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.

1. rencore.com
How to declutter
Microsoft 365
for good!
28/04/2021

2. rencore.com
CEO, MVP
Matthias Einig Björn Erkens
Product Owner Governance

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. rencore.com
What Microsoft 365 services need to be
decluttered the most?

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. 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. rencore.com
What is the negative impact on your org?
• Costs
• Adoption
• Productivity
• Maintenance
• Compliance
 All eventually mean Costs

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. rencore.com
Do you have a clean-up process?

10. rencore.com
How does your clean-up process look like?

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. rencore.com
Rencore Cloud Governance Maturity Model
Reporting
Resolution
M365 Services
Manual
Manual
Few
Automated
Manual
Few
Automated
Automated
Few
Automated
Automated
All

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. 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. 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. 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. 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. DEMO
Try Rencore Governance for free for 30 days
https://url.rencore.com/declutter

19. Q&A
Try Rencore Governance for free for 30 days
https://url.rencore.com/declutter