- Coming up, I'll show you how we're enabling
the new world of content services
that delivers new modes of management
and content experiences in the Cloud.
In the past, enterprise content management
typically comprised a document warehouse.
However, availability and performance
could be inconsistent.
SharePoint goes beyond storage,
offering content services with a holistic approach
to globally available capabilities such as
multilayered encryption at rest, indexing,
intelligences by the Microsoft graph and more.
IT lead controls for access, retention, and security,
as well as user capability such as sharing,
co-authoring, and discovery of content.
SharePoint is, in fact,
the backbone content services layer in Office 365,
offering a consistent backend to store and
optimize your files.
Where this becomes powerful is in how we are able to
automate the scaling of capacity for your document libraries
and the application of metadata and policy for compliance,
while continually driving down the time for
file discovery and search.
This unlocks integrated content experiences throughout
Office and across your devices, let's take a look.
First, although SharePoint online is built on
the foundations of SharePoint server,
it has much greater capacity.
A SharePoint tenant can now contain files up to 15 gigabytes
in size and up to 30 trillion documents.
We also improve how we automatically optimize large sets of
data so you don't have to think about it.
Here, we have a document library with
6,000 items in it, as you can see.
Anytime I sort one of these columns,
such as location or review date,
the system will automatically create an index per action on
the fly so that the administrator doesn't have to
tune the library for you.
Indexes are created based on user activity such as
creating views or custom sorts and
the indexes will stay in place to optimize your
user experiences all the way on up to the full
capacity of the library.
Those indexes also make filtering data
simpler for everyday use.
Here, I'm looking at the filters pane and
you can see that SharePoint has automatically
selected the most common columns for me.
I can instantly drill into really large data sets and
you'll see as I scroll down,
SharePoint just continues to grab more and
more data for me on the fly.
No more sad ice cream cones, it just works.
SharePoint's more than just a place to store documents.
We use custom metadata to enrich document libraries.
Metadata columns can track information like document status,
a review date, or project name for example.
Keeping the metadata up to date is no longer
a painful process with our new Attention Views.
Here, I notice in the command bar a red indicator telling
me I might want to pay more attention to some of
the files on this library.
By selecting the Attention View,
I automatically spotlight the documents that
require a missing value.
I can select multiple documents at the same time.
SharePoint also allows me to bulk upload
multiple documents at the same time.
Here, I'm dragging and dropping a series of
tax related documents into my legal library.
You can see by selecting all the newly uploaded documents,
I can easily update metadata for the uploaded documents
as easily as I did before.
You'll see one of these metadata columns allows me to
classify the document for compliance purposes.
Let's apply this label here and
take a look at how that works.
Before we can assign labels,
we need to define and publish them using the Office 365
security and compliance center.
You'll find labels here in the classification section.
Here, I'll set up a new label for legal contracts.
After I've given it a name,
I can optionally add a description for
administrators or users.
Now I'm gonna identify this label is gonna
be used to enforce retention.
Retention is based on the period of time for a document.
Let's say we want this to fire 10 years after the
document was originally created.
At the end of that period,
we can force it to automatically be deleted or
have people take a look at it to determine
what to do with the document.
We'll say the document will be automatically deleted and
that timing can be based on when the document was first
created, when it was modified or labeled,
or based on an external event such as
the expiration of a contract.
Finally, I can specify that this label can be used to
classify this content as a record,
marking it as an unchangeable document,
enforcing policy to prevent edits while
the document is being retained.
Once I create this label, I can then choose where to
publish this label to exchange mailboxes,
to SharePoint sites, OneDrive accounts,
or other parts of Office 365 groups.
After I publish the label,
users can choose it as you've seen directly
from inside the document library.
Labels can be automatically applied based on
key words in the document or sensitive information types.
Here, I'm choosing among PII, medical and healthcare tests,
financial records, or I can choose my own custom
fingerprints to identify documents that I wanna manage
with retention and record labels.
Now I'm going to apply the policy for this, and again,
I get to choose locations that will receive the policy.
That was quick tour of new enterprise content management
capabilities in SharePoint, spanning capacity,
simple metadata tagging, and new labels for data governance.
Check out the link shown for more details and
of course please keep giving us your feedback on User Voice.
Thanks for watching.
(computer beeps)