Prep for Copilot and optimize storage with versioning in M365
0 likes301 views
The document outlines key considerations for deploying Microsoft 365 Copilot, focusing on its benefits for document creation, data analysis, presentation design, email management, collaboration, and workflow automation. It emphasizes the importance of managing storage utilization and versioning in SharePoint to avoid issues related to irrelevant content and storage sprawl. Best practices for version control and storage management are also discussed to ensure effective implementation and compliance.
![Trimming 101
Run ‘What-If’ analysis
By setting different trimming
modes to preview the changes
and analyze the user and storage
savings impact of applying one of
the trimming modes to the
version storage report csv file.
More info:
Tutorial: Run 'What-If' analysis (Pr
eview) - SharePoint in Microsoft 3
65 | Microsoft Learn
Example for Automated expiration policy:
# save this file as ScheduleUpdate_Auto.ps1
param (
[Parameter(Mandatory=$true)][string]$ImportPath,
[Parameter(Mandatory=$true)][string]$ExportPath
)
$Schedule = Import-Csv -Path $ImportPath
$Schedule |
ForEach-Object {
$_.TargetExpirationDate =
$_.AutomaticPolicyExpirationDate
}
$Schedule |
Export-Csv -Path $ExportPath -UseQuotes AsNeeded -
NoTypeInformation](https://image.slidesharecdn.com/prepforcopilotandstorage-241004172831-aa937664/85/Prep-for-Copilot-and-optimize-storage-with-versioning-in-M365-28-320.jpg)
Prep for Copilot and optimize storage with versioning in M365
- 1. Prepare for Copilot and Get Your M365 Storage Utilization Under Control Miguel A. Tena Microsoft Copilot & AI Summit Vancouver 2024 October 3rd , 2024
- 2. About Me
- 3. Objective • Recap the key considerations for deploying Copilot for Microsoft 365 in your organization • Focus on storage management and sprawl as a key challenge to address.
- 4. Brief overview of Microsoft 365 Copilot • AI infused into your already familiar products in Microsoft 365. • Integration with M365 apps: Word, Excel PowerPoint, Outlook, Teams, and now SharePoint! • Assists information workers by providing suggestions, summarizing, writing, coding, generating visual elements, etc. • Relevant and context aware: Copilot uses large language models (LLMs) and Microsoft Graph to deliver contextually relevant content and insights based on the user’s data and tasks • Secure and Compliance aware: adheres to same security, compliance and privacy policies set in Microsoft 365.
- 5. Uh, ah, what it is it good for? 1. Document Creation in Word • Drafting Content: Copilot can help draft documents, such as reports, essays, and business plans, by generating initial content based on prompts. • Summarizing Text: It can summarize long documents, making it easier to extract key points and insights
- 6. Uh, ah, what it is it good for? 2. Data Analysis in Excel • Generating Insights: Copilot can analyze data sets and provide insights, trends, and visualizations, helping users make data-driven decisions. • Automating Formulas: It can suggest and automate complex formulas, reducing the time spent on manual calculations
- 7. Uh, ah, what it is it good for? 3. Presentation Design in PowerPoint • Creating Slides: Copilot can generate slide content and design suggestions based on the topic, making it easier to create professional presentations. • Visual Enhancements: It can recommend visual elements like charts, images, and layouts to enhance the presentation.
- 8. Uh, ah, what it is it good for? 4. Email Management in Outlook • Drafting Emails: Copilot can draft responses to emails, ensuring they are well-structured and professional. • Summarizing Threads: It can summarize long email threads, highlighting the most important points and actions¹
- 9. Uh, ah, what it is it good for? 5. Collaboration in Teams • Meeting Summaries: Copilot can generate summaries of meetings, capturing key discussions and action items. • Task Management: It can help assign and track tasks discussed during meetings, ensuring follow-up and accountability
- 10. Uh, ah, what it is it good for? 6. Workflow Automation in Power Platform • Automating Processes: Copilot can automate routine tasks, such as invoice processing and document approvals, using Power Automate. • Building Apps and Bots: It can assist in creating apps and chatbots to handle customer queries and internal processes
- 12. Your Typical Technical readiness topics • Licensing (Add on) • Entra ID • Microsoft 365 Apps deployed • OneDrive setup • Outlook, New/Classic • MS Teams • Microsoft Loop
- 13. We’ll take a little detour • Your organization likely has accumulated many versions of the same document, with various degrees of relevancy. • Also, since most users don’t remove legacy content, you are likely starting to hit your storage allocation, leading to overspending and inherently having too much irrelevant content. • Your security is also a factor, as Copilot access depends on your users access to gather information and respond effectively to prompts.
- 14. Versioning in SharePoint Online • Any List or Library in SharePoint Online, or OneDrive has versioning enabled by default. • 50 versions for lists • 500 versions for libraries • Allow for historical record of changes, with the date/time and an indication of the user who made the change, on a per-file/list item basis. • Metadata changes in libraries also create a new version. • So, a 50MB PDF that needed an extra piece of metadata information is now 100 MB of storage. • Versioning can also allow for minor and major versions, when using explicit check in/out, you generate minor versions, until you publish a new major version.
- 15. Importance of versioning • Why? • “Backup”: Saving previous versions can help revert to a previous one • Co-authoring • Ensure single source of through as the name remains the same across versions. • So what? • Many organizations do not follow these principles, and instead have: • - Final.docx, v3-final.docx, _thistimeisforrealfinal.docx • This may lead to “polluting” Copilot with irrelevant, redundant or outdated data.
- 16. Best practices for version control • Enable Versioning: Ensure versioning is enabled for all document libraries to track changes and maintain document history. • Set Version Limits: Configure version limits to manage storage effectively and avoid unnecessary storage consumption.
- 17. New ways to manage version history Area How does it work? Set default organization version history limits Default organization version history limits are set on all new document libraries created across existing and new SPO sites. Set site or library level version history limits If needed, site admins can break inheritance from the default organization limits for an individual site or library. Report on version storage on a site Run a report to analyze version storage use of existing versions, understand how a version limit works before configuring limits, or analyze the impact of trimming existing versions before scheduling trim job. Trim existing versions Site admins can choose to trim existing versions by queuing a timer job to execute the trimming.
- 18. New ways to manage version history
- 19. How Version history limits are applied • Default organization limits: Organization default settings are applied to all new libraries created on sites that don't have site level settings configured. • Site limits: It is possible to break inheritance for a site by configuring version history limits for the site. When version limits are configured on a site, the settings are applied to all new libraries created on the site. • Library limits: It is possible to break inheritance at library level to define version limits for files stored in the library.
- 20. How Version history limits are applied
- 21. Types of version limits Version Limit Setting Sub Setting Description Automatic setting Automatic setting is recommended for optimized version storage. It combines the data recovery benefits that version history offers while optimizing for its storage. Manual setting Major version limit with expiration period Versions are deleted after exceeding either the set number of major versions or after the set period of time. For example, if you configure a library to store 500 major versions with a 365-day expiration, the system stores no more than 500 versions, and automatically deletes any version older than 365 days. Major version limits with no expiration period Versions are deleted after they exceed the set number of major versions. For example, if a library is configured to store 500 major versions, no more than 500 versions is stored for each file or item.
- 22. Restore and storage use
- 23. More on Automatic Limit versioning • The algorithm behind automatic version history limits is based on the design principle that restore value of a version degrades as the version ages. • When Automatic limit is selected, SharePoint deletes (thins out) intermittent older versions that are least likely to be used, while preserving sufficient high-value versions. In case restores are required, it ensures that users have access to more versions in the recent past and fewer farther back in time.
- 24. More on Automatic Limit versioning • Version storage under Automatic setting is determined by the following algorithm: • As versions are created, users have access to the following versions: • All versions created within 500 count limit in first 30 days. • Hourly versions (versions created at the top of the hour) between 30 to 60 day period. • Daily versions (versions created at the beginning of each day) between 60 to 180 day period. • Weekly versions (versions created at the beginning of the week) beyond 180 days or more are available indefinitely until the maximum 500 count limit has reached.
- 25. Setting Organization Versioning Limits
- 26. Setting Organization Versioning Limits
- 27. Trimming 101 Generate a Version Storage usage report for a site or library: This report can support multiple uses including, version storage use analytics or to gain key insights on the impact of applying different trimming settings. Sample: New-SPOSiteFileVersionExpirationReportJob -Identity https://contoso.sharepoint.com/sites/site1 -ReportUrl https://contoso.sharepoint.com/sites/sites1/reports/MyReports/VersionReport.csv New-SPOListFileVersionExpirationReportJob -Site https://contoso.sharepoint.com/sites/site1 -List "Documents" -ReportUrl "https://contoso.sharepoint.com/sites/sites1/reports/MyReports/VersionReport.csv"
- 28. Trimming 101 Run ‘What-If’ analysis By setting different trimming modes to preview the changes and analyze the user and storage savings impact of applying one of the trimming modes to the version storage report csv file. More info: Tutorial: Run 'What-If' analysis (Pr eview) - SharePoint in Microsoft 3 65 | Microsoft Learn Example for Automated expiration policy: # save this file as ScheduleUpdate_Auto.ps1 param ( [Parameter(Mandatory=$true)][string]$ImportPath, [Parameter(Mandatory=$true)][string]$ExportPath ) $Schedule = Import-Csv -Path $ImportPath $Schedule | ForEach-Object { $_.TargetExpirationDate = $_.AutomaticPolicyExpirationDate } $Schedule | Export-Csv -Path $ExportPath -UseQuotes AsNeeded - NoTypeInformation
- 29. Trimming 101 Queue your trim job The version trimming workflow uses a job to asynchronously delete versions matching the criteria specified in the trim mode. Queue a job to trim versions based on age for all libraries on a site New-SPOSiteFileVersionBatchDeleteJob -Identity https://contoso.sharepoint.com/sites/site1 -DeleteBeforeDays 180 Queue a job to trim oldest versions exceeding the specified count limit on a site New-SPOSiteFileVersionBatchDeleteJob -Identity https://contoso.sharepoint.com/sites/site1 -MajorVersionLimit 100 -MajorWithMinorVersionsLimit 0 Queue a job to trim versions based on the automatic logic on a site New-SPOSiteFileVersionBatchDeleteJob -Identity https://contoso.sharepoint.com/sites/site1 -Automatic
- 30. Storage Management in SharePoint Online
- 31. Storage Management • Monitor Storage Usage: Regularly monitor storage usage to ensure compliance with storage quotas and avoid disruptions. • Optimize Storage: Use tools like SharePoint’s storage metrics to identify and clean up unused or duplicate files. • Trimming: Reduce the number of versions stored on a given site or library.
- 33. Security and Compliance • Data Governance: Implement data governance policies to ensure data integrity and compliance with regulatory requirements. • Access Controls: Set up appropriate access controls to protect sensitive information and ensure only authorized users have access.
- 34. User Training and Adoption • Comprehensive Training: Provide comprehensive training to users on how to effectively use Copilot and SharePoint features. • User Engagement: Foster user engagement by highlighting the benefits of Copilot and how it can enhance productivity.
- 35. Continuous Monitoring and Improvement • Feedback Loop: Establish a feedback loop to gather user feedback and continuously improve the implementation. • Performance Metrics: Track performance metrics to measure the effectiveness of Copilot and make necessary adjustments.