00:00:00
In this episode, I'm checking out One
00:00:02
Drive for Business. What is it? How does
00:00:04
it work? And most importantly, what can
00:00:07
it do for you? Stand by for the
00:00:10
definitive deep
00:00:11
[Music]
00:00:15
dive. Today's video is sponsored by
00:00:18
Enow. Don't risk a data breach. Uncover
00:00:21
unknown SAS apps, risky permissions, and
00:00:24
misconfigurations in minutes with your
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free AppGov score for Entra ID. Visit
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appggovscore.com today for more details.
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Hey everyone, great to see you. Andy
00:00:34
here and I really do appreciate you
00:00:36
dropping by. On today's episode, I'm
00:00:38
taking a look at One Drive for Business
00:00:40
for beginners. Now, whether you've used
00:00:42
this as an administrator or as a user, I
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thought I would take you through both
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sides of the picture. And we're going to
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talk about not just how One Drive works,
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but also how it thinks as well. So this
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is the definitive guide to one drive and
00:00:59
will include how your storage works, the
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security behind it, how to best
00:01:05
practices in terms of sharing content
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out and also how the permissions work uh
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and what happens when you delete files
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and most importantly can I get those
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back. I'm also going to look at some of
00:01:18
the myths that Microsoft and other
00:01:20
companies are putting out as to why do I
00:01:23
need to back up one drive and in fact do
00:01:25
I need to back up one drive. So we're
00:01:28
going to look at the pros and the cons
00:01:30
for that. Now if you haven't subscribed
00:01:32
to the channel, we'd love you to come on
00:01:34
board. So bump that subscribe button up
00:01:36
there and ring that bell and come and
00:01:38
join my learning community. And of
00:01:41
course, as ever, if you've got questions
00:01:43
and comments, I would love to hear them.
00:01:45
So, of course, get those down below. So,
00:01:48
I think without any further jibber
00:01:50
jabber, I think it's about time we get
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up and have a look at Microsoft One
00:01:55
Drive for Business. So, to understand
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how Microsoft 365 like One Drive for
00:02:00
Business works, you need to understand
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how it thinks. So, of course, Microsoft
00:02:05
365 is a combination of various back-end
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services. So dealing with email of
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course is the work of Microsoft Exchange
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online. Microsoft Teams is all the
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communication. You've got Entra ID which
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works with all the identity services and
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authentication. And then you also have
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additional services as well. Things like
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the office apps, Microsoft Project,
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Vizio, all the add-ons that you might
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want. Now in terms of one drive for
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business, these services are provided by
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Sharepoint online and there are two
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versions of SharePoint. There's a
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version for individuals called one drive
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for business and this is like your
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personal storage and this can be
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anything between 1 and 5 terabytes
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depending on the license that you have.
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SharePoint online on the other hand is
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shared storage. So for example, groups
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or teams can have a storage up to 25
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terabytes in
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size. Now when we talk about the
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benefits of course you get the Microsoft
00:03:12
apps and they're always up to date. This
00:03:14
is what we call an evergreen service.
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Now an evergreen service can be great.
00:03:20
It can have benefits but it can also
00:03:22
have disadvantages as well in that you
00:03:25
have to keep your skills up to date. But
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it also provides an optimized experience
00:03:31
irrespective of the device that you're
00:03:33
using. And the most important thing is
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with the paid services, you're actually
00:03:38
getting a reliable service with what we
00:03:41
call a service level agreement, which
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means that there
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99.99% uptime guaranteed. And if there
00:03:50
is any downtime, Microsoft will of
00:03:53
course compensate you accordingly.
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Now, in terms of um understanding where
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your data is stored, it's stored in a
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building that looks not unlike this one.
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This is actually the Dublin data center
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in Ireland. And these are dispersed
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throughout the world. Normally, they're
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built in uh with a sister or a brother
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data center. So, in other words, when
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your data is stored, it's pretty much
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matched with a data center nearby. So
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for example, there are two data centers
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in the UK, two in Germany, two in
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Norway, multiple in America, multiple
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ones in China, and so on. Um, which
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means that if one data center happen to
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fail, of course, then you're not going
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to lose your data. But how does the data
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work within the data center? Well, of
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course, um, like all data centers, they
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need electricity. And most of these data
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centers will have two electricity
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providers for redundancy as well as a
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uninterruptible power supply. They will
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have chilling units to keep the
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equipment cool. Um they will have vast
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numbers of generators. They have two g
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diesel generators that cost around 6 to7
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million pounds each in each data center
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just in case there was a failure. But
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the chances of a data center going down
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is extremely rare. So of course you need
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to think about what service plans and
00:05:28
this is important because depending on
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the plan it will determine what uh
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elements of Microsoft 365 and how much
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storage you will actually get. So
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typically we have SKs. So for example,
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business premium, enterprise E3, E5 and
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so on. Then you have plans. So for
00:05:51
example, SharePoint online for
00:05:53
enterprise might give you more storage
00:05:56
than SharePoint online for business. Um,
00:05:59
we typically have P1 and P2 plans for
00:06:02
these. And then of course underneath we
00:06:05
have the various services there as well.
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Now in terms of administration of course
00:06:11
we have endusers and we also have
00:06:14
administrators as well. So we have
00:06:16
Microsoft 365 portals. So for example
00:06:20
SharePoint email when you sign in you
00:06:23
sign in with your identity portal and so
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on. We have tenant administrators. So
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tenant means that your data is is almost
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like in a hotel. Think of it like a
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hotel and so somebody is managing all of
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this for you. And as long as you pay
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your subscription or your bill at the
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end of the month, then you're fine. Your
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data can remain there. Alternatively, of
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course, it can be like your data is like
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your house. So, you are responsible for
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maintaining everything in your house,
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all the services, all the infrastructure
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and so
00:06:58
on. So, how does Microsoft keep your
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data safe when it comes to one drive for
00:07:03
business? And this is super important.
00:07:06
So the big question is, do I need a
00:07:09
backup to back up my one drive data?
00:07:13
Well, uh, legally, yes. Depending on the
00:07:17
business that you're in, you may require
00:07:20
a legal backup. But just to show you how
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data is backed up into the cloud, here
00:07:26
am I. I'm on my laptop here, and I'm
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using One Drive. So when I save a file,
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it uses what we call a a unique sequence
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number and a datetime stamp. So in
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essence, if you've got multiple devices
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and the sequence number or the datetime
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stamp changes is it forces a
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replication. That data is replicated to
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a disk on a disk array in the data
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center. Now that array is mirrored. So
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that means that it's copied to a second
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disk in that array and that array is
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then copied to a second rack in the same
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data center and this uses something
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called synchronous mirroring which means
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that your data is constantly in sync.
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Now I mentioned the sister data center.
00:08:22
So let's say for example this was Dublin
00:08:25
the Dublin data center. Well, this data
00:08:28
center is synchronized to Amsterdam. So
00:08:31
again at asynchronous so you know at
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regular intervals all of that data and
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its logs are shipped to a sister data
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center. Now in between of course there
00:08:45
are regular backups within the data
00:08:47
center that Microsoft take care of on
00:08:50
your behalf. And in addition, of course,
00:08:54
we have what we call synchronous
00:08:56
transactions. So things like um
00:08:59
scheduled backups, we also have point in
00:09:02
time restores. And I'll show you that uh
00:09:05
shortly. So the fact is that your data
00:09:09
there are at least at least 10 copies of
00:09:13
your data in a Microsoft data center
00:09:17
infrastructure. Okay. So let's look at
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the basics in Microsoft 365 for one
00:09:22
drive for business. So you can access
00:09:24
one drive for business in a number of
00:09:26
ways. As you can see there is an icon on
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the left hand side here. But you can
00:09:31
also see you there's a quick access pane
00:09:34
down below. So any documents that you've
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been working on recently will always
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appear here and you can filter those.
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You can see them all recently opened.
00:09:43
anything that's shared by you, anything
00:09:46
that you've tagged as a favorite, but
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you can also add in additional filters
00:09:50
here as well. Please note, you can also
00:09:54
upload documents here as well. And you
00:09:56
can also change the view. So, you can
00:09:58
see I've got a list view here, but you
00:10:01
can also change it to this panel view.
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And depending on your permissions, you
00:10:06
will also get a preview of your
00:10:08
documents. And quite a lot of people
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like that actually.
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So, as well as viewing that, um, I'm
00:10:15
going to come up here to this little
00:10:16
waffle on the top left, and I'm going to
00:10:19
come down here into One
00:10:21
Drive. Now, I'm often asked, what's the
00:10:23
difference, Andy, between One Drive and
00:10:25
One Drive for Business and Sharepoint?
00:10:28
Well, actually, they're all stored in
00:10:30
the same platform. The technology is the
00:10:33
same. It's sharepoint services
00:10:36
essentially, but there are differences.
00:10:39
So first of all, One Drive is One Drive
00:10:42
personal. It's a personal account. So if
00:10:45
you've gone to
00:10:46
onerive.com and you've created a free
00:10:49
account, then you can have your own
00:10:52
personal storage as part of a company.
00:10:55
However, if you have a subscription to
00:10:57
Microsoft 365, you will get Microsoft
00:11:01
One Drive for Business. And the
00:11:03
difference here is that you don't get
00:11:05
any advertising. And also um you you've
00:11:09
got the same features but you get more
00:11:11
storage. So out of the box you'll get a
00:11:15
minimum of 1 TBTE of storage um but it
00:11:18
can be as much as 5 TB and perhaps even
00:11:22
more depending on your license. So here
00:11:24
in the main interface we can see that we
00:11:27
can view any documents that we've
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recently been working on here. And just
00:11:32
to show you the interface here, I can go
00:11:35
and I can add in a new. And when I click
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on add new, I can bring in a folder. I
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can upload files. So multi, you can you
00:11:44
don't need to upload files one by one.
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By the way, you can drag an entire
00:11:49
folder full of files or multiple files
00:11:52
from your Windows or in this case I'm
00:11:55
using a Mac.
00:11:57
Um I can also do you want to create a
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new word document, excel, powerpoint and
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so on. You can do all of that from
00:12:03
within this menu as well. So again
00:12:07
you've got that same filtering option
00:12:09
here. So you can just filter those. Show
00:12:12
me any excel files, any word files and
00:12:16
so on. So again you can filter them like
00:12:19
that. Whatever meets your uh
00:12:21
requirements
00:12:23
there. um your file. Now you can see I'm
00:12:26
often asked Andy, what's the difference
00:12:28
between home and my files? Well, home is
00:12:32
basically it could be a combination of
00:12:34
any files that's been shared with you or
00:12:38
any of your own files. Whereas if you
00:12:41
click on my files, you'll see that this
00:12:44
list is more extensive and this is
00:12:47
essentially your home
00:12:49
folder. So what else do we see here?
00:12:52
Well, in my files, you can see again a
00:12:55
little filter, anything that's been
00:12:57
shared with you, any favorites that you
00:13:00
might have been marked, and we also have
00:13:03
something called the recycle bin here as
00:13:05
well. So, if I come up to my files then,
00:13:09
and if I float my mouse pointer over
00:13:12
this, you'll see that a little menu
00:13:15
appears. And depending on the type of
00:13:18
document that you've got, you may get a
00:13:21
little preview of the document as well.
00:13:23
Now, you can also see we have an
00:13:25
ellipse. So, the three dots and this
00:13:28
will give you access to the uh menu here
00:13:32
as well. And you can see that you've got
00:13:33
a selection of various options here.
00:13:36
Once you've selected a document or
00:13:39
documents, you can also rightclick it
00:13:42
and you'll get the same menu there. I
00:13:44
mentioned the favorite. So, anything
00:13:46
that you want to link as a favorite, you
00:13:48
just click on the little star option
00:13:50
here. And you can see that that will
00:13:52
then appear in your
00:13:54
favorites. You'll show the date when the
00:13:57
document was last modified, who modified
00:14:00
the document, the size of the document,
00:14:03
and also if it's private or if you're
00:14:06
sharing that document, and any ongoing
00:14:09
activity that you might
00:14:12
have. So, as well as that, the next
00:14:15
thing you might want to do is you might
00:14:16
want to create a folder. So, to create a
00:14:20
folder, again, I'm just going to say I
00:14:22
want to add a new I want to add a new
00:14:24
folder. And I'll call this my marketing
00:14:28
project. Now, with the marketing
00:14:31
project, you can see I can choose a
00:14:33
color. So, you don't need to stay with
00:14:36
the the boring yellow color. You can
00:14:38
choose any color that you want. So, I'm
00:14:40
going to choose something nice. So, I'm
00:14:41
going to choose green here. But again,
00:14:43
you can easily go back to that anytime
00:14:47
that you like. Now, you'll notice
00:14:48
initially takes a second or two for the
00:14:51
interface to come in. And there's my
00:14:53
marketing project. Now, if I wanted to
00:14:56
move any of my documents to that folder,
00:14:59
I can just simply select the documents
00:15:02
that I want. You can either click on the
00:15:05
ellipse and you can either choose move
00:15:07
to or copy to or you might even just
00:15:12
drag and drop them. So again, select
00:15:15
those documents and essentially just
00:15:18
drag and drop them into your folder and
00:15:22
they're there. And you can see that
00:15:24
there's like a little crown on the
00:15:26
folder. That means there's been recent
00:15:29
activity in there. And you can see my
00:15:32
two documents are now here. So again,
00:15:35
super easy to work with. So the next
00:15:37
thing you might want to do is you might
00:15:39
want to create a document. So again,
00:15:42
super simple. I can create a document. I
00:15:45
say, hey, what kind of document do you
00:15:47
want to create? In this example, I'll
00:15:50
create a word document. So here in the
00:15:52
word document, it now opens up uh word
00:15:56
online. Now, I have to say I love word
00:15:59
online. I use it all the time. It's very
00:16:02
similar uh to the actual installed copy
00:16:04
that you can have. And again, you can
00:16:07
just start typing, you know. So, this is
00:16:09
a document
00:16:12
uh about marketing, let's say. Okay.
00:16:17
Now, the next thing you might want to
00:16:19
do, uh again, you can format the text,
00:16:21
you can spellch checkck it as you can
00:16:24
see here. So uh again you can correct
00:16:27
it, you can format the text by selecting
00:16:30
it, you can change the color, you can do
00:16:33
whatever you want. So the whole
00:16:36
experience is similar to the install
00:16:38
version. Now the next thing you might
00:16:40
want to do of course is you might want
00:16:41
to save it. So again you can either save
00:16:45
it right away, share it with people,
00:16:47
copy a link to the document, you can
00:16:50
embed the document. For example, this
00:16:52
might have been a chart. You can embed
00:16:54
it into another document and you can
00:16:57
also manage the access and I'll come
00:16:59
back to that in a second. Now, you'll
00:17:02
have probably noticed something unusual
00:17:03
at this point. When I click on the file
00:17:06
menu, there is nowhere to actually save
00:17:09
the document. So, uh Andy, what happens?
00:17:13
Well, you needn't worry because if I
00:17:15
just close that down, you'll notice that
00:17:17
my document has already been saved. And
00:17:20
again, I just rename this as marketing,
00:17:23
but it's super easy to just go back in
00:17:25
and rename a document there. So again,
00:17:28
very simple. Now, what if you want to
00:17:31
delete the document? Well, you can do
00:17:33
this in a number of ways. You can either
00:17:34
rightclick the document, click on the
00:17:36
ellipse, of course, or alternatively,
00:17:40
you can just click on the delete button
00:17:41
up here on the menu bar. Give it a
00:17:43
second or two, and you'll notice that
00:17:45
that document has now gone. So, what
00:17:47
happens to your documents? Uh again
00:17:50
super important concept. Now this is the
00:17:53
recycle bin system. So in the recycle
00:17:56
bin you can see that my marketing
00:17:58
document is here. Of course if I want to
00:18:02
restore that I simply select it and I
00:18:05
can restore it. And that's easy and it
00:18:07
just goes back to its original location.
00:18:10
Another question though is how long does
00:18:12
it stay in the recycle bin system? Well,
00:18:15
this first recycle bin, it would stay
00:18:18
here for 30 days. Beyond that, it then
00:18:22
falls into this, and you can easily miss
00:18:24
this one, the second stage recycle bin
00:18:27
for a further 63 days. So, that's a
00:18:30
total of 93 days in the recycle bin
00:18:34
system. So if you made a mistake any
00:18:37
point, you can simply come back in here
00:18:39
and simply click on restore and that
00:18:42
will now restore that back to its
00:18:45
original location. So again, you've
00:18:49
saved the day. So that being the recycle
00:18:51
bin system, what next? Well, another
00:18:54
question that you might have is how much
00:18:56
space do I have? Well, if you scroll
00:18:59
down to the left hand side, you'll see
00:19:02
here down at the bottom here, I've got
00:19:03
0.1 gig of a terabyte. So, this
00:19:07
particular user uh is only using 1% of
00:19:11
his overall storage. And again, you can
00:19:14
click into that. And that's just a
00:19:15
shortcut, by the way. It would just take
00:19:17
you back to your uh my uh documents,
00:19:20
your my uh files folder there. Okay. So,
00:19:25
what else have we got here? Well, on the
00:19:26
left hand side again, any files that
00:19:28
have been shared with you, anything that
00:19:31
you've linked as a favorite. So,
00:19:33
remember that document that I just did,
00:19:35
you've got the recycle bin. And then you
00:19:37
can also browse files. So, anybody who's
00:19:40
sharing files with you, any meetings, so
00:19:43
if you've been on a team's meeting and
00:19:45
saved the files, and again, any media,
00:19:49
so if you've got any videos or audio or
00:19:52
anything like that. Now you'll notice
00:19:54
that we also have a quick access option
00:19:57
here as well. So any groups or teams
00:20:01
that uh you're working with and that's
00:20:03
another interesting thing here by the
00:20:05
way. So a common question that you might
00:20:08
have is what's the difference between
00:20:10
one drive for business and a sharepoint
00:20:13
document library? Well a sharepoint
00:20:16
document library is exactly that. It's
00:20:18
shared document library. So when you
00:20:22
have a group or a team of people, you
00:20:25
can collaborate and work on various
00:20:28
documents uh at the same time and also
00:20:31
with different people. So and again it's
00:20:35
exactly the same. The only difference
00:20:37
here is it shows you when the document
00:20:39
was last modified and most importantly
00:20:42
who modified that document.
00:20:44
Interestingly, by the way, if you float
00:20:46
your mouse pointer over that person,
00:20:49
you'll get a contact card popping up.
00:20:51
This is great because you can chat with
00:20:53
them. You can send them an email, make a
00:20:56
phone call, you can see where they
00:20:58
report to within the structure of the
00:21:02
organization. Is Megan on LinkedIn? And
00:21:05
again, there's other you can make a
00:21:07
video call. So, if you're on Teams, um
00:21:09
you can call her. I really like that
00:21:12
feature. That is just called the people
00:21:14
card and that pops up everywhere by the
00:21:17
way. All right. So, on the subject of
00:21:20
shared documents now, how do I share a
00:21:24
document? Well, um very easy actually.
00:21:27
You can do this in a number of ways. So,
00:21:30
again, I'm going to come into my files.
00:21:32
You know, I maybe want to add some files
00:21:34
in just before I share. So, here is a
00:21:37
folder called tech days. And like I
00:21:40
said, all I do is just simply drag and
00:21:43
drop the entire folder structure and it
00:21:47
will bring it into one drive. And you
00:21:49
can bring in multiple folders. So
00:21:51
whatever you've selected, again, it can
00:21:53
be super quick depending on how much is
00:21:56
in it. But again, in this case, it might
00:21:58
take a few moments. Okay. So now that
00:22:01
this is uploaded, you can see I'm just
00:22:03
going to pop into here. And sure enough,
00:22:06
you can see that everything has come
00:22:07
through. The next thing you might want
00:22:09
to do, of course, is you might want to
00:22:11
share this uh with somebody within your
00:22:14
organization. So again, you can do this
00:22:17
in a number of ways. You can either
00:22:18
share the documents uh individually or
00:22:21
you can share them uh as a folder here.
00:22:25
So again, you can see I can come in
00:22:27
here, I can share the content, I can
00:22:30
copy the link. So requesting access to
00:22:32
files involves requesting access to
00:22:35
shared files for which you might not
00:22:37
have access to and this puts in a
00:22:39
request in uh to the user and they can
00:22:42
then go in and action that. You can also
00:22:45
manage access. So if you've already set
00:22:47
permissions you can go in and you can uh
00:22:50
fix that. Um the other thing that we can
00:22:53
also do again you've also got this
00:22:55
little icon here. So again this is
00:22:57
share. you can go up on the main menu.
00:23:01
There are many ways to uh do the same
00:23:03
thing. So, I'm going to share this and
00:23:06
you can see I want to share this with
00:23:07
somebody in the
00:23:09
organization. Um but most importantly
00:23:13
here we have a drop-down arrow and it's
00:23:16
important that you see this you so they
00:23:18
can edit that. You see the little
00:23:20
pencil? So anything that you share here
00:23:22
means that the users who you share this
00:23:25
with will be able to edit that content.
00:23:28
Now u understanding obviously
00:23:31
shareepoint permissions is super
00:23:33
important. So this is where you have
00:23:36
some control over your content. So are
00:23:38
you going to allow the users to edit it
00:23:41
or is it just simply view only or the
00:23:45
most restricted is that they can't
00:23:48
download it. So they can view it but not
00:23:51
download a copy. So they can view it
00:23:54
online. And this is obviously the most
00:23:57
restrictive option here. So for the
00:24:00
purpose of this demo, I'm going to say
00:24:02
I'm going to share this. And I can say
00:24:05
who do I want to share this with? Well,
00:24:08
if I just typed in the word sales, you
00:24:11
can see first of all, it will loop
00:24:14
within my organization and I'll say,
00:24:16
"Hey, I want to share this with the
00:24:18
sales planning team." Now, if it's not
00:24:22
within the organization, you can just
00:24:24
add in an email address. So, somebody
00:24:28
outside the organization, if you're
00:24:30
allowed to do that, of course. You can
00:24:33
then send that message um or you can
00:24:35
copy the link to them. Now again there
00:24:39
are some additional settings that you
00:24:41
can control here. So you can actually
00:24:44
control the link
00:24:45
settings and these are the same
00:24:48
SharePoint settings that you'll get in
00:24:51
SharePoint that an admin could do that a
00:24:54
user could do and so on. Now because you
00:24:57
are the owner of these files you are in
00:25:00
control here. So how do these four
00:25:02
sharing options kind of play out? Well,
00:25:05
anyone can share. So, in other words,
00:25:08
you can share to anyone and that means
00:25:10
internally and externally as well. But
00:25:14
be careful with this because it doesn't
00:25:16
require any kind of sign in. Now, that
00:25:19
means that if you shared this with a
00:25:21
guest, they could share it. So, you
00:25:24
would you could potentially lose control
00:25:27
of your content. people within your
00:25:29
organization only only people that
00:25:32
you've given existing access or
00:25:36
individuals that you choose again you've
00:25:40
got those edit options that I had
00:25:42
earlier so you can view again edit
00:25:45
you've got that same option and you can
00:25:48
also set an expiry date on this which is
00:25:51
kind of cool so for example I might say
00:25:54
yeah I'm going to share this with you
00:25:56
but only to the 7th of May. And I can
00:25:59
also put in a password as well if I
00:26:02
wanted
00:26:03
to. Now, in future versions of Microsoft
00:26:07
365 and SharePoint, the password option
00:26:11
is being replaced with multiffactor
00:26:13
authentication or even pass keys. So,
00:26:16
watch out for that in the not too
00:26:18
distant
00:26:19
future. Okay. So, for this demo, I'm
00:26:22
just going to say these have to be
00:26:24
people within my organization. And I'm
00:26:27
just going to say, yeah, I'm going to
00:26:29
apply that. And again, I'm going to copy
00:26:33
that. In fact, I don't even need to copy
00:26:35
that link. I can just send them that
00:26:37
link. And they will now receive an email
00:26:41
with a link in the email. So, really
00:26:44
simple to do. Okay. So, now we've talked
00:26:47
about sharing in one drive. Let me look
00:26:50
at SharePoint and show you some
00:26:53
administrative settings that you'll
00:26:55
definitely want to take a look at. So
00:26:57
for this, I'm coming into the 365 admin
00:27:00
center in the portal here. And in here,
00:27:04
you can see that we have all our
00:27:06
different admin portals. Let me just
00:27:09
make that a little bit bigger for you.
00:27:12
So, in here, I'm just going to click on
00:27:14
show all and I'm going to pop down and
00:27:16
I'm going to come into the SharePoint
00:27:19
portal. So, a few little tips and tricks
00:27:21
that you might want to take a look at.
00:27:23
By the way, I'm going to come into
00:27:25
policies. So, within my policies, you
00:27:28
can see I've got my sharing policy. Now,
00:27:32
as I mentioned, this is exactly those
00:27:35
same four settings that we looked at
00:27:38
earlier. The difference here is this is
00:27:41
for the entire tenant. So any settings
00:27:44
here for sharepoint and one drive will
00:27:47
affect every user in the tenant. So
00:27:50
anyone can share content including
00:27:54
guests and it doesn't require any kind
00:27:57
of sign in. However, if you make it to
00:28:00
new and existing guests, a guest account
00:28:04
has to be in Enra ID or you needed to
00:28:08
set an invite out either in Teams or in
00:28:11
Microsoft 365 groups. Existing guests
00:28:15
means that you not allowed to invite
00:28:17
guests that don't exist already or have
00:28:21
been created by administrators. And the
00:28:24
most restrictive
00:28:26
um is only people within your
00:28:28
organization. So that just means
00:28:30
absolutely not. There's no sharing
00:28:33
whatsoever. Now again depending on the
00:28:36
type of organization
00:28:38
uh obviously your security policy would
00:28:41
control these settings but just to say
00:28:44
anyone might seem convenient but it does
00:28:47
allow you to lose control uh pretty
00:28:50
quickly. So watch out for that. Again,
00:28:52
you can set default file and folder
00:28:54
links. So, do you want people to be able
00:28:56
to edit or is it just sharing only? Do
00:28:58
you want to select the default share
00:29:01
options? Um, show the users names. So,
00:29:04
these are all settings that you can
00:29:07
configure in the admin center here. Now,
00:29:11
the other point that we have here as
00:29:13
well is access control. So some of these
00:29:17
settings by the way can also be
00:29:19
controlled by admins using conditional
00:29:22
access. So for example unmanaged
00:29:25
devices. So if you don't want users
00:29:28
opening up important SharePoint files on
00:29:32
personal devices again you can restrict
00:29:35
this completely here. Things are things
00:29:39
like idle uh timeout. So after a a
00:29:42
period of idle use, not being used, it
00:29:46
will automatically log the user out. You
00:29:49
might use that for example in a bank or
00:29:52
financial
00:29:53
institution. You can also set network
00:29:56
location. Again, this can be configured
00:29:59
in conditional access, but you can say,
00:30:01
hey, only allowed to access SharePoint
00:30:05
from these specific ranges of IP
00:30:09
addresses. Again, additional layers of
00:30:13
security. Now, what about this one? This
00:30:16
is very important. I did talk about this
00:30:18
in a previous video. Apps that don't
00:30:21
require modern authentication. So, first
00:30:24
of all, what is modern authentication?
00:30:27
Well, it uses OOTH. So, open
00:30:29
authentication or multiffactor
00:30:32
authentication, passwordless, any of
00:30:35
those modern methods. In other words, I
00:30:38
don't want to just rely on a username
00:30:41
and password. So, one thing that you
00:30:43
might want to do is you might want to
00:30:45
restrict that because that could be a
00:30:48
potential backdoor into your system. And
00:30:51
then finally, you can also set up one
00:30:54
drive access restrictions as well. Now,
00:30:58
some of these restrictions are available
00:31:00
in the enhanced management or advanced
00:31:03
management uh option here. And for this
00:31:06
you do need to have that additional
00:31:09
license. I got to be honest with you
00:31:12
though, I did a session on this not that
00:31:14
long ago. It didn't really impress me
00:31:17
that much. And I got to say for the
00:31:21
reporting features that it does provide,
00:31:24
I have to wondered is it worth the extra
00:31:26
$4 or5 per month? I'm not so sure. Do
00:31:30
remember though if you do have a
00:31:32
co-pilot license you get advanced
00:31:34
management free by the way. So that was
00:31:37
the sharing for the tenant. Now if I
00:31:40
come into the active sites here and
00:31:43
let's say for example I had a a number
00:31:46
of different sites websites and this is
00:31:49
SharePoint document libraries of course.
00:31:52
So there's my sales planning team or
00:31:55
group. Again, I can come into here and
00:31:59
if I go into the settings,
00:32:02
um there's those same shared settings.
00:32:06
But this time, because I've edited the
00:32:10
tenant, you can see that I can't do
00:32:12
anyone this time, but I can say, hey,
00:32:16
only existing guests for this uh
00:32:20
particular site. So again you can manage
00:32:23
it by the tenant but you can also
00:32:25
restrict it further by the actual uh
00:32:29
site itself. Now just quick tip by the
00:32:31
way um if I come into settings when we
00:32:34
talk about one drive there's some really
00:32:37
nice uh little settings here that you
00:32:39
might want to take a look at. Um so
00:32:42
first of all you've got things like
00:32:44
retention. Um and you can see that
00:32:47
there's that 30-day retention. So you
00:32:50
can actually change that. That's 10
00:32:53
years by the way. So you can make your
00:32:57
retention up to 10 years. Please note
00:33:00
that this is a premium feature. So
00:33:02
depending on your your premium, you do
00:33:04
need an enterprise or a plan too for
00:33:07
that. So if you've got business premium,
00:33:10
uh that's not going to work there, I'm
00:33:12
afraid. This is great though. This is
00:33:14
the storage limit. So again in here I
00:33:17
could say
00:33:18
5096. I can set that to five terabytes
00:33:22
of storage for my users. Um again this
00:33:26
is on an e plan uh business premium you
00:33:29
just get that one terabyte of storage.
00:33:32
But it's interesting that they don't
00:33:34
switch this on and you've actually got
00:33:36
to go in and switch it on. I always
00:33:38
found that quite interesting. Um the
00:33:41
last thing that I just want to mention
00:33:44
um down here you have got things like
00:33:48
backup. So you have got Microsoft 365
00:33:51
backup that you can get access to. So
00:33:55
again this is in the admin center. This
00:33:57
is an additional feature and like I said
00:34:01
at the beginning
00:34:03
um do you want to or is there a need to
00:34:07
back up your data? So again, Microsoft
00:34:11
build this out on a per gigabyte basis
00:34:15
and it can be quite expensive. So if you
00:34:19
really must back up your data, I would
00:34:22
probably recommend a third-party
00:34:24
solution like VH because you just pay a
00:34:26
flat fee per month per user and I think
00:34:29
it's I think it works out more cost
00:34:31
effective. But that again is just my
00:34:34
opinion. All right, so there you go.
00:34:37
SharePoint online and how it compares to
00:34:40
One Drive for Business. So there you
00:34:43
have it, Microsoft One Drive for
00:34:45
Business. I really hope that you found
00:34:47
that session useful. If you did, give me
00:34:49
a big thumbs up. Uh and definitely
00:34:51
subscribe. It does definitely help the
00:34:53
channel. Hey, if you've got any
00:34:55
questions, comments, you know what to
00:34:57
do. Get those down below. And thanks
00:34:59
very much for joining me this week. And
00:35:00
I'll see you next time. You stay safe.
00:35:03
Season.
