MyAnalytics is an extension to Microsoft 365 which provides productivity insights. It looks at what you do over email, OneDrive for Business and Skype for Business Online/Teams, and collates the data to present it with statistics.
The documentation for how this product works is quite good and worth a read. There’s privacy considerations in any product that’s scraping data, but they seem fairly well addressed. Two main points are that the data for MyAnalytics is processed and stored in the user’s Exchange Online mailbox, and nobody but the user can see this data (including system administrators).
MyAnalytics has been around for a while, but mostly for Office 365 E5 / Microsoft 365 E5 customers so many people have not heard of it, or have no experience in it. Microsoft are changing who gets access to this data, and are currently rolling out Digest emails to E3, E1 and Business customers.
If you have the feature already turned on, then your users can probably already access their dashboard at https://myanalytics.microsoft.com/ and start checking it out.
MyAnalytics is controlled by a license under the Microsoft 365 product. Many people probably have all the components on, and therefore although users have had access to this product, it hasn’t really been visible. The Welcome email comes first, and it seems to be rolling out right now to Targeted Release users in Microsoft 365.
Beyond just turning MyAnalytics on, there’s a few admin controls available at the tenant level and user level. You’ll need to consider items like ‘should users be opted-in by default, or opted-out’ if there are concerns around data scraping – even though this all lives in your Microsoft tenant, there could still be staff that are not comfortable with this.
Nascar use MyAnalytics if that helps you point to another company using it:
As you can see, I’ve linked to a bunch of Microsoft documentation around this rather than rewriting what they have – always nice to see quality doco!
It’s worth checking out MyAnalytics now and deciding if it’s something you want – at least check the state of your settings before users start getting Welcome emails!
Update 20th September
The product group have advised me on one extra tip – disabling the ‘Weekly insights email‘ option at the admin end will actually disable the Welcome email too – documentation to be updated shortly.
This is a useful process a lot of companies follow when an employee departs: Instead of deleting the mailbox, or continue to leave the mailbox in place and pay for licensing, it’s possible to instead set it as a shared mailbox and keep the data there for free.
There are some catches to this, such as the maximum amount of data is 50gb. You also can’t delete the user’s account, but it can be disabled and moved.
Setting the mailbox from User to Shared in Exchange Online is easy (from docs.microsoft.com):
In the admin center, go to the Users > Active users page.
Choose the user whose mailbox you want to convert.
In the right pane, choose Mail. Under More actions, choose Convert to shared mailbox.
…but there’s two tricks I’ve found when doing this in a hybrid environment. First, docs.microsoft.com says to update the status of the mailbox for Exchange On-Premises:
If this shared mailbox is in a hybrid environment, we strongly recommend (almost require!) that you move the user mailbox back to on-premises, convert the user mailbox to a shared mailbox, and then move the shared mailbox back to the cloud.
That’s a tedious process to do just to make it shared. As they point out, you can change some AD attributes locally to get around this, but there’s still some scenarios where it might get set back as a user, have no license, and end up getting deleted.
This other article on support.microsoft.com however, mentions the main way of getting around this: by setting the account’s msExchRemoteRecipientType and msExchRemoteRecipientTypeDetails attributes to the corresponding values that would match it’s state in Exchange Online:
This 1 line command will set the attributes correctly, you can check via PowerShell or the Exchange Management Console to see that the mailbox will now show as ‘Shared’.
This fixed the on-premises status of the mailbox, even though I’d already moved it online. So, worth trying first before doing anything, as it should correctly do both if you Thanks Arttu Astila for the tip! /End of update
The other problem I’ve seen is if a mailbox is Unified Messaging (UM) Enabled, and converted to Shared. You’d think that it would either just lose it’s UM status, or let you configure the UM settings after the fact; but neither are correct. If it’s holding onto an extension number as part of UM, even in it’s Shared Mailbox state it will continue to hold it, and block any other account from using the extension in the future.
To get around this issue, the account will need to both be changed back to a user account from shared, and given a license that supports UM. If you try to disable UM on the account with either of these requirements, you’ll see an error like these:
License validation error: the action ‘Disable-UMMailbox’, ‘Identity’, can’t be performed on the user ‘Test User’ with license ‘BPOS_S_Standard’.
With all of the above, changing a user to a departed mailbox in a hybrid environment with Unified Messaging should be:
Disable Unified Messaging on the user
Set the attributes of the AD account as shared
Set the Exchange Online mailbox as shared
It should work well if you do things in the right order, but it’s easy to not be aware of this and get things into a mess.
There’s also the scenario where you might create an account, give it Office 365 licenses and have a mailbox automatically created before you did it on-premises, or used Exchange On-premises to create the mailbox remotely.
You can fix that by using this script from Adaxes (doesn’t need their software!) which will tell on-premises Exchange about the mailbox and create the record.
If you’re managing OneDrive for Business in your organisation, there’s a lot to consider – more than what you’d think until you start looking into it. I’ve just gone through this, so thought it was a good time to document and share what I found with my recommendations.
There’s two major areas to review settings in:
admin.onedrive.com
You may not know this even exists as it’s still in preview, as OneDrive for Business fully functions without ever having to go here. The OneDrive admin center at https://admin.onedrive.com/ has some nice settings worth checking out. Some of the settings were already available in other areas, but this gives a central point to manage them.
Sharing: Under the Sharing section, there’s a few settings I’d recommend changing. The defaults are much more open – allowing users to create shareable links that don’t require a sign-in (which is really a bad idea when you’re sharing work information!), as well as the default link type being ‘Shareable: Anyone with the link’.
I’d recommend having the default ‘Direct: Specific people’ when sharing a link, and restricting the ability to have anonymous shareable links at all. This way ensures that data only gets shared to the people the end user chooses, and nobody else.
Sync: ‘Allow syncing only on PCs joined to specific domains’ is off by default, and you’ll need to look up your domain’s GUID to enter it in. This is good for data leakage, do you really want someone’s home PC automatically downloading all work data? This won’t block them from accessing OneDrive information at all as it’s available via web and Android/iOS apps, but none of those solutions automatically sync content. You can also block Mac OS if you don’t manage any in your company.
There’s also the option of blocking syncing of specific file types – I can’t think of a particular reason for this though. OneDrive already has AV built into it, as does your PC with Windows Defender, AND you should have Applocker in place to block running unwanted executables… but it’s still worth noting the option.
Storage: The default ‘Days to retain files in OneDrive once a user account has marked for deletion’ might be missing a word, but it’s default value is 30. You can go all the way up to 3650, which is 10 years minus a few days for leap years. I don’t have to worry about this data or pay extra for it, so I’d rather have it retained just in case.
There’s also another option where on departure, the manager based on the AD/AAD field of the departing user will be granted access to their OneDrive, which is a nice automated way of having someone check the contents in case anything needs to be saved out. That setting lives in the SharePoint Admin center, fully described in the above link.
Device Access: Worth noting that you can restrict access from certain IP addresses, but in the real world I don’t see many companies doing this unless you really want to keep your OneDrive data internal.
There are other options in the OneDrive for Business Admin Center, but nothing I personally considered changing.
Group Policy
This is probably where you’ve already started. Make sure you’ve deployed the latest ADMX files, and review all the settings. Here’s the key ones I’d recommend looking at, some are computer based and some user:
Enable OneDrive Files On-Demand: This makes just the stubs of files download to the OneDrive client, then download the full file when requested. There might be some pushback on not having instant access to a file when wanted, but when you tie this into Known Folder Redirection (below) and have users that move around a lot, this should save bandwidth and disk space across your fleet. I have this one enabled.
Prevent users from using the remote file fetch feature to access files on the computer: I’d definitely have this one off as it lets users access the entire contents of any PC they’re signed into (where their account also has access to the local files of course), remotely. It could easily lead to data leakage when you’re opening up such a big door.
Delay updating OneDrive.exe until the second release wave: If OneDrive becomes important to your users (which it should, yet again with Known Folder Redirection), then you probably want to avoid getting a new release that has a bug. Sit back and wait for the second release wave to make sure you’re getting a more stable update each time. Enabled with maybe a few users having this Disabled for piloting/testing.
Prevent users from synchronizing personal OneDrive accounts: I enabled this one, as with the above settings I’ve already allowed a method that users can get and work on the files they want from anywhere. I can also monitor this and produce logs if required. Someone’s personal OneDrive I have no visiblity or control over, and there’s really no need to allow this.
Silently move Windows known folders to OneDrive: Once you’re ready and fully deployed with OneDrive, this is the next great feature to check out. It deserves it’s own blog post later, but you can silently configure the user’s Desktop, Documents and Pictures folders to live in OneDrive, rather than the local PC. This lets users access the same data wherever they log into, with the extra benefit of doing it in the background after the user logs in – no login delays. It’s like having an important part of roaming profiles, without the headaches. More info here: https://docs.microsoft.com/en-us/onedrive/redirect-known-folders
If you’d originally disabled OneDrive via GPO through the policy Prevent the usage of OneDrive for file storage then just disabling that policy should be enough, as long as you still have OneDriveSetup.exe running at login via the Run registry hive against the user. If you removed that, you may have to add it back in.
I found this method to be useful – to create the value HKEY_Current_User\Software\Microsoft\Windows\CurrentVersion\Run – Reg_SZ value type OneDriveSetup with value data C:\Windows\SysWOW64\OneDriveSetup.exe /thfirstsetup – but only applying this if the OneDrive registry value didn’t exist. OneDriveSetup should remove itself if successfully run, and will also create OneDrive meaning the setup key won’t get put back again.
If you see what a new user gets the first time they log in assuming no OneDrive cleanup has happened, is the exact same OneDriveSetup key as above. In my testing, having other switches against OneDriveSetup caused issues.
I struggle to fit these issues into a short but descriptive headline sometimes :)
This issue is a little strange. If you didn’t know any better (like me), you’d expect the location of a user’s mailbox to have no impact whatsoever on the function of ‘Recent’ document history inside of Microsoft Excel and Word, but it actually does.
I found this out the hard way of course, when a couple of staff mentioned their recent lists had disappeared and it co-coincided with their Exchange on-prem to Exchange online migration.
The short of it is that the Office applications detect what sort of login you’re using – if it’s Active Directory (AD) or Azure Active Directory (AAD). When that state changes, it uses a different registry path for a few things, including those recent documents.
Without knowing for sure but based on my testing, it must be doing some check to see if the associated account’s mailbox is in Exchange Online or not – and if not, it considers it an AD account. It doesn’t matter if you already have the users in Azure AD, Single Sign on and all that other good stuff set up – the single change of changing the mailbox location to online triggered the change for me.
For an AD account, the history paths are saved in the registry here:
HKEY_CURRENT_USER\SOFTWARE\Microsoft\Office\16.0\Word\User MRU\AD_1234567890 (the number on the end is some sort of unique GUID).
For an Exch account, it’s in this slightly different path:
HKEY_CURRENT_USER\SOFTWARE\Microsoft\Office\16.0\Word\User MRU\ADAL_1234567890 (again, unique GUID at the end).
In case you were wondering, MRU stands for ‘Most Recently Used’. AD is to do with on-prem Active Directory, and ADAL is (according to that reddit post) Azure Active Directory Authentication Library.
Also note the example above is for Word, there’s corresponding paths for other Office applications such as Excel.
There’s two subkeys below this key, one for File MRU and the other Place MRU.
The good news on hitting this scenario is that the values can just be exported, the path changed and re-imported. To do this, via regedit find the registry key that has the values you want (probably the AD one) and right click > export.
Find the file you exported and use notepad to do a find and replace on all the entires for AD_1234567890 and replace to the new value (which you can find from just looking in the registry).
Now, re-import the registry file and you’ll have all the recent document paths restored.
This should only be a one time problem for migrations, and only for people who had a bunch of document paths saved in there and can’t find where they are easily.
For a very long time, users have been able to manage email group members via the Outlook client. Going into the Address Book, finding the group in the Global Address list, going into Properties and choosing ‘Modify Members’:
From there, someone can add or remove members as long as they’d been added to the “Managed By” field against the object in Active Directory, as well as ticking the box “Manager can update membership list” below it.
Easy! Except, that no longer works if the user is in Exchange Online, and the Email Group is from on-premises AD rather than Azure AD/Office 365. It’s not supported. This problem has been around for a while, back in 2015 Perficent wrote about this same topic. The options given for managing these groups are:
Exchange Admin Center
Exchange Management Console
Exchange Management Shell
None of those are what you want your standard users touching in my opinion – although you can give someone access to the Exchange Admin Center and only see the distribution groups they own – but for me, I’m still on Exchange 2010 so this isn’t an option. This leaves you with a few options:
1. Change all your email groups to Cloud based groups. If this makes sense for you, doing this will let the manager of a cloud based group add/remove members via the Outlook Address Book. You can also look at changing distribution groups over to Office 365 Groups (which are also cloud based), which give a whole bunch of different features beyond a what a distribution group can do, while giving the same standard DG experience.
2. Make all requests come through to IT so you can make the changes yourself. Not great for anyone involved, as it’s double/triple handling something where the user could quickly do it themselves.
3. Create Dynamic Distribution Groups and let automation do it’s thing – which will work for some, but exceptions to rules and the inability to see who’s in a group can make this frustrating for some.
4. Provide another way for staff to change group members themselves.
I’ve gone with option 4 – as I’m a big fan of Adaxes which I’ve written about a few times on my blog before, and they have a nice way of giving users a web interface that only lets staff manage the groups they’re the owner of.
There’s other ways to do this as well of course and other 3rd party solutions that can expose ways of adding/removing members of a on-premises distribution group – but remember there could be up to a half hour delay in syncing the change from AD to AAD via Azure AD Connect. If possible, look at adding a trigger at the end of a group change to do a delta sync:
Start-ADSyncSyncCycle -PolicyType Delta
That’ll be the quickest way to get the change up quickly, as staff may be used to the change working immediately.
There’s a lot to consider on how you’ll manage this, so make sure it’s sorted before you migrate – or expect a lot more tickets going through your helpdesk.
