Tutorial / Cram Notes

Managing a SharePoint Online tenant and site settings is an essential skill for an administrator preparing for the MS-100 Microsoft 365 Identity and Services exam. A SharePoint Online tenant is a collection of sites under a common management and accessibility structure. Here’s an overview of key management activities for SharePoint Online tenant and site settings.

Understanding SharePoint Online Administration

The SharePoint admin center is the primary tool used to manage your SharePoint Online tenant. Here you can create and manage sites, configure sharing settings, monitor SharePoint activity, and more.

Tenant-level Settings

  • Sharing Settings:
    • External Sharing: Determine whether to allow users to share content with people outside your organization.
    • Guest Access: Configure the level of access for guests, including what they can see or do within your tenant.
  • Site Storage Limits:
    • You can set storage limits for sites to ensure no single site collection exceeds a certain quota.
  • Search Configuration:
    • Customize the search experience across your SharePoint Online tenant.
  • Access Control:
    • Set policies for access from untrusted devices or locations.

Site-level Settings

  • Site Collection Administration:
    • Each site collection can have its own administrators and settings, separate from the tenant-level settings.
  • Permissions:
    • Define who has access to specific content within a site.
  • Navigation and Look:
    • Customize the appearance and navigation of the site to align with your organization’s branding.
  • Content Deletion and Retention Policies:
    • Setup policies for how long content is kept before being deleted or archived.

Managing Sites and Collections

Creating and managing site collections is one of the key responsibilities of a SharePoint Online administrator. You need to:

  • Create New Sites:
    • Choose between a team site (connected to an Office 365 group) and a communication site based on your needs.
  • Site Collection Features:
    • Enable or disable specific features at the site collection level.
  • Site Templates:
    • Choose a template that suits the purpose of your site.
  • Delete Sites:
    • When a site is no longer needed, you can delete it or schedule it for deletion.
  • Recover Deleted Sites:
    • SharePoint Online retains deleted sites for 93 days, during which they can be restored.

Monitoring SharePoint Online Usage

Monitoring how your SharePoint Online environment is being used is critical.

  • Usage Reports:
    • The SharePoint admin center provides detailed reports on how your sites are being used, including file activities and search statistics.
  • Audit Log Reports:
    • Enable auditing to track and report on user activities for compliance and monitoring purposes.

Security and Compliance in SharePoint Online

Security and compliance are critical components that need to be managed effectively.

  • Data Loss Prevention (DLP):
    • Create DLP policies to protect sensitive information from being shared inappropriately.
  • Sensitivity Labels:
    • Apply labels to content to manage access and sharing based on sensitivity.
  • Information Rights Management (IRM):
    • Protect documents at the file level with IRM policies.

SharePoint Online Tenant and Site Settings Best Practices

  • Regular Reviews:
    • Periodically review tenant and site settings to ensure they align with organizational policies and security standards.
  • Training and Communication:
    • Ensure users are trained on SharePoint Online best practices and understand the organizational policies for content management and sharing.
  • Backup and Recovery:
    • Although SharePoint Online offers robust recovery options, consider third-party backup solutions for critical data.

By mastering the management of SharePoint Online tenant and site settings, administrators can ensure their organization’s SharePoint environment is secure, compliant, and optimized for collaboration. Preparing for the MS-100 exam involves understanding these concepts in depth, along with gaining hands-on experience in the SharePoint admin center.

Practice Test with Explanation

T/F: In SharePoint Online, only SharePoint Administrators and Global Administrators can access and manage tenant-level settings.

  • Answer: True

Only users with the SharePoint Administrator or Global Administrator roles have the necessary permissions to access and manage tenant-level settings in SharePoint Online.

T/F: SharePoint Online site collection administrators can configure tenant-wide search settings.

  • Answer: False

Site collection administrators can manage search settings at the site collection level, but only SharePoint Administrators and Global Administrators can configure tenant-wide search settings.

Which of the following can be used to control external sharing of files and folders in SharePoint Online? (Select all that apply)

  • A – Sharing policies
  • B – Azure AD Identity Protection
  • C – External access settings in SharePoint admin center
  • D – OneDrive for Business admin center
  • Answer: A, C

Sharing policies and external access settings in the SharePoint admin center are used to control how files and folders are shared externally in SharePoint Online.

T/F: You can enforce two-factor authentication for accessing sensitive SharePoint content by setting up Conditional Access Policies.

  • Answer: True

Conditional Access Policies in Azure AD can be set up to require two-factor authentication when accessing sensitive content in SharePoint Online.

Which PowerShell module is required to manage SharePoint Online settings via PowerShell?

  • A – SQLServer
  • B – MSOnline
  • C – SharePoint Online Management Shell
  • D – PnP PowerShell
  • Answer: C

SharePoint Online Management Shell is the specific PowerShell module used for managing SharePoint Online settings.

T/F: SharePoint Online does not support the use of Information Rights Management (IRM) to protect documents and emails.

  • Answer: False

SharePoint Online supports Information Rights Management (IRM), which helps protect documents and emails from unauthorized access and use.

T/F: The Term Store Management Tool is used to create and manage metadata services in SharePoint Online.

  • Answer: True

The Term Store Management Tool is used for creating and managing term sets within the Managed Metadata service in SharePoint Online.

Which of the following features should be used to implement a custom branding on multiple SharePoint Online sites?

  • A – Themes
  • B – SharePoint Framework (SPFx) extensions
  • C – Site Designs and Site Scripts
  • D – Custom site templates
  • Answer: C

Site Designs and Site Scripts allow administrators to apply custom branding and configurations across multiple SharePoint Online sites consistently.

T/F: Microsoft 365 Groups created from SharePoint Online come with their own email address, calendar, and a plan for Microsoft Planner.

  • Answer: True

When creating a Microsoft 365 Group from SharePoint Online, it automatically comes with an email address, shared calendar, and a plan in Microsoft Planner, among other features.

T/F: SharePoint Online allows anonymous access to sites by default.

  • Answer: False

By default, SharePoint Online does not allow anonymous access to sites; sharing with external users is controlled through SharePoint and Azure AD settings.

How can you restore a deleted SharePoint Online site collection?

  • A – It cannot be restored; you must recreate it from scratch.
  • B – Use the Recycle Bin in the SharePoint admin center.
  • C – Restore from the SharePoint Online Management Shell using PowerShell.
  • D – Contact Microsoft Support to initiate a restore process.
  • Answer: B

Deleted site collections can be restored from the Recycle Bin in the SharePoint admin center within the retention period.

T/F: Site usage reports in SharePoint Online can only be viewed by SharePoint Administrators.

  • Answer: False

Site usage reports can be viewed by site owners, members with edit permissions, and SharePoint Administrators, providing insights into how the site is being used.

Interview Questions

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Fletcher Morris
1 year ago

I am having trouble accessing the SharePoint Admin Center to manage tenant settings. Does anyone else have this issue?

Nooa Aro
1 year ago

Great blog post! It really helped clarify site collection management for MS-100.

Cooper Smith
1 year ago

Can anyone explain the difference between a communication site and a team site in SharePoint Online?

Rozaliya Bugaychuk
2 years ago

I need help with setting up a hybrid SharePoint environment. Any tips?

Anna Olsen
10 months ago

Appreciate the detailed breakdown on site settings!

CoÅŸkun Karabulut
1 year ago

Is it possible to restore a deleted site collection in SharePoint Online?

Mariette Kloos
1 year ago

Any advice for optimizing SharePoint Online performance?

Aiden Young
1 year ago

I followed the steps and still can’t manage site settings. This guide needs improvement.

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