David Johnson Principal Program Manager Core Services Engineering (IT within Microsoft)

2. How Microsoft manages and enables external sharing and collaboration with SharePoint, OneDrive for Business and Microsoft Teams David Johnson Principal Program Manager Core Services Engineering (IT within Microsoft) Alfredo Mogollan Principal Program Manager Core Services Engineering (IT within Microsoft) THR2371

3. Is this keeping you awake at night? How do we enable users to work seamlessly across company boundaries while keeping company assets secure? Global economies require cross company collaboration Users need to be able to safely share content across company boundaries Companies need to keep sensitive content secure in a complex environment How do we do that?

4. Roles and their needs Business • Accomplish business goals as simply as possible – if it is too hard find an easier way… • Limit business disruption Employee Security Officer • Get out of my way • Make it ease for me to get my work done fast • Share easily but protect my secret stuff • Prevent data leaks and breaches • Protect high value information IT Legal IT Admin • Manage the increasing volume of data • Keep up with changing services & threats • Make all other roles happy • Comply with retention • Support eDiscovery

5. Our collaboration landscape Online Everything comes together On-premises Dedicated environments Three petabytes of Office 365 data spanning 3 geos Self-service & managed 180K Office 365 Groups + 75K non-group SharePoint sites + 230K OneDrive for Business <6K sites and portals Regional collaboration, team, divisional sites & portals Team sites and portals 150k Each group gets 50k 80k Hybrid On-premises shared services: search, profile, taxonomy Office 365 shared services: search, profile, Office Graph, taxonomy Office 365 Groups

6. External sharing of files Key for cross company collaboration but… Which methods can/should I use? Team shared library, ODB, Teams and Outlook groups offer external sharing capabilities Why not sharing through email attachments? Key element of collaboration is co-creating content; email attachments do not support this capability What is the most secure approach? Leverage external membership capabilities across all O365 groups-based experiences Share via links to your team shared library or ODB (you can always remove the link); minimize attachments

7. External collaboration Invited member Access Office 365 data Office 365 groups Group X Policies and permissions Group Y SharePoint Teams Targeted guest Group Z

8. Self-service as a collaboration enabler Goal: Give employees the tools that will enable them to work across boundaries while keeping them collaborating on IT services safely Create awareness We generate excitement about culture change and collaborative tools in various ways Protect assets We will empower our employees while validating & protecting Enable self-service Employees can create collaborative spaces through self-service tasks and a consistent environment Teams Yammer SharePoint Outlook Modern distribution lists Library for shared files and intranet sites High-velocity collaboration Communities of interest, exec engagement • COMMON • Processes in place, Reporting & monitoring, Change management

9. Foundational Governance: Manage GroupsWhat is Office 365 Groups? Membership service for M365 teamwork apps Teams, Outlook, Yammer, SharePoint, Planner, Stream, Forms, StaffHub, Dynamics CRM, Power BI Office 365 Groups Centrally managed and governed Information Protection, Governance, and Compliance Extensible Microsoft Graph, Connectors, 3rd Party App Development How to configure groups: Embrace Office 365 Groups: What's new and how to get started

10. Sharing reach : Build on education and… • From OneDrive for Business, share with “Anyone." • From OneDrive for Business, if collaboration isn't to be ongoing, share with “Specific people.” • For ongoing collaboration, use a new or existing Team or team site and add members (including external members). Share with no restrictions v Share externally Share broadly with company • Use a new or existing Communications site. • Grant “everyone except external guests” permissions to a site, folder, or file in your team shared library or OneDrive for Business. Share with my team + others Share with my team • Share links to specific files from a team site. • For ongoing collaboration, use a new or existing Team or team site and add members (including external members), OR • For specific content, grant access to a site or folder from your team site shared library. Share one-off file • Use a new or existing Team or team site and add members (including external members). • Save all team files into Teams document library or team site • Share a file in OneDrive  for Business (both for internal and external sharing). • Share a team/project file from a team site.

11. …rely on holistic governance run by our IT org Container and content governance Security governance Solution governance Discovery governance

12. Pillars of container and content governance Empower employees • Support self-service creation. • Use lifecycle management. Identify valuable content • Require classification for containers. • Scan with data loss prevention (DLP). Protect assets • Limit reach. • Enforce policy. • Use conditional access. • Use Information Rights Management (IRM). Ensure accountability • Manage group / site ownership. • Review external membership. • Use IT services.

13. Container and file classification Highly Confidential The most critical data for Microsoft. Share it only with named recipients. Confidential Crucial to achieving our goals. Limited distribution—on a need-to-know basis. General Daily work product used and shared throughout Microsoft, like personal settings and zip codes. Share it throughout Microsoft internally. Public Public data is unrestricted data meant for public consumption, like publicly released source code and announced financials. Share it freely.

14. Protect the content Detecting and preventing oversharing: DLP Detect and block sharing based on patterns in file Ignite announcement: DLP coming to chats too Protecting files: Apply protection to file based on label Protection applied will prevent external people who are not in protection policy to open Protecting the grop: We run jobs to change Team settings based on Team classification Ignite announcement: Unified labels will bring this to Office 365 groups

15. Lessons learned Employees will take easiest path IT roadblocks may worsen problem Make it so IT approved path IS best & easiest path Educate employees on how & when to share safely Develop a classification / label model and create policies Keep labels meaningful: “HBI” became “Highly Confidential” Modern collaboration has big impact Share files via link to SharePoint

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17. Microsoft Core Services Engineering & Operations (CSEO) Find us in the Immersion Zone and at Expo Theater #5 Meet the IT pros who power and digitally transform the Microsoft enterprise

18. IT Showcase Learn how our IT pros are digitally transforming the Microsoft enterprise -white papers-technical case studies-articles-webinars-blog microsoft.com/itshowcase

20. Example with longer headline textwrapping to a second line When the headline text is 2 lines, move this text block down to align to the lower blue guide If you don’t see guidelines, click on the View menu, and then check the box in front of “Guides” Use a “soft return” Shift + Enter to wrap text without adding extra line spacing

21. Adjusting list levels • Main topic: Segoe UI Semilight, size 28pt • Segoe UI, size 20pt for second level • Segoe UI, size 16pt for third level Use the “Decrease List Level” and “Increase List Level” tools on the Home menu to change text levels. Try this: Place your cursor in the line of text that says “Segoe UI, size 20pt for second level” Next click the Home tab, and then on the “Decrease List level” tool. Notice how the line moves up one level. Now try placing your cursor in one of the top “Main topic…” line of text. Click the “Increase List Level” tool and see how the text is pushed in one level. Use these 2 tools to adjust your text levels as you work

22. Bullet points layout with subtitleSet the subtitle to 20pt in the same text block, with character spacing Normal Move the text block down vertically to align to lower guide If you don’t see guidelines, click on the View menu, and then check the box in front of “Guides” Hyperlink style: www.microsoft.com

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25. Slide palette info The PowerPoint palette for this template has been built for you and is shown below. Avoid using too many colors in your presentation. PowerPoint Theme Accent colors Accent 1 Accent 2 Accent 3 Accent 4 Accent 5 Accent 6 Use Accent 1as the main accent color. Use Accent 2 and Accent 3 only when additional colors are needed. Use Accents 4-6 sparingly

26. Creating accessible content Take the following steps to create accessible content that everyone can consume effectively. Contrast Use high contrast colors for maximum readability The recommended contrast ratio is at least 4.5:1 Shape and color Use different shapes with a legend to indicate statuses to accommodate for color blindness Example: Alt text Alt text helps people with screen readers understand the content of slides You can create alternative text for shapes, pictures, charts, tables, SmartArt graphics, or other objects Here’s how: Right click the image or shape Select Format Picture… or Format Shape… Select the Size & Properties icon Expand the Alt Text field Enter a Title and Description of your image or object Slide layouts Using a built-in slide layout that matches your content ensures a hierarchical reading order of text blocks Example: If a new slide will have a title, rather than starting with a blank layout and adding a text block for the title, choose one of the built-in layouts with a title placeholder Reading order Screen readers describe content on the screen in the order it was created To ensure your content is read back in the order you prefer, arrange your objects in the Selection Pane appropriately. Objects on the bottom of the selection pane are read first Here’s how: Click the Home tab In the Drawing group, select the Arrange drop-down menu Click Selection Pane… Color Contrast Analyzer Download this tool to determine the legibility of text and the contrast of visual elements Text Text Text Subject 1 Subject 2 Subject 3 Download Additional tips Be sure to run the Accessibility Checker! Go to File click the Check for Issues drop down menu click Check Accessibility Videos need to be accessible: If your presentation includes a video, ensure it is captioned and audio described (if appropriate) Visit the Office Accessibility Centerto learn more about accessibility in PowerPoint C1 C2 C3

27. Microsoft monoline icons Looking for icon resources? The Monoline icon library for PowerPoint is a slide deck that provides a library of icons for use in PowerPoint presentations. The Monoline icon style guide for PowerPoint is a pdf with additional guidelines. Download both from Brand Central.

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31. Software code slide This slide layout uses Consolas, a monotype font which is ideal for showing software code.