Collaboration is a crucial part of our daily work lives. Microsoft Teams made collaboration easier and the sky is the limit. In between all the applause and cheers, customers are starting to ask an important question: How can we secure and manage our data? Jasper Oosterveld, Microsoft MVP & Modern Workplace Consultant, is going to answer this question. You can expect real world advise around sensitivity & retention labels, DLP and managing external access.

1. How to secure & manage your
data while collaborating,
internally & externally, with
Microsoft Teams
Jasper Oosterveld | @jappie1981
CollabDays Belgium 2022 by BIWUG
#CollabDaysBE

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My personal life
Introduction

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My work life
Introduction

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Microsoft
Teams
Welcome to

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The power of Microsoft Teams
Welcome to Microsoft Teams
Chat Meetings Calling Collaboration Apps & workflow

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Business value of Microsoft Teams
Welcome to Microsoft Teams
Integration Productivity Safe & secure

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But!
Welcome to Microsoft Teams

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Our customer also worry about Teams
Welcome to Microsoft Teams
Explosion Managing Adoption External
access
Being
compliant

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This is where you step in!
Welcome to Microsoft Teams

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these two
strategies
Start with

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Define these two strategies
Governance and adoption & change management
Governance Adoption & change
management

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• Steering committee
• Roles & responsibilities
• Collaboration requirements with Microsoft Teams
• Policies & settings
• SharePoint & OneDrive
• Processes & procedures
• Security & Compliance
Governance strategy
Governance and adoption & change management

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• Vision & goals
• Advantages organization & employees
• Risks & challenges
• Success criteria
• Personas
• Business & user scenarios
• Change & project communication
• Training & Education
• Support
• Challenge the organization
• Planning
Adoption & change management
Governance and adoption & change management

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guest access in
MS Teams
Working with

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Someone who doesn’t have a Microsoft
365 account from your organization.
What is a guest?
Working with guest access in Microsoft Teams

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Who disabled guest access?
Working with guest access in Microsoft Teams

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Risks with Microsoft Teams
Working with guest access in Microsoft Teams
Access
standard
channels
Data leak

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Solution for standard channels
Working with guest access in Microsoft Teams
Shared
channels

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Take one step back!
Working with guest access in Microsoft Teams
Define
your policy

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Managing these risks
Working with guest access in Microsoft Teams
MFA Labels &
content DLP
Labels &
Teams
Conditional
access

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Managing guests
Working with guest access in Microsoft Teams
Settings
• Block or allow specific domains.
• Expiration per 30 days.
• Verification code per 1 day.
• Idle session sign-out.
Guest review
• Azure Access Reviews (Azure AD P2)
• 3rd party solution (for example ShareGate).
• Manually

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compliant with
MS Teams
Staying

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Not compliant?
Staying compliant with Microsoft Teams
Fines Reputational
damage
Bankruptcy

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• OLVG receives fine of 440,000 euros for unlawful access to sensitive information.
• Personal data of 65,000 civil servants on the street due to data leak at the ministry.
• Over 100,000 resumes illegally downloaded at Employee Insurance Agency.
Real world examples
Staying compliant with Microsoft Teams

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1. Do you know where your business’s critical and sensitive data resides and what is being done with it?
2. Do you have control of this data as it travels inside and outside of your organization?
3. Do you know what regulations are applicable to your type of industry?
Three important questions
Staying compliant with Microsoft Teams

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Microsoft 365 Purview
Staying compliant with Microsoft Teams
Information
Protection
Data Loss
Prevention
Data
Lifecycle
Management

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Step 1: Information Classification Policy
Staying compliant with Microsoft Teams
• Company data
specifically
prepared and
approved for
public use.
• Company data
intended for
general use
within the
organization.
• Company data
specific to
internal
employees or
specific
individuals or
organizations.
Public Internal Confidential

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Step 2: Information Protection Policy
Staying compliant with Microsoft Teams
Company data is specifically prepared and approved for public use.
• Accessible to all employees (internal) or authorized individuals (external).
• No security.
Company data is intended for general use within and outside the organization (business partners).
• Accessible to all employees.
• Data is protected.
Internal
Public
Company data is intended for internal employees or specific individuals or organizations.
• Accessible for all employees (internal) or authorized persons (external).
• Data is protected.
Confidential

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Who defined these policies?
Staying compliant with Microsoft Teams

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sensitivity
labels
Working with

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Scope
Working with sensitivity labels
Sensitive
information
M365
Groups
Purview
Data Map

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Importance of labels & sensitive
information
Working with sensitivity labels
Encryption
Location
independent

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Importance of labels & Microsoft Teams
Working with sensitivity labels
Conditional
access
Privacy
setting
Guest
access
External
sharing

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Applying sensitivity labels
Working with sensitivity labels
Manually Automatic

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“Pattern-based classifiers for sensitive
content.”
Sensitive Information
Types
Working with sensitivity labels

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Who is using sensitivity labels?
Working with sensitivity labels

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Scenario: Manual & auto
labeling
Working with sensitivity labels
• Megan Bowen works as a marketing specialist for Contoso.
• She works on the development of the PlayStation 6 (codename: Project
Raven).
• She wants to manually and automatically classify & protect the content
related to the project.

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• Sensitivity label for file & e-mail.
• Custom Sensitive Information Type (SIT) for PlayStation 6 with auto labeling.
• Auto classification connected to the Project Raven document library.
Solution summary
Working with sensitivity labels

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• AIP unified labeling client is in maintenance mode.
• Microsoft advice moving towards the built-in labeling within Office.
• Review the current options & limitations (see resources slide).
Important information about labels!
Working with sensitivity labels

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Scenario: Limited
external sharing
Working with sensitivity labels
1. Alex works as PM on the development of the PlayStation 6 (codename:
Project Raven).
2. Alex wants a private & secure collaboration space with Microsoft Teams.
3. It’s not allowed to add guests.
4. External sharing is only allowed with approved accounts.

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• Sensitivity label for M365 Groups.
• Attach to project sites.
Solution summary
Working with sensitivity labels

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Data Loss
Prevention
Working with

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Data Loss Prevention
Working with Data Loss Prevention
Identify Monitor Protect

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The importance of DLP
Working with Data Loss Prevention
Conscious
sharing
unconscious
sharing

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• Create a policy based on existing regulations (GDPR) or customize your own.
• Select the location (M365, OnPrem, Devices, OS & non-MS cloud apps).
• Define your policy settings (conditions & actions).
• Test & deploy.
High-level overview
Working with Data Loss Prevention

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Who is using DLP?
Working with Data Loss Prevention

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Scenario: Prevent
sharing sensitive
information
Working with Data Loss Prevention
• Megan Bowen wants to prevent the sharing of Project Raven information
in other teams.

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• Data Loss Prevention Policy for all Microsoft 365 services.
• Connect with Project Raven Sensitive Information Type.
Solution summary
Working with Data Loss Prevention

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Data Lifecycle
Management
Working with

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• Retain the content for a specified period (days, months & years).
OR
• Retain & automatically delete content after a specified period (days, months & years).
OR
• Automatically delete content after a specified period (days, months & years).
OR
• Retain content forever.
Data lifecycle management
Working with Data Lifecycle Management

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Importance of Data Lifecycle Management
Working with Data Lifecycle Management
Govern
lifecycle
Regulatory
requirements

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Applying Data lifecycle management
Working with Data Lifecycle Management
Policy Labels Record
Management

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Who is using Data Lifecycle Management?
Working with Data Lifecycle Management

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Scenario: Preserve all
project content
Working with Data Lifecycle Management
• Alex wants to preserve all content from Project Raven for an indefinite
amount of time.

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• Retention Policy for the Project Raven team.
• Retention Label for all Microsoft 365 services.
Solution summary
Working with Data Lifecycle Management

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to wrap up and
DRINK!
It is time

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My advice
Wrap it up!
Define
policies
Pilot Governance Adoption & change
management
Licensing

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Contact details
Wrap it up!
@jappie1981 in/jasperoosterveld

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