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 Our next discussion is going to be on backup and recovery options that we have available to us in the different Microsoft 365 services or workloads. And the first one I want to begin with is Exchange Online. What do we have for backup options? Well, first off, Microsoft is performing backups for you behind the scenes, as they are for SharePoint and all of your other data up in Microsoft 365. And with the Microsoft backups, they're using what are called Database Availability Groups, and the data is actually stored in multiple data centers, potentially around the world. So that is being taken care of for you by Microsoft. But what about end user type stuff? What about items that we want to be worrying about as an end user and be able to recover? Because if I need to get to anything quickly that Microsoft is backing up, it's not going to be quickly. It could be a period of days before I get to that content. So there are options built into Exchange Online that allows me to retrieve some of my data quicker than what we would do if we went through the Microsoft backups. And the first one I want to introduce is the ability to recover deleted items. There's a deleted items folder that all of our users have, and we can recover from that. Now, if the users decide to permanently delete it by deleting the items from the deleted item folder, there's another folder that's out there that your Exchange admins can recover, and they can go into that up to 14 days after the user deleted it from their deleted items folder. Now, 14 days, by the way, is a default that can be modified up to 30 days. Another option that we have is the ability to archive the email data permanently, and by default, the archive mailboxes are about 100 GB. You can call Microsoft to get those increased. However, I think recently Microsoft changed that, so they kind of auto grow by themselves. In addition, we can retain email for legal purposes. We have a couple different flavors of this. We have what are called in‑place holds. We can put a hold on specific data. And within Exchange Online, we have what are called litigation holds, where I put a hold on an entire mailbox. Now, there are a couple backup limitations that I want you to be familiar with. First off, your archived emails may have some limits to the amount of storage available for those archived emails, and last time I checked, it was 50 GB. Also, if we're using exchange on‑prem, we do have the opportunity to restore content to my Exchange inbox up to a specific point in time. So if you get a 1 billion spam messages and it consumes all your space, you are able to restore your Exchange on‑prem up to a point in time prior to those 1 billion emails coming into your inbox. Now to further expand on the management of our Exchange backup and restores, as I mentioned previously, just remember, 14 days is the default; however, that can be modified up to 30 days. We can change our mailbox settings using PowerShell. We'll do so by opening up PowerShell in admin mode. We'll then connect to Exchange Online. We'll retrieve information about all the mailboxes or a specific mailbox using the Get‑Mailbox PowerShell cmdlet. We'll make any modifications to a specific mailbox or a group of mailboxes by using the Set‑Mailbox option. And then if I want to enable the use of archived email, I can do so by using the Enable‑Mailbox ‑Archive cmdlet. To restore our Exchange data, remember, we have our deleted folder. We can go into Outlook and restore from that deleted folder, or we can go into the Security and Compliance center to restore any purged emails. There's actually a Recover Deleted items option within the Security and Compliance center that allows us to complete this task. Now let's discuss the SharePoint and One‑Drive backups. First off, similar to Exchange, Microsoft does perform these backups. They backup the data every 12 hours, and the data is held for 14 days. I can request the restore of a site collection or a subsite. I can't go down to a list, I can't go down to a library, and I certainly can't go down to an item within the list or a library. But I can request a restore of a site collection or a subsite. Be aware of the fact that it could take a few days for this to happen, so be patient if you do request a restore from Microsoft. Microsoft does store your SharePoint Online data in at least two different data centers. So in the unlikely event of a data center not being accessible, they will be able to access your data from another data center. Now let's talk about SharePoint Online organization backups above and beyond what Microsoft provides for us. First off, we can enable what's called document versioning, and this allows us to create up to 50,000 major versions of a document if we've enabled this. And we also have minor versions, so we can also have 511 minor versions for each of these major versions. So there's a plethora of these copies, and it's easy enough for you to go back to a previous version if this document versioning has been enabled. We also have a Site Recycle Bin, which retains your data for 93 days, and the Site Collection admin can recover that content for you in the event you've had information in your Site Recycle Bin, you've emptied it, it then goes into the second stage Recycle Bin or Site Collection Recycle Bin for a total of 93 days, and that 93 days includes the time that it was in your end user Recycle Bin. So let's say I deleted a document, and then 20 days later, I deleted it from my Site Recycle Bin. For 73 more days, it will remain in the Site Collection Recycle Bin. So that's a total of 93 days between the 2 Recycle Bins. And in our OneDrive for Business, we have a OneDrive Files Restore option. It holds content for 30 days and OneDrive also has a Recycle Bin that has a lifespan of 93 days. So those are some options that we have for end users to be able to retrieve content by themselves. And I want to reiterate some of the details around managing the SharePoint in your OneDrive for Business backup and restores. Remember, it's a total of 93 days for the information that's stored in your SharePoint Recycle Bins. It's a combination between the Site Recycle Bin and the Site Collection Recycle Bin. The difference is the Site Collection administrator will perform the restore out of the Site Collection Recycle Bin, where you as an end user can perform the restore out of the Site Level Recycle Bin. If a user leaves the company and you delete the user's account, the OneDrive for Business user's data will hang out for around 30 days. If that person decides to come back to work, we can restore the user's OneDrive for Business, and we can do so by using PowerShell. And what you'll do is you'll open up PowerShell in admin mode. You'll connect to SharePoint Online and then you're going to issue this command Get‑SPODeletedSite ‑IncludeOnlyPersonalSite. I don't want all site collections, I only want the personal site collections associated with my OneDrive for Business users. And then I'll issue the command Restore‑SPODeletedSite ‑Identity in the URL. So these are the steps I would use within PowerShell to restore a OneDrive for Business user's content.