Microsoft 365

Increase One Drive For Business default 30 day retention Limit

Posted on by Imran Rashid
Reading Time: 4 minutes

When a user account is deleted from the active users page located in the Microsoft 365 admin center, you can choose what you want to do with the user’s product licenses, email, and One Drive for business account.

You may grant another user access to the mailbox. This process converts the user’s mailbox to a shared mailbox. The benefit of shared mailboxes is that they don’t require a license.

But, today I would like to discuss what happens to the user’s One Drive For Business account upon account deletion and how you can increase the default 30 day retention limit.

If configured, by default, when a user is deleted, the user’s manager is automatically given access to the user’s OneDrive. In the event a manager is not configured, you will still receive a few options before hitting the button to delete the account. One of these options highlighted below allows you to give another user access to the leavers One Drive For Business files for 30 days after the user is deleted. You can also specify a secondary owner which I will cover further down this post.

30 days is the default limit to retain One Drive files after user deletion, but what if you wanted to retain the data for longer. There is an option to extend the default 30 day limit for all one drive for business accounts upon account deletion.

1. Login to the One Drive Admin center (admin.onedrive.com)
2. Click Storage from the left pane

3. Amend the 30 day limit as required. The maximum retention for One drive files after a user is marked for deletion is 3650 days. If you attempt to add a figure above 3650 days the figure will default to the maximum after clicking save and revisiting the storage section.

The user granted access will receive an email with a link and further instructions for accessing the deleted user’s OneDrive files.

As mentioned above, by default, when a user is deleted, the user’s manager is automatically given access to the user’s OneDrive. But what if a manager is not set and the admin accidentally bypasses the prompt to assign the OneDrive account to another user? You could assign a secondary owner in case a user doesn’t have a specified manager.

  1. To perform this action, visit the Sharepoint admin center

2. Click More features

3. Click Open User profiles

4. Click Setup My Sites under My Site Settings

5. Scroll down and locate My Site Cleanup

Specify a secondary owner account. This account will be the appointed owner of the OneDrive account if the user’s manager isn’t set in Azure AD. Email notifications will also be sent to the secondary owner account when the value is populated.

Notes:
Upon reaching the retention limit, the OneDrive account for the deleted user is moved to the site collection recycle bin, where it is kept for 93 days. During this time, users will no longer be able to access any shared content in the OneDrive but you can restore the account via Powershell.

If a OneDrive is put on hold as part of an eDiscovery case, managers and secondary owners will be sent email about the pending deletion, but the OneDrive won’t be deleted until the hold is removed.

The Recycle Bin is not indexed and therefore searches do not find content there. This means that an eDiscovery hold can’t locate any content in the Recycle Bin in order to hold it.

Revoke Office Apps activation from user device

Posted on by Imran Rashid
Reading Time: 2 minutes

In this blog post I will go through the process of how to check the number of devices a user has activated Office Apps, and where to revoke access. Depending on your license, each user may have access to download 365 apps to five different devices. In the event a user allocates all licenses and requests for one of those devices to be removed, you could perform this action from the 365 Admin Center.

If you wish to prevent users from downloading Office apps to more than one device you could disable the download option so it’s no longer visible in the users office portal, see the following article Prevent Users from downloading 365 apps

Note: Deactivating a device doesn’t remove ‎Office‎ apps or data from a device, but it will sign the user out of ‎Office‎ remotely.

How many devices can people install Office and what license is required?

If your subscription includes any of the following products, each person can install Office on up to five PCs or Mac, five tablets, and five phones.

  • Microsoft 365 Apps for business
  • Microsoft 365 Apps for enterprise
  • Microsoft 365 Business Standard
  • Microsoft 365 Business Premium
  • Microsoft 365 A3
  • Microsoft 365 A5
  • Microsoft 365 E3
  • Microsoft 365 E5
  • Office 365 A1 Plus
  • Office 365 A3
  • Office 365 A5
  • Office 365 E3
  • Office 365 E5

Let’s get started

1. Login to the Office Portal Microsoft 365 admin center (admin.microsoft.com)

2. Click Active Users

3. Click the username

4. Click Account

5. Scroll to the bottom and click View Office activations

Here you can view the number of Office activations and revoke access

Note: Deactivating a device doesn’t remove ‎Office‎ apps or data from a device, but it will sign the user out of ‎Office‎ remotely.

Prevent users from uploading videos to Microsoft Stream

Posted on by Imran Rashid
Reading Time: 3 minutes

In this blog post I will go through the process of preventing all users from uploading videos to Microsoft Stream. By default, everyone in your organisation can upload videos to Microsoft Stream, but you may want to limit the employees who can upload videos, for example, you may want to make sure the experience is always curated and hence want to assign a few content creators, or you are performing a proof of concept with a smaller audience before allowing anyone within your organisation to start creating content. Before I begin, let’s start with a little explanation about Microsoft Stream.

What is Microsoft Stream?
Microsoft Stream is an Enterprise Video service where people in your organisation can upload, view, and share videos securely. You can share recordings of classes, meetings, presentations, training sessions, or other videos that aid your team’s collaboration.

Microsoft Stream is a secure video service so you can manage who views your video content and determine how widely to share within your organisation. Secure application access is enabled by Azure Active Directory.

Microsoft Stream also helps you organise content into channels and groups so it’s easier to find. Microsoft Stream works well with other Office 365 apps like Teams, SharePoint, OneNote, and Yammer, giving even more ways to discover more relevant content.

Let’s get started

  1. Login to the Microsoft Stream Admin Center

    Note: If you’re wanting to manage content on behalf of users, the admin mode feature will need to be enabled

    When Admin mode is switched ON, Microsoft Stream admins can manage content on behalf of users, including private content or content they don’t normally have permission to edit.

2. Click the cog icon found towards the top right corner and click Admin settings as shown below

3. Click content creation

Note: by default, All users are currently allowed to comment on videos. If you wish to disable comments, you can do so by clicking comments displayed above the option Content creation

4. Switch the button to on

Note: here you may also prevent all users from company wide channel creation. You may restrict this to certain users

5. and specify who is allowed to upload videos

Don’t forget to click the save option when ready

Other options:

1. Configure live events policy in Microsoft Streams

By default, all users can create live events. Here you can restrict this action.

2. Configure company policy for Microsoft Stream users

Present your company policy to your users here

3. Restore videos in Microsoft Streams

Microsoft Stream Videos will only be accessible from the recycle bin for 30 days


We would love to hear from you, so if you have any further tips on Microsoft Stream that you wish to share, please comment below.

Enable Self Service Password Reset in Azure

Posted on by Imran Rashid
Reading Time: 5 minutes

Azure Active Directory (Azure AD) self service password reset (SSPR) gives users the ability to change or reset their password, with no administrator or help desk involvement. If a user’s account is locked or they forget their password, they can follow prompts to unblock themselves and get back to work. This ability reduces help desk calls and loss of productivity when a user can’t sign in to their device or an application.

With Azure Active Directory (Azure AD) self service password reset (SSPR), users can update their password or unlock their account using a web browser. Please note that in a hybrid environment where Azure AD Connect is used to sync accounts from Active Directory to Azure AD, this scenario can cause passwords to be different between the two directories if password write back is not enabled. Password write back can be used to synchronise password changes in Azure AD back to your on premises Active Directory environment. Azure AD Connect provides a secure mechanism to send these password changes back to an existing on premises directory from Azure AD.

The password reset feature includes a set of capabilities that allow users to manage any password from any device, at any time, from any location, while remaining in compliance with company security policies.

In this blog post, I will go through the process of enabling password write back within Azure AD Connect, enabling self service password reset for a group of Azure AD users, go through the authentication methods and registration options.

  1. Login to your Azure AD Connect Server if you’re syncing your Active Directory accounts to Azure AD

2. Enabled Password Write Back in Azure AD Connect and save settings

3. Let’s confirm Azure AD has picked up the change

4. Login to the Azure Portal portal.azure.com

5. Click Azure Active Directory or locate via the search box

6. Click Password Reset located in the left menu

7. Click On-premises integration

8. Done, see screen shot below.

Notice the additional option to allow users to unlock accounts without resetting their password. This feature designates whether or not users who visit the password reset portal should be given the option to unlock their on premises Active Directory accounts without resetting their password. By default, Azure AD will always unlock accounts when performing a password reset, this setting allows you to separate those two operations. If set to yes, then users will be given the option to reset their password and unlock the account, or to unlock without resetting the password. If set to no, then users will only be able to perform a combined password reset and account unlock operation.

I have left the default settings

9. Now, let’s enable self password reset, click Azure Active Directory and click password reset

10. The password reset feature is disabled by default

11. I will be clicking selected and applying the policy to a security group named CloudBuildPR. Click select


12. Click Save

13. While in the password reset section, you’ll notice Authentication methods in the left menu. Here you can setup the number of authentication methods, including prompting your users to setup security questions as additional authentication options. You can specify your own custom questions that will be visible to the user or select the built in ones provided by Microsoft.

For the purpose of this demo, I will leave the default options enabled. Note that all features may not be available depending on your license type.


14. Moving down the menu, you’ll find Registration including the option on how often you require your users to re-confirm their authentication information they originally submitted. By default it’s 180 days and users are required to register when signing in.

15. The next option down is notifications. The default settings are shown below and are self explanatory.

16. Finally, it’s customization. You could add a link to your online helpdesk portal or an email address to allow users to contact IT in the event they require further assistance. I have already covered on-premise integration earlier so won’t cover that one again

17. Ok, so i’m all set. I have enabled password write back within Azure AD Connect and enabled Password Reset. I have confirmed the configuration has been picked up within Azure AD.

18. That’s it. Visit passwordreset.microsoftonline.com to test


If you’re using a free trial account, you’ll receive the below message. At the time of writing this blog post, the password reset option does not function with trial accounts.

Errors/notifications:

You can’t reset your own password because you haven’t registered for password reset.

You haven’t registered the necessary security information to perform password reset

Further Azure Password Reset FAQ’s can be located at the following Microsoft link Azure Self Password Reset FAQ

Configure Conditional Access Policy in Azure

Posted on by Imran Rashid
Reading Time: 4 minutes

In this blog post I will go through the process of configuring a conditional access policy within Azure AD.

Conditional Access policies are simply if and then statements, for example, if a user wants to access a resource, then they must complete an action. Example: A staff member wants to access the payroll application and is required to perform multi-factor authentication to access it.

Note: Using this feature requires an Azure AD Premium P1 license

1. Login to the Azure Portal portal.azure.com
2. Click Azure AD or locate via the search box
3. Click Security

4. Click Conditional Access

5. Click New Policy

6. For the purpose of this demo, I have selected:

Assignments:
– Selected Users and groups
– Selected the Sales group

7. Next, click Cloud apps or actions

8. Select what this policy applies to. For the purpose of this demo, I have clicked select apps

9. Select your apps. For the purpose of this demo, I have selected Office 365 only

10. Next, click Conditions

Up to this point I have selected the Sales group and the application Office 365. I will now continue to apply conditions to the Sales group. Click Conditions

11. Click Device Platforms

12. For the purpose of this demo, I want this policy to apply for Sales people using an IOS device, such as an iphone

13. Click Locations

14. Here you could configure a location, for example you could prevent a conditional access policy from applying to your trusted locations but apply the policy everywhere else. Note the exclude option below where you could exclude locations from this policy.

15. Here you can control user access to target specific client applications not using modern authentication.

Note: When not configured, policies now apply to all client apps, including modern and legacy auth.

16. Click device state

17. Here you can control user access when the device the user is signing in from is not Hybrid Azure AD joined or marked as compliant.

18. Next, click grant

19. Here you can decide what you want this policy to do, block or allow access based on conditions. If you allow, you can select what conditions the users have to meet when authenticating. You could also select several options and select require all the selected controls or require one of the selected controls.

20. Finally, you have the option to enable the policy by clicking On. Clicking Off and the policy will not apply. Or clicking Report-Only which will only log events for you to analyse but not apply to users.

21. Click Create

Note: if you receive the below message after clicking create, you must disabled security defaults before you can create your policy.

Security defaults must be disabled to enable conditional access policy.

Out of the box, Microsoft now provide secure default settings that Microsoft manage on behalf of organisations to keep customers safe until they are ready to manage their own identity security. Security defaults is now enabled by default when setting up a new tenant.

You can disable security defaults by:

  1. Logon in to the Azure portal at portal.azure.com
  2. Click Azure Active Directory, or search using the search box
  3. Click properties located in the left pane
  4. Browse to the bottom of the page, and click the link Manage Security Defaults

22. and here is the policy

Notice the option What If below. This option allows you to test what a conditional access policy would do if applied to a user.