Among the most important tasks after you migrate to Office 365 is to first understand what you are dealing with in your Office 365 tenant. Obviously, you need to get a complete picture of everything that’s out there in your Office 365. A complete audit of Office 365 also allows you to identify errors or mistakes that may have been caused during your Office 365 migration. You can have your information manager to review and verify your documentation for correctness.
Documenting how your Office 365 is configured means you need to know who your users and groups are, what permissions or access rights granted to them and so on. When it comes to Office 365 Exchange Online you need to document your Mailboxes, Public Folders, Shared mailboxes, Users, Mailbox and Folder Permissions, Distribution Groups and so on in granular detail. When it comes to Office 365 SharePoint online and One Drive for Business, you need to know what sites, lists, libraries and workflows have been created, what content has been stored, how these sites have been configured, who the owners and administrators are, who have Permissions to access these sites, libraries and documents, what kind of Access Rights have been granted and so on.
Here is a summary of Inventory reports available in Vyapin Office 365 Reporting tool.
Every user who has been granted access to Office 365 requires a license with certain services enabled based on his functional role in the organization. When your users are in hundreds or thousands, Office 365 license management can become daunting with a variety of subscription licenses assigned to users. Office 365 license reporting and analytics is an integral component of Office 365 management. The license management process is complex in itself and without reporting and analysis of licenses, administrators and managers are likely to face license sprawl and lose tens of thousands of dollars in unwanted licensing. At any given time or at times of annual Office 365 license audit, reports are required to be generated in several different ways such as list of Licenses by users (users and their licenses and their counts), list of licenses by license type (which type is being used by whom along with count), list of licenses by count (different licenses reported based on their count distribution). A license matrix report may also be useful from an administration standpoint to quickly determine who has been granted what license services.
Exchange online and SharePoint online are the most used in the Office 365 cloud and more the number of users and devices, greater are the possibilities for a security breach. Security vulnerabilities are mostly ‘soft’ in nature. They are often caused by inadvertent access rights or permissions granted to users often violating organizational policies and guidelines. For example, granting temporary access, creating temporary users and groups for projects, de-provisioning users without protecting information assets, random access permissions granted to users and groups for mailboxes, sites and lists for one-off purposes and not subsequently removing them are all likely to result in potential security vulnerabilities.
Security Impact report for Users shows who has access to which mailboxes and other related information that lets you analyze the security implications of users access rights, roles and group memberships within Office 365. This report shows information about Group Membership, Distribution Group Membership, Administration Roles, Other User Mailbox Access, Shared Mailbox Access, Public Folder Access and Licenses assigned for users. Additionally, it also gives information about users OneDrive content. This Office 365 security report lets you study the security impact of users and take the required actions before users are de-provisioned or when there is a suspected security breach.
OneDrive Reports shows the list of folders and files to which the selected users have access to. Something an administrator will find useful in the event of OneDrive security breaches.
OneDrive User Permissions report shows the list of folders and files in all personal OneDrive sites to which a user has access to. It shows the access rights of the user account to folders and files of other users in their OneDrive sites. This report displays information such as Account Name, Folder or File Name, Object Type, Folder or File URL, Account Type, Permission Type, Permission Level, Author, Editor, Size (in MB).OneDrive Non-Owner Permissions Report
OneDrive Non-Owner Permissions report shows the list of users who are not owners but have access to the folders and files within the personal site of a particular user. It displays users with permissions assigned on folders and files of a personal OneDrive store. This report displays information such as Folder or File Name, Object Type, Folder or File URL, Account Name, Account Type, Permission Type, Permission Level, Author, Editor, Size (in MB).Site Collection Administrator Access
Site Collection Administrator Access report shows the list of users who are site collection administrators or site collection owners of the selected OneDrive personal site. Information such as Personal Site of (User), Personal Site URL and Site Admin Access.OneDrive Permissions Report
OneDrive Permissions report is an OneDrive site-based access rights report that shows the list of users who have access to any particular OneDrive personal site within Office 365. Information such as Personal Site of (User), Personal Site URL, User or Group Name, Type and Permission Levels.
I found Dockit product through SharePoint.com and found it extremely useful. We used Dockit to import hundreds of documents into SPS. Users were in desperate need for them but refused to take the time to upload them. Dockit saved us the upload time, and more importantly, made the information available in a timely fashion. Small issues were worked out quickly by a capable and dedicated customer support staff.
We find that Dockit is an extremely valuable tool for migrating intranet content to SharePoint Portal Server. When you are faced a large number of documents to migrate each of which has to be populated with metadata, Dockit reduces considerably the effort involved in publishing information. Typically it reduces the time a user has to spend per document by 75%, by enabling documents to be published in batch mode rather than real time through the standard SPS interface.
The Dockit application proved extremely useful for importing large numbers of files and folders quickly and easily into SharePoint. Previously, we were having to import files individually, but through using Dockit we were able to deal with huge directories in a fraction of the time that it would have taken. An excellent tool, really glad we found it.
We used Dockit to import over a thousand engineering documents, preserving the folder structure. It was simple to use and saved us a lot of time.