A Guide to securing SharePoint

Key Takeaways
Effective group management simplifies user access control.
Exercising caution with permissions, especially with the new “Share” feature.
Adjusting external sharing settings to align with organizational security policies.
Leveraging built-in security tools like Microsoft Secure Score for continuous assessment.

In today’s digital-first business landscape, collaborative platforms like Microsoft SharePoint are not merely a convenience but a necessity. They facilitate seamless interaction, information sharing, and collective project management across geographically dispersed teams. However, the enhanced connectivity and accessibility come with a set of SharePoint security challenges. The vast amount of sensitive data handled and shared on SharePoint makes it a potential target for unauthorized access and data breaches.

Microsoft has continually evolved SharePoint to incorporate robust security features, aiming to create a secure and reliable collaborative environment. Despite these advancements, the onus is on organizations to implement and adhere to security best practices to ensure the confidentiality, integrity, and availability of their data.

SharePoint Storage Explorer Overview

The Significance of Group Management

Effective user and access management form the bedrock of a secure SharePoint environment. One of the fundamental aspects of this is understanding and leveraging the capabilities of Active Directory groups and SharePoint groups. 

• • Active Directory Groups:
    • • They provide a centralized mechanism for managing users and their access rights across various services within an organization.
      • Facilitates easier control and auditing of user permissions, thus enhancing security posture.

• • SharePoint Groups:
    • • These are specific to SharePoint sites, allowing for precise control over who has access to what within a particular site.
      • They provide a simplified mechanism for managing user permissions at the site level, thus reducing the administrative burden​¹​.

Incorporating security groups into SharePoint groups is a recommended best practice. It not only streamlines the management of user access but also provides a structured approach to managing permissions, which in turn enhances the overall security posture. 

• • Key Advantages:
    • Streamlined User Access Management: By organizing users into specific groups, administrators can easily manage permissions, thus reducing the likelihood of unauthorized access.
    • Reduced Administrative Overhead: With a structured approach to user management, administrative tasks become less cumbersome and time-consuming.
    • Enhanced Security Posture: Effective group management minimizes the attack surface by ensuring that only authorized individuals have access to sensitive resources.

 SharePoint Storage Explorer Charts

Delving Into SharePoint Permission Control

 

 

SharePoint’s permission system is robust, providing granular control over who can access what. However, this complexity can be a double-edged sword if not managed correctly. The introduction of the “Share” permission feature in SharePoint Online adds another layer to this complexity, demanding a well-thought-out approach to permission management.

Understanding the “Share” Permission Feature

The “Share” permission feature is a significant addition to SharePoint Online, allowing users to share content easily with others. However, this ease of sharing can lead to potential security risks if not managed correctly. 

• • Security Implications:
    • • Unrestricted sharing can lead to unauthorized access, especially if sensitive information is shared inadvertently​¹​.
      • The ability to share content outside the organization can potentially lead to data leakage if not monitored and controlled.

Avoiding Over-Permissioning

Granting excessive permissions is a common mistake that can have serious security implications. 

• • Best Practices:
    • • Assign permissions based on the principle of least privilege, ensuring individuals have just enough access to perform their tasks.
    • • Regular reviews and audits of permissions to ensure they remain accurate and up-to-date​²​.

Key Takeaways
Understanding and managing permissions effectively curtail security risks.
Regular audits of permissions ensure that only authorized individuals have access to sensitive resources.

External Sharing and Its Governance

External sharing is a powerful feature in SharePoint, enabling collaboration with individuals outside the organization. However, it’s crucial to have governance policies in place to control and monitor external sharing.

Taming External Sharing Settings

The default settings in SharePoint are geared towards ease of sharing, which might not align with an organization’s security policies.

• • Recommended Settings:
    • Disable external sharing for sites that host sensitive information.
    • Use domain whitelisting to control which external domains users can share content with​³​.

Harnessing Built-in Security Tools

Microsoft provides a plethora of built-in tools to help organizations bolster their SharePoint security. One such tool is the Microsoft Secure Score, which provides actionable recommendations to improve security.

Navigating Microsoft Secure Score

Microsoft Secure Score is a dynamic tool that assesses your organization’s security posture based on your configurations and behaviors.

• Key Features:
• Provides a security score that reflects the current security posture.
• Offers recommendations to enhance security based on identified gaps​¹​

Microsoft SharePoint Best Practices:

Key Takeaways
Employing best practices in SharePoint fosters a secure and efficient collaborative environment.
Utilizing built-in tools and adhering to recommended settings significantly boosts SharePoint security.

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Conclusion

Security in SharePoint is a multifaceted endeavor that requires a well-thought-out strategy and adherence to best practices. The practices discussed in this article, combined with insights from Smikar, provide a roadmap to optimizing SharePoint security, thus fostering a secure and efficient collaborative environment.

Frequently Asked Questions (FAQs)

Why is Multi-Factor Authentication (MFA) important for SharePoint?
MFA adds an extra layer of protection by requiring users to verify their identity with a second factor, such as a mobile app or SMS code. This significantly reduces the risk of unauthorized access, especially if credentials are compromised.

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What are Conditional Access Policies, and how do they improve SharePoint security?
Conditional Access policies let you control access to SharePoint based on user location, device compliance, risk level, and more. For example, you can block access from non-corporate devices or enforce MFA when accessing from unknown locations.

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How can I protect sensitive documents stored in SharePoint?
Use Microsoft Purview to apply sensitivity labels and classify data. Labels can encrypt documents, restrict sharing, or apply watermarks, ensuring sensitive information is handled appropriately, even outside SharePoint.

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Should I train users on SharePoint security?
Yes, absolutely. Even with strong technical controls, users can still be a vulnerability. Regular training on phishing, secure sharing, and proper use of permissions helps build a culture of security and minimizes human error.

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Can I monitor suspicious activity in SharePoint?
Yes, tools like Microsoft 365 Audit Logs and Microsoft Defender for Cloud Apps allow you to track user activity, detect anomalies (like mass downloads or sharing with external users), and take automated actions if needed.

Key Takeaways

 

• Recognizing and overcoming common SharePoint access issues.

• Addressing system limitations like item limits and permission reorganization.

• Best practices to avoid organizational missteps.

• Security considerations for a robust SharePoint environment.

• Tackling common SharePoint Designer problems.

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Understanding SharePoint Access Issues

Access-related challenges form a significant portion of the common issues encountered within SharePoint environments. These challenges can manifest in numerous forms, including denied access to resources, unresponsive buttons, or dysfunctional links. Unveiling the root causes and solutions to these access challenges is crucial for maintaining a seamless SharePoint user experience. This section delves deeper into the intricacies of some common access issues, providing insights into troubleshooting and resolution strategies.

Access Denied Errors

A frequently encountered problem is the “Access Denied” error, where users who had initial access to specific resources face a “You don’t appear to have access” message upon attempting to access the same resources at a later time. This issue can arise from various factors such as modifications in permissions, alterations in group memberships, or site-level security adjustments.

 

• Troubleshooting Steps:

   

  1. Verify Permissions: Firstly, it’s essential to ascertain that the permissions of the affected user haven’t been inadvertently altered. Utilize the “Check Permissions” feature in SharePoint to verify the user’s access rights.
  1. Group Membership: It’s also crucial to check if the user has been accidentally removed from a SharePoint group that initially had access to the resource. If so, reinstating the user to the appropriate group might resolve the issue.
  1. Site Security: Delve into site-level security settings to ensure that no modifications have been made that might restrict access. If necessary, reset the security settings to their previous configurations to restore access.

• Further Reading:

   

  • Mastering Group Creation in SharePoint – A comprehensive guide on setting up groups and permissions correctly to circumvent access issues​¹​.

Unresponsive Buttons and Links

Another prevalent access issue is the unresponsiveness of buttons or links. When users encounter situations where clicking on a button, page, or link yields no response, it could signify an underlying access or functionality problem.

 

• Troubleshooting Steps:

   

  1. Browser Console: Examining the browser console can provide valuable insights into any errors or warnings that may be associated with the unresponsive elements.
  1. SharePoint Logs: Venturing into the SharePoint logs can unveil server-side errors that might be at the root of the problem.
  1. Script Conflicts: Scrutinize the page for any script conflicts or JavaScript errors that might be inhibiting the desired actions from being executed. Resolving these conflicts can restore the functionality of the buttons or links.

• Further Reading:

   

  • What is a SharePoint Site Collection? – Gaining a deeper understanding of SharePoint’s hierarchical structure and how it impacts access and functionality​¹​.

Navigating System Limitations

SharePoint, while robust and feature-rich, has its set of system limitations that can sometimes hinder the seamless operation of your organizational processes. Understanding these limitations and how to navigate them is essential for optimizing your SharePoint environment. This section explores some common system limitations and provides solutions and workarounds to mitigate their impact.

Item Limitations in Libraries and Lists

One of the notable limitations is the item limit in document libraries and lists. SharePoint has a threshold of 5,000 items per view in a document library, and a sync limit of 100,000 items for the OneDrive client. These limitations can pose challenges, especially in large organizations with extensive data.

 

• Solutions and Workarounds:

   

  1. Indexing: Create indices on the columns you frequently use for filtering or sorting, which can help in managing large lists or libraries efficiently.
  1. Folder Structuring: Implement a well-organized folder structure to manage documents, which also helps in staying below the threshold limits.
  1. Archiving: Regularly archive older items that are no longer needed, to free up space and stay within the item limits. See how Squirrel can automate this archival to cheaper Azure Blob Storage based on lifecycle policies, and start reducing your SharePoint Online Storage Costs.

• Further Reading:

   

  • Office 365 Services Overview – Showcasing the interconnectedness of SharePoint and other Microsoft 365 services and how they can be utilized to overcome some system limitations​¹​.

NTFS Permission Reorganization Requirements

SharePoint’s dependency on NTFS permissions can sometimes necessitate reorganization, especially when migrating data or restructuring your system. The process can be time-consuming and requires a good understanding of both SharePoint and NTFS permissions.

 

• Solutions and Workarounds:

   

  1. Permission Mapping: Before initiating any reorganization, map out the existing permissions and plan how they will be restructured to align with SharePoint’s requirements.
  1. Utilize Tools: Employ tools and scripts that can automate the reorganization process, saving time and reducing the possibility of errors.
  1. Regular Audits: Conduct regular audits to ensure that the permissions are correctly configured and adhere to your organizational policies.

Avoiding Organizational Missteps

The way SharePoint is structured and utilized within an organization can either enhance productivity or lead to a myriad of challenges. A common misstep is the improper organization of content and lack of adherence to best practices. This section aims to highlight some of these organizational missteps and provide guidance on how to avoid them for a more streamlined SharePoint experience.

Folder Overload

A prevalent mistake many organizations make is the over-reliance on folders, essentially replicating their existing folder structure from file shares directly into SharePoint. This practice can lead to a cluttered and unmanageable environment, making it difficult to locate and manage content.

 

• Best Practices:

   

  1. Metadata Utilization: Instead of relying solely on folders, leverage metadata to categorize, filter, and sort documents. This practice enhances findability and management of content.
  1. Flat Architecture: Adopt a flat architecture where possible, minimizing the use of nested folders which can complicate navigation and content retrieval.
  1. Training: Ensure that users are trained on the best practices for content organization in SharePoint, promoting a more organized and efficient environment.

• Further Reading:

   

  • Microsoft SharePoint Best Practices – Offering best practices for organizing content and optimizing user experience in SharePoint​¹​.

Lack of Governance

Lack of governance can lead to an uncontrolled growth of sites, documents, and content, resulting in a chaotic SharePoint environment. It’s crucial to establish governance policies to manage the creation, usage, and lifecycle of content in SharePoint.

 

• Best Practices:

   

  1. Governance Plan: Develop a comprehensive governance plan that outlines the policies, procedures, and guidelines for using SharePoint within your organization.
  1. Roles and Responsibilities: Define the roles and responsibilities for SharePoint administration, usage, and content management to ensure adherence to your governance policies.
  1. Regular Reviews: Conduct regular reviews of your SharePoint environment to ensure compliance with your governance plan and make adjustments as necessary.

Ensuring SharePoint Security

Securing your SharePoint environment is paramount to protect sensitive information and ensure compliance with various regulatory requirements. A well-secured SharePoint setup can significantly minimize risks associated with unauthorized access and data breaches. This section discusses the key security concerns and provides guidelines on establishing a robust security posture for your SharePoint environment.

Identity and Access Management

Effective identity and access management (IAM) is the foundation of a secure SharePoint environment. It’s crucial to have a well-defined IAM strategy to ensure that only authorized individuals can access specific resources.

 

• Best Practices:

   

  1. Role-Based Access Control (RBAC): Implement Role-Based Access Control to grant permissions based on roles within the organization, ensuring individuals have the necessary access to perform their tasks.
  1. Multi-Factor Authentication (MFA): Enforce Multi-Factor Authentication to add an extra layer of security during the authentication process.
  1. Regular Auditing: Conduct regular audits to review access controls and ensure they are still aligned with organizational policies and compliance requirements.

• Further Reading:

   

  • SharePoint Admin Guide for Beginners – Touching on the basics of SharePoint administration for securing the environment​¹​.

Governance and Access Controls

Implementing strong governance and access controls is crucial for managing who has access to what within your SharePoint environment.

 

• Best Practices:

   

  1. Permission Levels: Define and assign permission levels meticulously to ensure users have the appropriate level of access to SharePoint resources.
  1. Unique Permissions: Limit the use of unique permissions to cases where it’s absolutely necessary to reduce complexity and ease management.
  1. Grouping: Utilize SharePoint groups to manage permissions efficiently, making it easier to control access at a granular level.

Data Backup, Cloud Storage, and Monitoring

Maintaining a reliable backup and monitoring system is essential for data protection and timely detection of any unauthorized activities.

 

• Best Practices:

   

  1. Regular Backups: Schedule regular backups of your SharePoint data to ensure that it can be restored in case of accidental deletion or data corruption.
  1. Data Encryption: Employ data encryption both at rest and in transit to protect sensitive information from unauthorized access.
  1. Monitoring and Alerting: Set up monitoring and alerting systems to promptly detect and respond to any suspicious activities or security incidents.

Addressing SharePoint Designer Troubles

SharePoint Designer, while a powerful tool for customizing and managing SharePoint sites, can sometimes present challenges that hinder its effective utilization. Understanding common issues and how to troubleshoot them is essential for leveraging the full capabilities of SharePoint Designer. This section explores typical problems and offers solutions to ensure smooth operation.

Workflow Errors

Workflows are integral to automating processes in SharePoint, but they can occasionally throw errors that disrupt operations.

 

• Troubleshooting Steps:

   

  1. Error Logs: Analyze the error logs to identify the cause of the workflow failure. SharePoint Designer provides detailed error messages that can guide the troubleshooting process.
  1. Workflow History: Review the workflow history to pinpoint where the error occurred, which can provide insights into the underlying issue.
  1. Permissions: Ensure that the workflow has the necessary permissions to execute all its actions, as inadequate permissions are a common cause of workflow errors.

• Further Reading:

   

  • Unlocking Microsoft SharePoint – Delving into the technical aspects of SharePoint that could aid in troubleshooting SharePoint Designer issues​¹​.

Connectivity Issues

Connectivity issues can prevent SharePoint Designer from accessing the SharePoint site, hindering the ability to make customizations or manage workflows.

 

• Troubleshooting Steps:

   

  1. Network Connectivity: Verify that there are no network connectivity issues that could be preventing access to the SharePoint site.
  1. SharePoint Designer Settings: Ensure that SharePoint Designer is correctly configured to connect to your SharePoint environment.
  1. Firewall and Security Settings: Check the firewall and security settings to ensure they are not blocking the connection between SharePoint Designer and the SharePoint site.

Performance Degradation

Performance degradation in SharePoint Designer can lead to slow load times and hinder the efficiency of customization and management tasks.

 

• Troubleshooting Steps:

   

  1. Cache Clearance: Clear the cache of SharePoint Designer to remove any outdated or corrupt files that could be impacting performance.
  1. Update SharePoint Designer: Ensure that SharePoint Designer is updated to the latest version to benefit from performance improvements and bug fixes.
  1. Hardware and Software Optimization: Optimize the hardware and software configurations of the system running SharePoint Designer to ensure it has the necessary resources to operate efficiently.

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Conclusion

Navigating the landscape of SharePoint can initially seem daunting given the various common issues that may arise. However, with a solid understanding of these issues and their solutions, managing a SharePoint environment becomes a much more manageable task. From access issues to SharePoint Designer troubles, being equipped with the right knowledge and tools is crucial for maintaining a seamless SharePoint experience.

This comprehensive guide has shed light on prevalent SharePoint issues, system limitations, organizational missteps, security considerations, and SharePoint Designer challenges. By employing the best practices, troubleshooting steps, and solutions discussed herein, organizations can significantly enhance their SharePoint environments, ensuring a secure, organized, and efficient platform for collaboration and data management.

The journey to mastering SharePoint is a continuous one, filled with learning and adaptation. As you navigate through the common SharePoint pitfalls, the insights provided in this guide, coupled with further exploration and experience, will undoubtedly serve as valuable resources in optimizing your SharePoint environment.

 

SharePoint vs. OneDrive: A Comprehensive Comparison

In today’s digital age, the need for efficient document storage and collaboration tools is more pressing than ever. Microsoft, being a leader in the enterprise solutions sector, offers two standout products in this category: SharePoint and OneDrive. While both tools hail from the same Microsoft family and integrate seamlessly with other Microsoft 365 apps, they serve distinct purposes.

Let’s delve deeper into the nuances of each and understand their primary differences.

Key takeaways

Aspect	SharePoint	OneDrive
Purpose	Comprehensive collaboration platform tailored for business needs.	Personal cloud storage solution primarily designed for individual use.
Collaboration	Offers advanced tools like Team Sites and Communication Sites.	Geared towards individual file sharing with limited collaboration features.
Storage	Designed for organizational use with default storage of 1 TB per team site.	Focuses on individual users with starting storage of 1 TB per user.
Integration	Deep integrations with the Microsoft ecosystem and extensible via SharePoint Framework.	Seamless integration with Office apps and provides offline sync capabilities.
Security	Enterprise-level security features with detailed audit logs for compliance.	Tailored for individual security needs with features like personal vaults.
Pricing	Bundled with Microsoft 365 enterprise plans.	Available in various Microsoft 365 subscriptions or as a standalone service.
Best Use Cases	Ideal for intranet portals, managing projects, and setting up workflows.	Best for storing personal files or for businesses that require simple storage.

 

Purpose and Core Functionality

SharePoint: Originally designed as an enterprise content management system, SharePoint has evolved into a comprehensive platform for intranet portals, document & file management, collaboration, and more. It is best suited for businesses that require a shared space where teams can post updates, collaborate on documents, and maintain complex workflows.

OneDrive: OneDrive, at its heart, is a personal cloud storage solution. It’s akin to a digital locker where users can store documents, photos, and other files. While it does offer sharing capabilities, it’s primarily designed for individual use.

SharePoint: Collaboration is where SharePoint shines. It offers Team Sites for group projects, Communication Sites for company-wide announcements, and integration with Microsoft Teams for chat-based collaboration. Its robust permission system ensures that only authorized personnel can access specific content.

OneDrive: OneDrive allows users to share files and folders with others, both within and outside their organization. It’s perfect for quick file sharing but lacks the advanced collaboration tools and structures found in SharePoint.

Storage Capacity

SharePoint: SharePoint’s storage is designed for broader organizational use. The default storage for a SharePoint Online team site is 1 TB. However, more space can be added based on the number of licensed users. Use SharePoint Storage Explorer to see how much SharePoint Online storage you are using.

OneDrive: For OneDrive for Business users, the starting storage capacity is 1 TB per user. This can be increased for licensed users, up to 5 TB per user, if needed.

 

Integration with Other Tools

SharePoint: SharePoint offers deep integrations with the Microsoft ecosystem, including Power BI for analytics, Power Automate for workflow automation, and more. It can also be extended using the SharePoint Framework for custom development.

OneDrive: OneDrive integrates well with Microsoft Office apps. Users can co-author Word, PowerPoint, and Excel documents in real-time. It also offers a sync client that allows offline access to files.

Security Features

SharePoint: SharePoint provides advanced security features suitable for organizational needs. This includes data loss prevention, in-transit and at-rest encryption, and advanced threat protection. It also offers detailed audit logs for compliance purposes.

OneDrive: OneDrive boasts robust security features, including personal vaults for sensitive files, ransomware detection & recovery, and two-factor authentication. While it offers strong security for individual use, it may lack some of the advanced controls required for larger organizations.

Price Point

SharePoint: SharePoint pricing is based on organizational needs and the chosen plan. It’s generally bundled with Microsoft 365 enterprise plans, which also include other services.

OneDrive: OneDrive for Business is available as part of Microsoft 365 subscriptions or as a standalone service. For personal use, there’s a free version with limited storage, and paid plans offer more storage and features.

Best Use Cases

SharePoint: Ideal for businesses looking for an all-in-one collaboration platform. It’s perfect for creating intranet portals, managing projects, and setting up workflows.

OneDrive: Best suited for individuals or businesses that need a simple, secure cloud storage solution. It’s great for storing personal files or for businesses that primarily require file storage without the need for advanced collaboration tools.

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Conclusion

Both SharePoint and OneDrive are powerful tools, each with its strengths. While SharePoint is a comprehensive collaboration platform tailored for business needs, OneDrive is a versatile cloud storage solution designed primarily for individual use. Organizations should assess their specific requirements, be it simple file storage or advanced collaborative features, before choosing the right tool.

FAQs

What is the primary difference between SharePoint and OneDrive? SharePoint is an enterprise collaboration platform, while OneDrive is a personal cloud storage solution.

Can I use both SharePoint and OneDrive in my organization? Yes, many organizations use both for different purposes. SharePoint for collaborative projects and OneDrive for individual file storage.

Is OneDrive suitable for team collaboration? While OneDrive offers file sharing capabilities, it lacks the advanced collaboration structures of SharePoint.

How secure is my data on these platforms? Both platforms offer robust security features, with SharePoint providing more advanced controls suitable for larger organizations.

Can I access my OneDrive files offline? Yes, OneDrive offers a sync client that allows offline access to your files.

How does the storage capacity differ between SharePoint and OneDrive? SharePoint’s default storage for a team site is 1 TB, expandable based on licensed users. OneDrive starts at 1 TB per user, which can increase up to 5 TB for licensed users.

Do I need separate licenses for SharePoint and OneDrive? Both are available as part of Microsoft 365 subscriptions, but the exact licensing depends on the chosen plans.

Which platform is better for creating an intranet portal for my company? SharePoint is the recommended choice for creating intranet portals due to its comprehensive collaboration and customization features.

How does the integration with Microsoft Office work on these platforms? SharePoint integrates with the broader Microsoft ecosystem, while OneDrive provides direct integration with Office apps for real-time co-authoring.

Can external partners or clients access my files on these platforms? Both platforms allow external sharing, but the permissions and controls vary. SharePoint offers more granular access controls suitable for organizational collaborations.

Key Features Comparison

Feature	SharePoint	OneDrive
Document Management	Advanced capabilities with metadata, version history, and workflows. Supports complex file organization and categorization.	Basic document management suitable for personal use or small teams.
Team Collaboration	Ideal for team collaboration with dedicated team sites, shared document libraries, and integration with Microsoft Teams.	Supports basic collaboration features, such as real-time co-authoring and file commenting.
Security and Compliance	Extensive security and compliance features, including data loss prevention, eDiscovery, and compliance with industry standards.	Provides robust security features, suitable for both personal and business use, but with fewer compliance tools.
Integration	Seamless integration with other Microsoft 365 apps and services, enhancing productivity and data analysis.	Integrates with Microsoft 365 apps, providing a seamless experience for users.
Customizability	Highly customizable with options for web parts, custom apps, and more, supporting extensive customization to fit unique business requirements.	Limited customization options compared to SharePoint.
Pricing and Storage	Included in Microsoft 365 business plans, with varying storage options based on the plan. Additional storage can be purchased as needed.	Available as part of Microsoft 365 subscriptions or as a standalone service, with options for additional storage.