This course introduces, discusses, and explores the planning, configuration, and monitoring data management options in Microsoft 365. You’ll learn about the services and tools available to retain, recover, audit, and preserve your Microsoft 365 data.
Planning for data management is one of the first steps to understand and protect your organization’s Microsoft 365 information. In this course, Configuring, Managing, and Monitoring Microsoft 365 Data, you'll learn foundational knowledge of the Microsoft 365 data management services and products that can be used to retain, recover, and monitor your data. First, you'll learn about the tools available to implement information retention regardless of where it is located. Next, you'll discover the different auditing services available for monitoring the use and access of your organization’s data. Finally, you'll explore the data preservation methods available by using in-place holds, as well as eDiscovery cases both available in Microsoft 365. When you’re finished with this course, you'll have the skills and knowledge of Microsoft 365 data management to successfully plan for, implement, configure, monitor, and preserve your Microsoft 365 data.
Brian Alderman is a Microsoft MVP, and has his Master's in Computer Information Systems. Since 1995, he has held several Microsoft certifications that currently include; MCT, MCSE for SharePoint, MCSA for Office 365, MCITP for SQL Server(R), MCSA and MCSE for Windows Server(R), and also his PMP certification. Brian's publications include SQL Server 2000 Administration, SharePoint 2010 Administrator's Companion and Microsoft SharePoint 2013 Administration Inside Out, and he is an active speaker at SharePoint Industry conferences including SharePoint Saturday's, SPLive, DevIntersection, SharePoint Fest, and Microsoft Ignite.
Course Overview Hello everyone. My name is Brian Alderman, and welcome to my course. Configuring, Managing, and Monitoring Microsoft 365 Data. I'm a Microsoft MVP. I'm also an MCT, a Microsoft Certified Trainer, for 23 consecutive years, so lots of training under my belt. I'm an author of four published Microsoft technology books. I speak at several SharePoint and Microsoft 365 conferences around the world, and I'm a trainer consultant at my own company called MicroTechPoint. Microsoft 365 includes data management solutions to help label, audit, and, when necessary, preserve your organization's data. It's important to plan for the management of your data by becoming familiar with the information retention options, data and backup recovery options, ways to monitor how the data is being used, and also how to preserve data for any legal requirements within your organization. This can all be achieved by using retention policies, end‑user backup and recovery, audit policies, audit logs, as well as in‑place holds in eDiscovery cases. In this course, we're going to introduce, explore, and discuss planning and configuring information retention, backing up and restoring data, configuring Microsoft 365 auditing, and preserving legal data in Microsoft 365. By the end of this course, you'll know what needs to be carefully considered to successfully plan for, configure, and monitor data using information retention, as well as auditing capabilities in ways to preserve your organization's data. Before beginning this course, you should be familiar with your organization's planning policies, have a general understanding of the common use of your organization's data, and understand the type of data that may require auditing or preservation. I hope you'll join me on this journey to learn about data management with my Configuring, Managing, and Monitoring Microsoft 365 Data course, available here at Pluralsight.
Managing Your Data in Microsoft 365 Well, let's step out and take a look at how we can manage the backup and restore options available within SharePoint. And here we are, the landing page of the portal .office.com. I'm going to click on the SharePoint option. And then to the right, I'm going to go to the Settings, or the gear, up at the top right‑hand side. I'm going to go to Site contents, and in the site contents you're going to see on the left‑hand side we have the different libraries and list, and we have our Recycle bin here as well. Let me go into the AZMTP Documents library first. I'm going to go ahead and click on that and go into that library because I want to show you where that versioning is set up. So I'm going to go into the gear again, but this time I'm going to go to Library settings, and there's the option for Versioning settings. I'll click on that. And you can see by default, when you create a library in SharePoint Online, it turns on major versions for you. Notice underneath that you have Create major and minor versions, so you can allow it to create minor versions as well. And when you have major or minor or both turned on, you can specify the number of major versions that you'll want to keep. The default setting is 500 major. And now that we've turned on minor versions, we have an option here to say keep 50 minor versions of all the major versions that we have in our library. So this is where I would come in and manage my versioning. So I'm going to scroll down and click OK in this. So let's go back to our library AZMTP Documents, and you'll see in here we have a document in here called Client_1. I'm going to go ahead and click on the ellipsis to the right of that, and we have an option for Version history. You're going to see we have two flavors of this, version 1 and version 2. Right now, if I opened up this document, I would see version 2. So if I want to restore version 1, I would go back to version 1, click Restore. It's indicating it's going to replace the current version. I'll go ahead and do an OK on that. Now notice we have a 2.1 because I turned on that minor versioning. So now that we've seen the versioning in action, I'll cancel this or close out of this. So now we have the next flavor, or this 2.1 minor version. Let's go ahead and do a delete and recovery. So I'm going to go ahead to the ellipsis, the vertical ellipsis, and do a Delete. Are you sure you want to send this item to the site Recycle Bin? So it's even telling you in a message it's going to the site Recycle Bin. I'll delete that, and you're going to see Client_1 disappears. My site Recycle Bin is available off the quick launch bar on the left‑hand side, so I'm going to go ahead into that Recycle bin, and you're going to see there is my Client_1. If I want to recover as an end user, I highlight it, and I go up and I do a Restore. Or I decide I want to delete it. I'm a little OCD, and I want to make sure everything is empty, so I'm going to go ahead and delete this, and it's telling me, Are you sure you want to remove this Client document from the end user's Recycle Bin? I'll go ahead and click Delete. But remember, we have our site collection Recycle Bin, so I'm going to go back to the gear, and I'm going to go to Site information, and then down towards the bottom View all site settings, and then I'm going to scroll down, and notice under Site Collection Administration we have our Recycle bin, so I'm going to click on the Recycle bin for the site collection. Hmm, it's not there. Oddly enough, it doesn't show the site collection Recycle Bin unless you scroll down to the bottom. Can't find what you're looking for? Check the Second‑stage recycle bin. So I'm going to go ahead and click on that. Here's our second stage recycle bin, and here's our Client_1.doc. I'm going to highlight that. I'm going to restore that. It's going to restore it back to the library. It's not going to bring it back into that site Recycle Bin. So let me go back home here and then go back to our AZMTP Documents, and there is our Client_1 doc that we had deleted and went to the site Recycle Bin, and then we deleted it from there to the site collection Recycle Bin, and then we restored it from the site collection Recycle Bin back to the library. So these are items you're going to want to educate your users on so they can recover those documents. Remember, they have 93 days to do so. Also, if they delete an item 20 days into the 93, it's going to hang out for 73 more days in that site collection Recycle Bin, and they'll have to contact the site collection admin to get that document recovered. You can do the same thing for list items, and you could do the same thing for entire lists in libraries as well. So educate your users on versioning and the use of the recycle bins. So in this module, we went through four key concepts. We talked about data governance, we went through information retention, and we talked about labels and policies within information retention. We discussed the use of Microsoft 365 data backups in Exchange, as well as in SharePoint and OneDrive for Business. And we discussed the restore options in Microsoft 365 related to SharePoint, OneDrive for Business, as well as Exchange. Next up, we're going to look at Configuring Auditing in Microsoft 365.