to configure SharePoint the way compliance/retention people can use Refinable Strings.



References

Office 365 DSC

(WIP)

Let me do some quick PoC on Office 365 DSC in my Office 365 Dev environment…

So far it is not working…

I have created a simple configuration:

Configuration o365DSC_Config_Tenant
{
    param(
        [Parameter(Mandatory = $true)]
        [PSCredential]
        $credsGlobalAdmin
    )
    Import-DscResource -ModuleName Office365DSC
    node localhost
    {
        SPOTenantSettings MyTenantSettings
        {
            IsSingleInstance                              = "Yes"
            GlobalAdminAccount                            = $credsGlobalAdmin
            PublicCdnEnabled                              = $false
            PublicCdnAllowedFileTypes                     = "CSS,EOT,GIF,ICO,JPEG,JPG,JS,MAP,PNG,SVG,TTF,WOFF"
            NotificationsInSharePointEnabled              = $true
            OwnerAnonymousNotification                    = $true
            LegacyAuthProtocolsEnabled                    = $false
            Ensure                                        = "Present"
        }
    }
}

and ran it with

$adminAccountCred = Get-Credential -UserName $adminUPN -Message "pw pls"
$mPath = 'C:\scripts\o365\Office365DSC'
$cd = @{
    AllNodes = @(
        @{
            NodeName = 'localhost'
            PSDscAllowPlainTextPassword = $true
        }
    )
}
o365DSC_Config_Tenant -OutputPath $mPath -credsGlobalAdmin $adminAccountCred -ConfigurationData $cd
Start-DscConfiguration -ComputerName 'localhost' -Wait -Verbose -Path $mPath -Force

the error I got:

VERBOSE: [VPC]:                            [[SPOTenantSettings]MyTenantSettings] Test-TargetResource returned False
VERBOSE: [VPC]: LCM:  [ End    Test     ]  [[SPOTenantSettings]MyTenantSettings]  in 11.4040 seconds.
VERBOSE: [VPC]: LCM:  [ Start  Set      ]  [[SPOTenantSettings]MyTenantSettings]
VERBOSE: [VPC]:                            [[SPOTenantSettings]MyTenantSettings] Setting configuration for SPO Tenant
VERBOSE: [VPC]:                            [[SPOTenantSettings]MyTenantSettings] The use of the public CDN is not enabled, for that the PublicCdnAllowedFileTypes par
ameter can not be configured and will be removed
A parameter cannot be found that matches parameter name 'Ensure'.
    + CategoryInfo          : InvalidArgument: (:) [], CimException
    + FullyQualifiedErrorId : NamedParameterNotFound,SharePointPnP.PowerShell.Commands.Admin.SetTenant
    + PSComputerName        : localhost
 
VERBOSE: [VPC]: LCM:  [ End    Set      ]  [[SPOTenantSettings]MyTenantSettings]  in 3.7290 seconds.
The PowerShell DSC resource '[SPOTenantSettings]MyTenantSettings' with SourceInfo 
'C:\scripts\o365\Office365DSC\o365DSC_Config_Tenant.ps1::12::9::SPOTenantSettings' threw one or more non-terminating errors while running the Set-TargetResource 
functionality. These errors are logged to the ETW channel called Microsoft-Windows-DSC/Operational. Refer to this channel for more details.
    + CategoryInfo          : InvalidOperation: (:) [], CimException
    + FullyQualifiedErrorId : NonTerminatingErrorFromProvider
    + PSComputerName        : localhost
 
VERBOSE: [VPC]: LCM:  [ End    Set      ]
The SendConfigurationApply function did not succeed.
    + CategoryInfo          : NotSpecified: (root/Microsoft/...gurationManager:String) [], CimException
    + FullyQualifiedErrorId : MI RESULT 1
    + PSComputerName        : localhost
 
VERBOSE: Operation 'Invoke CimMethod' complete.
VERBOSE: Time taken for configuration job to complete is 15.486 seconds

More to come…

Office.com OneDrive icon

OneDrive vs OneDrive vs Personal Site

 

Microsoft sells OneDrive as a personal cloud storage service… But There are actually two separate products behind the service, and each product provides more than “personal cloud storage service”…

What is OneDrive? What is the difference between OneDrive and Personal SharePoint site? Let’s see…

When you login to Office.com, you can click on OneDrive icon:
Office.com OneDrive icon

and you will found yourself at OneDrive site, so

one OneDrive is a SharePoint Personal site:

OneDrive - SharePoint Personal Site

The other OneDrive is a desktop application

i.e. program that runs in the background and synchronizes files from your personal SharePoint site (“first OneDrive”) to your local machine and back:

OneDrive as a desktop application - installed

OneDrive as a desktop application - running OneDrive as a desktop application - running in the background

Below is OneDrive desktop application in Windows File Explorer. Please notice how “test 01.txt” file and “test 02” folder are synchronized to first OneDrive.

OneDrive desktop application syncs data from Personal SharePoint Site

Confused? No? Wanna more?

Here are some more confusing details…

Using OneDrive desktop application you can synchronize your regular SharePoint site library with your desktop computer.

Here is a regular SharePoint site (Test23) with a LibUnderSharePoint library. You can click on the “Sync” button:

SharePoint site Library - Synchronized to Onedrive

and see the magic! Now you have another folder on your local Windows machine:

OneDrive Syncs SharePoint site

– but this time OneDrive synchronizes it to regular SharePoint site.

 

There is also a “Personal OneDrive” – the same as regular OneDrive but free…
(again, do not be confused: initially there was just OneDrive – free personal version and OneDrive for Business – version you could have with Office 365 subscription; now they are Onedrive and Personal OneDrive 🙂 )

OneDrive is a Microsoft thing. 
Google has “Drive File Stream” (Google drive)
Dropbox – Dropbox sync 

 

Search-for-a-crawled-property

Search schema: Search for a crawled property name wildcard

 

If you are managing SharePoint search, specifically if you are customizing SharePoint search schema, especially in SharePoint Online (Office 365) – you know how slow it works and how tiresome it is to “Search for a crawled property name”.

Search-for-a-crawled-property

Recently I found out that wildcard works. No, even two wildcards work

In this example I need crawled property started from ows and contains doc and type:

SharePoint search through crawled properties

 

SharePoint 2010..2019 keys and images

SharePoint 2010/2013/2016/2019 download images and product trial/evaluation keys

Installing SharePoint on-prem? Need an image and a product key? Looking for an Office 365 subscription? Here you go.

Product keys for Microsoft SharePoint 2019, 2016, 2013, 2010: 

  • SharePoint 2019 Enterprise product key: M692G-8N2JP-GG8B2-2W2P7-YY7J6 (trial)
  • SharePoint 2019 Standard product key: F2DPD-HPNPV-WHKMK-G7C38-2G22J (trial)
  • SharePoint 2019 Project Server license key: R9946-QXNHR-62JPQ-3H3QC-TMWJT (trial)
  • SharePoint 2016 RTM evaluation key: NQGJR-63HC8-XCRQH-MYVCH-3J3QR
  • SharePoint 2013 Evaluation key: NQTMW-K63MQ-39G6H-B2CH9-FRDWJ
  • SharePoint 2010 Standard trial key: PTTCF-PCY26-D9V8F-8JF8B-XH8JP
  • SharePoint 2010 Enterprise trial key: VK7BD-VBKWR-6FHD9-Q3HM9-6PKMX

SharePoint 2019

SharePoint 2019 Server is available to download from Microsoft Evaluation Center

SharePoint Server 2013-2016:

SharePoint Server 2016 @ Microsoft Download Center

Microsoft SharePoint Server 2013 

Microsoft Evaluation Center

Step-by-step guide – how to setup SharePoint with AutoSPInstaller
 

Microsoft Teams and Office 365

free Microsoft Teams plan for home or business:
Compare Microsoft Teams Online Options | Microsoft Teams

trial Microsoft 365:
Compare All Microsoft 365 Plans | Microsoft

free Office 365 (for developers only):
https://developer.microsoft.com/en-us/microsoft-365/dev-program (no credit card required)

Allow commenting on modern pages in SharePoint Online

Microsoft: “You can also select to allow or prevent commenting on modern pages. If you allow commenting, it can be turned on or off at the page level

By default both
– Allow users to create new modern pages
– Allow commenting on modern pages
are turned on (enabled)

Tenant or SharePoint admin can find settings under
SharePoint Admin Center -> Settings -> Pages

When you are creating a modern site page – there is an option “Comments” turned On by default:

And page with comments looks like:

Comments on site pages (aka modern pages) can be enabled or disabled at each of the levels:
– Tenant level
– Site (aka site collection) level
– Web (aka subsite ) level
– Page level
Here is how it is done:

LevelHow it’s doneWho can do it
TenantGUI ( SharePoint Administration)
or PowerShell
Global Administrator or
SharePoint Administrator
Site (Site Collection)PowerShellGlobal Administrator or
SharePoint Administrator
Web (Subsite)PowerShellSite Collection Administrator or Owner
(Full Control rights to web)
PageGUI (Page Editing screen)Site Member
(Edit right to page)

If commenting on modern pages disabled at higher level – lower level settings do not work. E.g. If you disable “Allow commenting on modern pages” at tenant level (it takes minutes) – the functionality will gone from all modern pages of all sites.

When you switch page comments Off – all existing comments will be hidden (but not deleted).
If you later turn comments On – comments will reappear, including Likes.

If “Allow commenting on modern pages” disabled at tenant or web level – you will not see “Comments On/Off” switch while editing page.
If “Allow commenting on modern pages” disabled at site collection level – you will see “Comments On/Off” switch while editing page, but you will not be able to turn it ON.

PowerShell

When you disable “Allow commenting on modern pages” at tenant level –
PowerShell Object (site/web) property “CommentsOnSitePagesDisabled” will not be changed for any site/web.
You can still with PowerShell set it to True/False:
“Set-PnPWeb -CommentsOnSitePagesDisabled:$false”
but it does not take any effect.

If you enable “Allow commenting on modern pages” at tenant level (it takes ~10 minutes) – the functionality will return to all modern pages and
all webs and sites properties “CommentsOnSitePagesDisabled” will ???.
You can change it with PowerShell:
“Set-PnPWeb -CommentsOnSitePagesDisabled:$false”.

# having Site Collection Admin Permissions:
# disable Comments On Site Pages for a subsite:
$webName = "SubSite_02"
Set-PnPWeb -Web $webName -CommentsOnSitePagesDisabled:$true 
# enable Comments On Site Pages for a subsite 
# (only if comments enabled at tenant level):
Set-PnPWeb -Web $webName -CommentsOnSitePagesDisabled:$false


# having global admin or SharePoint admin permissions:
# site collection:
Set-PnPTenantSite -Url $siteUrl -CommentsOnSitePagesDisabled:$true
# tenant-level Comments:
Set-PnPTenant -CommentsOnSitePagesDisabled:$true # disable
 comments
Set-PnPTenant -CommentsOnSitePagesDisabled:$false # enable comments

# does not work:
Set-PnPSite -CommentsOnSitePagesDisabled:$true

How do I know if if the page is modern page or classic page (PowerShell)?

$list = Get-PnPList "Site Pages" -Includes ContentTypes, Fields
$list.ContentTypes | ft -a
$cType = Get-PnPContentType -List $list | ?{$_.Name -eq 'Site Page'};
$cType.id
$queryString = "<View><Query><Where><Eq><FieldRef Name='ContentTypeId'/><Value Type='Text'>" + $cType.Id.StringValue + "</Value></Eq></Where></Query></View>"  
$modernPages = Get-PnPListItem -List $list -Query $queryString
$modernPages.count
$modernPages | ft -a

How do I know if the page is a Home Page (PowerShell)?

# web object contains relative link to the web's Home Page:
$web = Get-PnPWeb -Connection $siteConnection -includes WelcomePage
$web.WelcomePage

References

– Microsoft “Allow users to create and comment modern pages

See also:
Allow users to create modern pages

Note:
We did not discuss “Wiki Pages” or “Web part Pages”, we discussed only “Modern Pages” (aka Site Pages).
I have tested it all personally using Communication sites.
MS-Team (group-based) and standalone SharePoint (no-group) sites – TBP.