Microsoft SharePoint Premium in the Real World

Foreword—SharePoint Premium xxi Introduction xxv Chapter 1 Artificial Intelligence 1 What AI Is—And What It Is Not 1 Forms of AI 2 Machine Learning 2 Machine Teaching 7 Reinforcement Learning 9 Computer Vision 10 Natural Language Processing 13 Deep Learning 16 Robotics 20 Intelligence in Search of Wisdom 21 Responsible AI 22 In Conclusion 26 Chapter 2 Information Management 27 What’s in This Chapter 27 Introducing Information Management 28 Who Actually Manages Information? 28 Level 0: Default 29 Level 1: Targeted Initiatives 29 Level 2: Organizational Transformation 29 Level 3: Established Program 29 Information Management Vocabulary: More Than “Just” Content 30 Content Life Cycle 31 Conception 32 Creation 32 Publication 32 Consumption 33 Review and Revision 33 Retention and Disposition 33 Metadata: Concentrating Knowledge 34 Intrinsic Metadata 35 Assigned Metadata 35 Setting Reasonable Defaults 36 Information Management in Microsoft 365 36 Content Management with Microsoft Purview 37 Information Protection Labels 38 Data Life Cycle and Records Management 39 Managing Information in SharePoint 40 SharePoint under the Covers 41 Information Architecture in SharePoint 42 Metadata and Content Types 46 Chapter 3 Azure Cognitive Services Landscape 55 What’s in This Chapter 55 What Are Azure Cognitive Services? 56 Why Is an Understanding of Cognitive Services Related to an Understanding of Microsoft SharePoint Premium? 58 What Are the Different Services under the Umbrella of Azure Cognitive Services? 60 Speech Service 60 An Example Application Using Speech Services 63 To Learn More about Speech Services 65 Language Service 66 Speech Translation Service vs. Language Translator Service 67 What about LUIS? Or QnA Maker? 67 Putting It All Together 69 Language Studio 70 To Learn More about Language Services 71 Vision Services 72 Face Detection vs. Face API 74 One Final Note about Face API 76 To Learn More about Vision Services 77 Decision Services 78 Putting It All Together 80 A Word of Warning 81 To Learn More about Decision Services 85 Azure OpenAI Service 86 To Learn More about Azure OpenAI Services 92 Feature Availability 92 In Conclusion 93 Chapter 4 Structured Content Processing 95 What’s in This Chapter 95 What Is Structured Content Processing? 96 Creating Structured Content Processing Models in a Microsoft SharePoint Premium content center 100 Create a Model Using One of the Predefined Model Types 101 Create a Model Using the Structured Model Type (Layout Method) 124 Conclusion 164 Chapter 5 Unstructured Content Processing 165 What’s in This Chapter 165 What Is Unstructured Content Processing? 166 Doesn’t SharePoint Search Find the Metadata? If So, Why Do We Need SharePoint Premium? 168 Creating Unstructured Content Processing Models in a Content Center 169 Import the Sample Library and Model 170 Understanding Extractors 178 Create a Custom Unstructured Content Processing Model 209 Conclusion 253 Chapter 6 Image Processing 255 What Is in This Chapter 255 What Is an Image? 255 Entering the Matrix 256 Image Processing and Information Management 257 Image Tagging 258 Optical Character Recognition 259 OCR in SharePoint Libraries 260 OCR in Microsoft Purview 260 Scoping OCR Features 260 Configuring OCR in Microsoft Purview 261 Configuring OCR and Image Tagging in SharePoint Sites 264 Chapter 7 Content Assembly 267 What’s in This Chapter 267 Getting Started 268 Document Templates 269 Creating a Modern Template 271 Example: Creating a Nondisclosure Agreement Template 274 Step 1: Choose your document template. 274 Step 2: Create a modern template from the NDA template. 274 Step 3: Configure the modern template. 275 Step 4: Test your modern template. 276 Step 5: Start creating documents from the modern template. 277 Example: Creating a Statement of Work Template 278 Step 1: Choose your document template. 278 Step 2: Create a modern template from the SOW template. 280 Step 3: Configure the modern template. 280 Step 4: Test your modern template. 281 Step 5: Start creating records from the modern template. 281 Example: Creating an Invoice Template 282 Step 1: Choose your document template. 282 Step 2: Create a modern template from the SOW template. 283 Step 3: Configure the modern template. 284 Data Sources 284 Step 4: Test your modern template. 286 Step 5: Start creating records from the modern template. 286 Chapter 8 Microsoft Search with SharePoint Premium 289 What’s in This Chapter 290 Getting Started 290 What Is Microsoft Search? 291 Optimizing for Search 291 Administrative Considerations 291 Knowledge Management Considerations 292 User Experience Considerations 292 Customizing the Search Experience 293 Tailoring Search for Easy Findability 293 Acronyms 293 Bookmarks 296 Locations 298 Q&A 299 SharePoint Premium Content Query 302 Using SharePoint Content Query 303 Using Content Query 304 Searching for Custom Metadata Values 305 Bringing It All together 307 Chapter 9 SharePoint Premium Administration Features 309 What’s in This Chapter 309 Information Management at Scale 309 Enabling SharePoint Advanced Management 310 Using SharePoint Advanced Management 311 Data Access Governance Reports 313 Default Sensitivity Labels 316 Site Lifecycle Management 317 Archive and Backup 321 Defining Archive and Backup 321 Why Are Archives and Backups Confused? 321 Microsoft 365 Archive 322 Why Archive? 323 How Archive Storage Relates to Active Storage 323 Using Microsoft 365 Archive 324 Microsoft 365 Backup 327 Why Backup? 327 Chapter 10 Microsoft 365 Assessment Tool 329 Why Use the Microsoft Syntex Assessment Tool? 330 Setting Up the Microsoft Syntex Assessment Tool 330 Running the Microsoft Syntex Assessment Tool and Generating Reports 331 Reports Generated by the Microsoft Syntex Assessment Tool 332 Libraries with Custom Columns 333 Column Usage 334 Libraries with Custom Content Types 335 Content Type Usage 335 Libraries with Retention Labels 336 Library Size 337 File Types 337 Library Modernization Status 338 Prebuilt Model Candidates 339 Syntex Model Usage 339 Assessment Overview 340 CSVs Generated by the Microsoft Syntex Assessment Tool 340 syntexlists.csv 340 syntexfields.csv 342 syntexcontenttypes.csv 342 syntexcontentfields.csv 343 syntexcontenttypeoverview.csv 343 syntexmodelusage.csv 344 sitecollections.csv 345 webs.csv 345 scans.csv 346 properties.csv 347 history.csv 347 Conclusion 347 Chapter 11 Extending Microsoft SharePoint Premium with Power Automate 349 What’s in This Chapter 349 Using Microsoft Syntex Triggers with Power Automate 350 Using Microsoft Syntex Actions with Power Automate 351 Getting Started 352 Example: Send an Email after Microsoft Syntex Processes a File 353 Step 1: Sign into Flow Connectors 354 Step 2: Configure Your Flow Template 355 Step 3: Test Your Flow Template 356 Example: Use Power Automate to Generate a Document Using Microsoft Syntex 358 Step 1: Establish Your Lists and Libraries 358 Step 2: Create Your Flow Template 359 Step 3: Configure Your Flow Template 360 Add a Condition Action 360 Add a “Generate Document Using Microsoft Syntex” Action 360 Add Another “Condition” Action 361 Add an “Update item” Action 362 Add a “Send an Email (V2)” Action 363 Step 4: Test Your Flow Template 363 Appendix A Preparing to Learn Microsoft SharePoint Premium 365 Creating a Sandbox Tenant 365 Creating the Microsoft 365 E5 Tenant 366 Create a Base Trial Subscription 366 Add a Microsoft 365 E5 Subscription 371 Adding an Azure Subscription 374 Configuring a Syntex Content Center 379 Appendix B The Next Big Thing(s) 381 What’s in this Appendix 381 Autofill Columns 382 Content Governance 382 Copilot 382 Plug-Ins for Copilot 383 Document Experiences 383 Agreements in Teams 383 Document Library Templates 383 eSignature 384 Translation 384 Workflow Migration 385 Conclusion 385 Index 387