Discover the FREE Way to Manage, Secure and Maximize O365 with CoreDiscovery

CoreDiscovery is a free solution from CoreView to Manage, Secure and drive Adoption of Office 365 services. With CoreDiscovery, Office 365 shops can now discover O365 critical tenant issues FREE through a series of operational and security/compliance dashboards, the tracking of over 100 KPIs/metrics, and a free Office 365 Health Check that scans your tenant and reports on all critical management, security, operational and economic issues.

how to manage office 365 for free

CoreDiscovery from CoreView helps:

  • Save 30% On Licenses
  • Track Application Usage Over Time
  • Discover Operational Issues
  • Identify Security Compliance Issues
  • Produce Executive-Targeted Reports Through an Office 365 Health Check

“CoreDiscovery is a set of key performance indicators and metrics that help Office 365 IT pros discover license optimization opportunities — in other word savings, potential vulnerabilities, and to have a better understanding of what operators/admins and end users are doing on the system,” said David Mascarella, Chief Global Strategist and co-founder of CoreView. “The goal of CoreDiscovery is to give all this information leveraging KPIs and metrics – to inform the customer on trends and highlight the opportunities for improvement on the security, savings and operational issues CoreView has detected on the tenant.”

CoreDiscovery Edition includes Secure Score, a report that shows how your organization’s level of security compares with other companies, and serves as a basis for improvement. With CoreDiscovery you can track security operations and discover if you are MFA-enabled, find if you are exploiting and configuring O365 security features, harnessing third party security solutions, or have work to do.

You will also save money by measuring license costs and tracking workloads. This CoreView solution also discovers unused and oversized licenses. The CoreDiscovery License Dashboard shows how many licenses are unused, unassigned, or oversized, demonstrating how to save 30% on average.

Finally, CoreDiscovery Workload analysis leads to greater adoption and increased productivity. CoreView has found that 50% of Office 365 apps are never used, wasting money and failing to maximize productivity. CoreDiscovery sets the stage for adoption campaigns and deep economic benefits.

Operational Dashboard

The CoreDiscovery Operational Dashboard is the O365 analysis starting point, offering a highlevel view of the state of your tenant. From here, you can choose categories where you might like a deeper dive, such as services or security, and access to critical reports.

Scoring High with Security – Enhanced Secure Score Results and Action Plan

One of the most useful features that comes with the Microsoft Office 365 native Admin Center is Secure Score, which shows how your level of security compares with other companies, and serves as a basis for improvement.

Microsoft Secure Score awards points for good security practices, such as adopting multi-factor authentication (MFA), using third party solutions to improve security, regularly producing and viewing security related reports, and using and configuring recommended Office 365 security features.

CoreView takes this a step further by adding a whole new dimension to the Microsoft Secure Score, and giving you a deeper level of analysis and ranking through the CoreView version of Secure Score. To make it easier to understand, we use the same formatting and user interface as Microsoft Secure Score — and simply extend it with greater depth and insight.

As a result of these efforts, CoreView Secure Score turns Office 365 basic securing scoring and data into actionable, usable, vital information to protect your SaaS environment. We also add custom policies, workflows and automation to maintain and tighten security. Finally, we define remediation actions that you can kick off with one click.

The CoreView Secure Score also includes a benchmark of the total score compared with:

  • All Microsoft Office 365 tenants (using data provided by Microsoft)
  • Tenants with similar size to your organization (data also provided by Microsoft)
  • Comparisons with all CoreView tenants (with data provided by CoreView)

Security Dashboard

CoreDiscovery and the included free Office 365 Health Check report outline security compliance findings identified across various Office 365 workloads. These categories reflect some of the security and compliance policy issues identified in typical organizations.

For instance, O365 admins will learn how many users have their password expiration date set to never expire, and those that have strong password requirements disabled. These underprotected accounts may be a threat for external cyber-attacks, especially those accounts that have been assigned administrator roles. Even more important is managing the users who have disabled the strong password requirement policy.

Multi-Factor Authentication (MFA) is one of the most important security practices you can employ. Microsoft Office 365 has a robust and proven MFA solution built-in. Forward-thinking organizations are implementing MFA to improve user identity security. MFA has become so recognized that the National Institute of Standards and Technology (NIST) guidelines on password security now specifically recommend the implementation of MFA. Also, the United States Department of Homeland security now recommends that all Office 365 users implement MFA.

CoreDiscovery and the Office 365 Health Check report shows how many users in your organization have MFA activated, how many have MFA disabled, and how many users with MFA disabled have administrative roles, which presents a substantial security risk.

Mailbox Security Done Right

E-mail is one of the most hacked services, and a gateway to many successful data breaches. CoreDiscovery helps admins apply and enforce rules applied to mailbox security relating to access rights and other mailbox security policies. Now you can flag user accounts that have been provided with access rights to more than five other user mailboxes. These cases should be investigated to ensure they are being used for acceptable business purposes.

You can also identify mailboxes that have auto-forwarding to external “Gmail.com” addresses or other external mail domains. These should be reset to internal e-mail addresses or have the auto-forwarding removed completely.

Dangerous Data Sharing

Whether your organization is large or small, sharing content with users is a powerful capability provided by Office 365 collaboration features. This is especially true when working with clients, vendors, and partners.

With SharePoint and OneDrive, users have multiple choices when they need to share documents externally:

  • Shareable: Anyone with the link
  • Internal: Only people in your organization
  • Direct: Specific people

Shareable, also known as Anonymous Sharing, is the most insecure way to share a document since you cannot track how the link will circulate and be shared outside of your organization, and who will have access to your data.

While data sharing can be useful, it can also be abused. Fortunately, CoreDiscovery detects potentially dangerous instances of data sharing including OneDrive and SharePoint sharing activities, as well as any anonymous links that were created or used.

Understanding and Maximizing Services Usage

CoreDiscovery provides Office 365 workload activity and usage information, including Exchange, Skype for Business, OneDrive, Teams, Yammer, and SharePoint, and discovers end users that are the right target for a drive adoption strategy.

Many organizations lack insight into who is using or will ever use specific Office 365 workloads. Consequently, most organizations are not exploiting the full benefit available by leveraging all the services included in the assigned licenses. To simplify the process of license distribution, many organizations purchase license packages, such as the E1, E3, or E5 plans, and then try to distribute them using a best-guess approach. Ultimately, this licensing approach always includes services that are assigned but not always used.

During the licensing analysis, monitoring of user activity for all associated license packages provides CoreView key metrics to identify if licenses are correctly adopted. This information provides a good overview of improvements if those licenses are fully adopted to increase users’ productivity. Driving users to adopt services is the best strategy to maximize return on investment for Office 365 and improve end-user productivity.

Knowing your services usage baseline is the starting point. With that information, you can define your specific adoption goals, and drive toward reaching them. Having this information only at a company or macro level is not nearly enough to develop an effective strategy.

Instead, change management demands real knowledge of individual users so you can target each with a customized adoption approach that engages them in the most effective way. The problem most Office 365 administrators and managers face is not having detailed usage data for each end user. Collecting this data and getting reports is the first issue to tackle in building a successful change management/Office 365 application adoption project.

The second step is identifying the best messages to engage users. People love a solution that helps them solve problems and work better. Identity the best scenarios, based on what workers actually do (or do not do) to create user engagement and drive productivity.

You can use CoreView’s CoreAdoption to identify gaps between how you want various workloads to be used, and how they are currently used. Then use the built-in campaigns to change user behavior, or create your own custom campaigns. A great example is moving users off Skype and maximizing the investment in Microsoft Teams. Today, Teams is the Microsoft Office 365’s services hub, leveraging all key Microsoft services to deliver the best productivity and collaboration environment for your users.

Your campaign can correlate campaign consumption to a decrease in Skype meetings with a simultaneous increase in Teams meetings. That is a success!

Teams Dashboard

License Management – Only Pay For What You Actually Use

A major selling point for deploying workloads to the cloud is saving money by paying only for services used. At least that is the idea.

The reality is that IT often pays for workloads, services and licenses they do not use.

IT pros always ask prospective cloud vendors how they measure the usage and charge for their services. With Microsoft Office 365, you pay for users through individual licenses. However, Microsoft does not consider whether all your selected users indeed use the services allocated.

That is the job of IT. However, tracking licensed application utilization is hard to do, so most of the time customers just pay for the licenses allocated for their selected tier of service — regardless of whether all these licenses are actually used. IT often buys Office 365 licenses in batches, and makes a guess at what they need. They do not or cannot perform discovery on all the on-premises end users, and identify their precise license level needs before purchasing Office 365. Plus, the number of workers or partners that use productivity software changes all the time. Invariably, they buy more licenses than they need. In many cases far more than they need. Experts find enterprises save money by optimizing their licenses – getting rid of unassigned licenses, reclaiming inactive licenses and rightsizing where, say, the E3 or E5 license paid for is more than end users need.

Whether paid-for licenses are used or not is a huge consideration, and source of immense savings when you downsize to only the licenses you truly need. CoreView finds that, on average, organizations cut licensing costs by 30% after they analyze actual Office 365 usage.

Another consideration is Microsoft Office 365 licenses levels, selected service plans, or tiers of use. Again, it is ultimately IT’s responsibility to identify the right plans for your business and individual user needs.

Uncovering real-world Office 365 usage and licensing metrics across your entire organization is the first step towards identifying potential overspend. For instance, if 10% of a large enterprise’s 10,000+ purchased Office 365 licenses are E5’s when only E1’s were needed, they are looking at a ~$300,000 yearly expense that can be outright eliminated.

If you want to truly benefit from the SaaS pricing model of Microsoft Office 365, you must:

  • Commit only to the licenses you really need (do not over-commit and carry unused licenses)
  • Assign licenses only to legitimate active users (by identifying inactive users with a license)
  • Identify the right plan for each user and your business

The Solution: Find Inactive Office 365 Licenses and Reallocate Them with Ease

So how do you identify the best plans, and limit the number of inactive users? With CoreDiscovery and the Office 365 Health Check, you easily discover all inactive, oversized and duplicated Office 365 licenses and can cancel or reallocate them. This stops overspending, and at the same time identifies departments with low application adoption.

Learn More

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