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rencore.com
How to declutter
Microsoft 365
for good!
28/04/2021
rencore.com
CEO, MVP
Matthias Einig Björn Erkens
Product Owner Governance
declutter
(verb) /ˌdiːˈklʌt.ər/
to remove things you do not need from a place,
in order to make it more pleasant and more ...
rencore.com
What Microsoft 365 services need to be
decluttered the most?
rencore.com
What are unneeded resources in M365?
• Teams for projects that are done
• Unused SharePoint Sites
• Expired Gr...
rencore.com
• Team created per job interview
• Unused sites of finished projects
• Flows that have been built but are no l...
rencore.com
What is the negative impact on your org?
• Costs
• Adoption
• Productivity
• Maintenance
• Compliance
 All ev...
rencore.com
Found 12k of 24k unused SharePoint Sites
 Archive in blob storage
 Reduce storage costs
Found 250+ users tha...
rencore.com
Do you have a clean-up process?
rencore.com
How does your clean-up process look like?
rencore.com
Environment evolves and
grows constantly
Impossible to manage manually,
does not scale
Hard to identify releva...
rencore.com
Rencore Cloud Governance Maturity Model
Reporting
Resolution
M365 Services
Manual
Manual
Few
Automated
Manual
...
rencore.com
• Manual discovery
• Too many admin centers to keep track
• Not all required data easily accessible
• Manual r...
rencore.com
Write a custom PowerShell script and generate CSV
• Reports need to be generated and reviewed manually
• Scrip...
rencore.com
Maturity 3: Use Power Automate, Azure
Automation
Write custom Flows, Azure Runbooks to resolve
• Custom DIY so...
rencore.com
Maturity 3: Group Expiration Policy
Use Azure AD Group Expiration Policy
• Does only cover groups
(no files, n...
rencore.com
• Ready made policies, reports
and automation templates
• Fully customizable without developer skills
• All M3...
DEMO
Try Rencore Governance for free for 30 days
https://url.rencore.com/declutter
Q&A
Try Rencore Governance for free for 30 days
https://url.rencore.com/declutter
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Webinar: How to declutter Microsoft 365 for good

With Microsoft 365 services adoption continuing to rise, rapid cloud sprawl becomes increasingly tough to manage.

You are quickly backed up against a wall by stacks of inactive teams and groups, unused accounts for external users - as well as trying to identify unknown publicly shared content.

However, it doesn't need to be like that. There is a way to keep your Microsoft 365 tenant decluttered, keeping everything under control, and making your job enjoyable again.

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Webinar: How to declutter Microsoft 365 for good

  1. 1. rencore.com How to declutter Microsoft 365 for good! 28/04/2021
  2. 2. rencore.com CEO, MVP Matthias Einig Björn Erkens Product Owner Governance
  3. 3. declutter (verb) /ˌdiːˈklʌt.ər/ to remove things you do not need from a place, in order to make it more pleasant and more useful Source: Cambridge Dictionary
  4. 4. rencore.com What Microsoft 365 services need to be decluttered the most?
  5. 5. rencore.com What are unneeded resources in M365? • Teams for projects that are done • Unused SharePoint Sites • Expired Groups • Unused Files • Unused Flows and Power Apps • Unused Licenses
  6. 6. rencore.com • Team created per job interview • Unused sites of finished projects • Flows that have been built but are no longer serving a purpose • PowerApps left behind by employees who left the company • Licenses assigned to users that don’t use them Real world examples
  7. 7. rencore.com What is the negative impact on your org? • Costs • Adoption • Productivity • Maintenance • Compliance  All eventually mean Costs
  8. 8. rencore.com Found 12k of 24k unused SharePoint Sites  Archive in blob storage  Reduce storage costs Found 250+ users that have both E5 and E3 licenses but need only E3  Reduce Licensing Costs Examples of Rencore Customers
  9. 9. rencore.com Do you have a clean-up process?
  10. 10. rencore.com How does your clean-up process look like?
  11. 11. rencore.com Environment evolves and grows constantly Impossible to manage manually, does not scale Hard to identify relevant data and report on Declutter is a problem – Now what?
  12. 12. rencore.com Rencore Cloud Governance Maturity Model Reporting Resolution M365 Services Manual Manual Few Automated Manual Few Automated Automated Few Automated Automated All
  13. 13. rencore.com • Manual discovery • Too many admin centers to keep track • Not all required data easily accessible • Manual resolution • Time consuming and not easily repeatable Maturity 1: Extract info from Admin Centers List of MS Portals: https://msportals.io
  14. 14. rencore.com Write a custom PowerShell script and generate CSV • Reports need to be generated and reviewed manually • Script needs to be maintained • Needs to be created for every service • Not actionable • Does not scale Maturity 2: Extract with PS and resolve manually Example by Tony Redmond: https://office365itpros.com/2020/01/14/office-365-groups-teams-activity-report/
  15. 15. rencore.com Maturity 3: Use Power Automate, Azure Automation Write custom Flows, Azure Runbooks to resolve • Custom DIY solution like PS • APIs change too quickly and often • Braindrain when expert who built it leaves the company • Possibly requires Power Automate Premium license
  16. 16. rencore.com Maturity 3: Group Expiration Policy Use Azure AD Group Expiration Policy • Does only cover groups (no files, no teams, no license, no sites etc.) • Does only support automatic deletion / archiving • Automations not customizable • Requires Azure AD Premium license https://docs.microsoft.com/en-US/azure/active-directory/enterprise-users/groups-lifecycle
  17. 17. rencore.com • Ready made policies, reports and automation templates • Fully customizable without developer skills • All M365 services governed in one platform • Maintained and updated by Rencore • SaaS or self-hosted in Azure Maturity 4: Rencore Governance
  18. 18. DEMO Try Rencore Governance for free for 30 days https://url.rencore.com/declutter
  19. 19. Q&A Try Rencore Governance for free for 30 days https://url.rencore.com/declutter

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