Microsoft 365 Fundamentals flashcards

A comprehensive enterprise license offering desktop Office applications, cloud email, file storage, and collaboration tools, without the advanced security and compliance features of E5.

• Includes desktop versions of Office apps (Word, Excel, PowerPoint, Outlook, etc.).
• Provides Exchange Online, SharePoint Online, OneDrive for Business, Teams.
• A common choice for organizations needing robust productivity without E5's premium features.

Memory trick: E3 for desktop productivity, E5 for advanced features.

Microsoft's highest tier of support services, offering comprehensive and proactive assistance for enterprise customers.

• Includes a designated Technical Account Manager (TAM)
• Offers proactive services, workshops, and strategic planning
• Provides prioritized incident management and faster response times for critical issues

Memory trick: Premier support: Proactive, personalized, priority.

Microsoft Unified Support offers a single, integrated support model encompassing all Microsoft products and services, both cloud-based and on-premises, providing a consistent global experience and personalized account management.

• Covers the entire Microsoft product portfolio.
• Provides a single point of contact and consistent service levels globally.
• Includes proactive and reactive support with a Technical Account Manager (TAM).

Memory trick: Unified for 'all' products, everywhere.

The web-based portal for managing Azure Active Directory, which is the foundational identity and access management service for Microsoft 365.

• Manages users, groups, and roles.
• Configures Multi-Factor Authentication (MFA).
• Sets up Conditional Access policies.
• Assigns licenses to users and manages application access.

Memory trick: Azure AD admin center is the 'ID' office for all your users and access rules.

The subscription-based, always-up-to-date desktop versions of the Office applications (Word, Excel, PowerPoint, Outlook, etc.) included with many Microsoft 365 plans.

• Provides full desktop functionality of Office apps.
• Receives regular feature and security updates.
• Can be installed on multiple devices per user.

Memory trick: Apps for Enterprise keep your desktop Office fresh and full-featured.

A section within the Microsoft 365 admin center (under Active users) that displays the licenses assigned to a specific user and allows administrators to view and manage the individual services and applications enabled by those licenses.

• Accessed via a specific user's properties
• Shows all licenses assigned to the user
• Allows toggling individual services within a license
• Crucial for troubleshooting access issues based on licensing

Memory trick: To see what 'Apps' a 'User' has, check their 'Licenses and Apps' section.

A cloud-based desktop and app virtualization service that delivers a multi-session Windows experience from Azure.

• Delivers full Windows desktops or specific applications
• Multi-session Windows 10/11 for cost-efficiency
• Integrates with Azure AD for identity and access management
• Scalable, secure, and accessible from any device

Memory trick: For 'Virtual Desktops' in the 'Azure' cloud, use 'Azure Virtual Desktop'.

A feature of Azure Active Directory that allows organizations to enforce policies for accessing resources based on conditions.

• Enforces Multi-Factor Authentication (MFA)
• Requires compliant devices or specific locations
• Can block access or require password change
• Part of Azure AD Premium P1/P2

Memory trick: Access is 'conditional' on fulfilling requirements like MFA, even on trusted networks.

The free, web-based versions of Microsoft Office applications (Word, Excel, PowerPoint, OneNote) that can be accessed through a web browser.

• Requires no installation.
• Accessible from any device with a web browser.
• Offers core functionality of desktop apps, with some limitations.
• Integrated with OneDrive and SharePoint for cloud storage.

Memory trick: Apps for 'Web' means 'Browser', Apps for 'Enterprise' means 'Desktop'.

A free, interactive, and role-based learning platform for Microsoft products and services.

• Offers learning paths, modules, and hands-on labs
• Covers a wide range of Microsoft technologies (Azure, M365, Power Platform, etc.)
• Provides certifications and credentials
• Suitable for both beginners and experienced professionals

Memory trick: To 'learn' Microsoft 365, go to 'Microsoft Learn' for structured paths.

Formal support tickets initiated by administrators through the Microsoft 365 admin center to get assistance from Microsoft support engineers for tenant-specific issues.

• Submitted via the Microsoft 365 admin center.
• Allows tracking of request status and communication with support engineers.
• Preferred method for tenant-specific technical and billing issues.

Memory trick: Admin center for official tickets, community for peer help, docs for self-help.

A unified data governance solution that helps organizations manage, protect, and govern their data across various environments.

• Includes capabilities for data classification, sensitivity labeling, and data loss prevention (DLP).
• Manages retention and disposal policies for regulatory compliance.
• Provides eDiscovery and Insider Risk Management capabilities.

Memory trick: Purview provides the 'Overview' for 'Pure' data governance.

The different categories used by Microsoft to communicate the status and impact of service issues on the Microsoft 365 Service Health Dashboard.

• Incident: A major service outage or significant impact.
• Advisory: A minor service degradation or issue with limited impact.
• Restored: An incident or advisory has been resolved.
• Planned Maintenance: Scheduled work that may cause temporary interruptions.

Memory trick: Service health signals: Incident is red, Advisory is yellow, Green is good.

The specific date on which a Microsoft 365 subscription is scheduled to automatically renew for another term, typically annually or monthly, unless cancelled.

• Found in Microsoft 365 admin center > Billing > Products & services.
• Important for budget planning and avoiding service interruptions.
• Can be set to automatic or manual renewal.
• Determines the end date of the current billing cycle.

Memory trick: To renew your 'products', check 'products & services' in 'billing'.

The process of monitoring and controlling trial subscriptions to prevent unintended automatic conversion to paid services, thus avoiding unexpected billing.

• Many trials automatically convert to paid subscriptions after expiry.
• Administrators should track trial end dates.
• Requires explicit cancellation or conversion to a desired paid plan.

Memory trick: Trials can 'trap' you with auto-conversion.

The various ways administrators can assign Microsoft 365 licenses to users, ranging from manual GUI-based methods to automated scripting and group-based approaches.

• Admin Center GUI: Easiest for individual assignments.
• PowerShell: Efficient for bulk assignments and scripting.
• Group-based licensing: Automates assignment based on Azure AD group membership.
• Licenses provide access to specific Microsoft 365 services and features.

Memory trick: Assigning licenses is like handing out 'keys' to the M365 kingdom.

A cloud environment where the entire infrastructure, including physical hardware, is dedicated to a single organization.

• Highest isolation and security.
• Dedicated physical hardware.
• Full control over data and environment.

Memory trick: Private means YOUR physical space, no sharing.

A cloud service model where a complete application is hosted and managed by the cloud provider and made available to users over the internet.

• Users access via a web browser or client application.
• Cloud provider manages all underlying infrastructure, platforms, and application maintenance.
• Typically subscription-based pricing.

Memory trick: I P S: Infrastructure, Platform, Software – think of building blocks.

A cloud execution model where the cloud provider dynamically manages the allocation and provisioning of servers. Developers write and deploy code, and the provider runs it on demand.

• No server management required by the user.
• Scales automatically based on demand.
• Pay-per-execution model (compute time, memory used).

Memory trick: Servers vanish, code runs free.

The ability of cloud providers to deploy resources and services across numerous data centers in different geographic regions worldwide.

• Supports data residency requirements.
• Reduces latency for global users.
• Enhances disaster recovery capabilities.

Memory trick: Global Reach means your app can touch every corner of the globe.

The ability of a cloud system to automatically and rapidly provision or de-provision computing resources to match varying workload demands.

• Automated scaling up and down.
• Responds to real-time demand fluctuations.
• Optimizes performance and cost by avoiding over-provisioning.

Memory trick: Elasticity expands and contracts with ease.

A cloud billing model where customers pay only for the resources they actually consume, such as compute, storage, and data transfer.

• Also known as 'pay-as-you-go'.
• No upfront costs for hardware.
• Costs fluctuate with usage.

Memory trick: Cloud Consumes, Cloud Charges.

Cloud computing typically shifts IT investment from Capital Expenditure (CAPEX) to Operational Expenditure (OPEX).

• CAPEX: Upfront spending on physical infrastructure (e.g., servers, data centers).
• OPEX: Ongoing costs for services or resources (e.g., utility bills, cloud subscriptions).
• Cloud providers own and manage the infrastructure, customers pay for usage.

Memory trick: Cloud moves money from big upfront buys to smaller, ongoing bills.

The practice of deploying cloud resources, applications, and data across multiple, geographically separate regions or data centers.

• Enhances disaster recovery and business continuity.
• Reduces latency for users in different locations.
• Protects against large-scale regional outages.

Memory trick: Global spread survives disasters.

The ability of cloud services to provide virtually unlimited resources (compute, storage, network) on demand.

• Handles petabytes to exabytes of data.
• Eliminates capacity planning.
• Resources scale automatically.

Memory trick: Think 'Universal Access' and 'Unlimited Scale'.

A cloud computing service model that provides a platform and environment to allow developers to build, run, and manage applications without the complexity of building and maintaining the infrastructure.

• Provider manages OS, middleware, runtime.
• Customers manage applications and data.
• Supports rapid development and deployment.

Memory trick: I Saw a Platform For Software

A cloud service model that provides virtualized computing resources over the internet, giving users control over OS and applications.

• Cloud provider manages physical infrastructure.
• Users manage OS, applications, data.
• Offers high flexibility and control.

Memory trick: I P S, think of it as increasing levels of provider management.

A cloud deployment model that combines a public cloud and a private cloud, allowing data and applications to be shared between them.

• Offers flexibility to keep sensitive data on-premises (private) while using public cloud for less sensitive workloads.
• Enables cloud bursting for fluctuating demand.
• Requires robust connectivity and integration between environments.

Memory trick: Public is shared, Private is yours, Hybrid is both.

A cloud deployment model where computing resources are dedicated to a single organization, offering enhanced control, security, and privacy.

• Can be hosted on-premises or by a third-party provider.
• Provides exclusive access to infrastructure.
• Ideal for highly regulated industries with strict compliance needs.

Memory trick: Public is shared, Private is yours alone, Hybrid is a mix.

The cost advantages that large cloud providers obtain due to their massive scale of operations, allowing them to offer services at lower prices.

• Bulk purchasing of hardware.
• Efficient data center operations.
• Reduced per-unit cost for resources.

Memory trick: Cost Savings from Many Orders

A fundamental characteristic of cloud computing where users can provision computing resources like servers, storage, and network capacity automatically and independently, without human interaction from the service provider.

• Accessed via a self-service portal.
• No human intervention required from the provider.
• Enables quick resource allocation.

Memory trick: My Red Noodle Bowl Has Onions

The ability of cloud providers to deploy and operate services across a vast network of geographically dispersed data centers and regions.

• Enables deployment near users for lower latency
• Supports data residency and compliance requirements
• Facilitates disaster recovery across regions

Memory trick: Reach the Globe, meet all rules.

A cloud execution model where the cloud provider dynamically manages the allocation and provisioning of servers. Developers only write and deploy code, which is executed in response to events.

• No server management required by the developer.
• Automatic scaling based on demand.
• Pay-per-execution model (consumption-based).

Memory trick: I Passed Software From Servers

The ability of cloud providers to deploy services and data centers across multiple regions and continents, enabling applications to be closer to users worldwide.

• Reduces latency for global users.
• Enhances disaster recovery by distributing resources.
• Meets data residency requirements in different countries.

Memory trick: Global Reach for worldwide peace.

Spending money on services or products as needed and being billed for them immediately, often associated with cloud computing's pay-as-you-go model.

• No large upfront costs.
• Pay for what you use.
• Can deduct expenses in the same tax year.

Memory trick: OpEx: Operate and Pay.

The ability of a system to handle increasing workloads by adding resources, either vertically (more power) or horizontally (more instances).

• Cloud computing offers both vertical and horizontal scalability.
• Allows systems to grow or shrink based on demand.
• Often paired with elasticity for automatic scaling.

Memory trick: Cloud services can grow or shrink like a balloon.

A cloud benefit ensuring that applications and services remain operational and accessible for extended periods, minimizing downtime.

• Achieved through redundancy, fault tolerance, and failover mechanisms.
• Often involves deploying resources across multiple regions or availability zones.
• Critical for business continuity and disaster recovery.

Memory trick: Cloud benefits make things reliable, flexible, and cost-effective.

A cloud pricing model where customers pay only for the resources they actually use, such as compute time, data storage, or network transfer, typically without upfront costs or long-term commitments.

• Also known as 'pay-as-you-go'.
• Eliminates capital expenditure for infrastructure.
• Costs scale directly with usage.

Memory trick: Consume Resources, Pay Exactly

A cloud pricing model where customers pay only for the cloud resources they actually consume, typically billed hourly, by the minute, or by the second.

• Eliminates upfront capital expenditures (CAPEX).
• Allows for flexible scaling up or down of resources.
• Ideal for variable or unpredictable workloads.

Memory trick: Cloud makes you pay only for what you use, like a utility bill.

A Microsoft 365 compliance feature that prevents specific groups of users from communicating with each other or sharing information, primarily used in regulated industries to avoid conflicts of interest.

• Segments users into groups based on attributes (department, role).
• Creates policies to block or allow communication between these segments.
• Applies to Microsoft Teams, SharePoint, OneDrive, and Exchange Online.
• Essential for regulatory compliance in finance, legal, and government sectors.

Memory trick: Barriers build walls between teams.

A public-facing website that provides comprehensive information about Microsoft's security, privacy, compliance, and transparency practices across its cloud services. It includes documentation, compliance offerings, audit reports, and legal terms.

• Central repository for Microsoft's compliance documentation.
• Includes audit reports and certifications (e.g., ISO, HIPAA).
• Demonstrates Microsoft's commitment to trust principles.

Memory trick: Trust Center: Where Microsoft shows you the receipts for their security and compliance.

A service that allows organizations to send encrypted emails to anyone, inside or outside the organization, ensuring the confidentiality of sensitive information.

• Built on Azure Information Protection (AIP).
• Supports encryption for emails and attachments.
• Recipients can access encrypted messages via a web portal, even without a Microsoft 365 account.
• Can be integrated with DLP policies for automatic encryption based on sensitive content.

Memory trick: Messages encrypted, for all to view securely.

A foundational security principle where security is integrated into the entire development lifecycle of a product or service, rather than being added as an afterthought.

• Security features are inherent, not optional add-ons.
• Reduces vulnerabilities from the outset.
• Minimizes the need for extensive post-deployment configuration.

Memory trick: Build security in, don't bolt it on later.

A Microsoft 365 privacy principle that allows customers to specify the geographic region where their customer data is stored, helping them meet local data residency requirements.

• Customers can choose data center regions for their M365 tenant.
• Helps comply with local laws (e.g., GDPR, certain national regulations).
• Microsoft commits to storing data in the chosen region.

Memory trick: Privacy has four Cs: Control, Compliance, Clarity, and Country.

A compliance solution in Microsoft 365 that helps detect, investigate, and act on malicious and inadvertent activities inside an organization that can lead to data leakage or theft.

• Uses machine learning to identify risky user behavior patterns.
• Integrates with Microsoft 365 services.
• Helps mitigate data exfiltration and other insider threats.

Memory trick: Insider Risk Management is the watchful eye on employees to prevent data from walking out the door.

A Microsoft 365 compliance solution that helps organizations detect, investigate, and act on inappropriate messages in their communication channels, such as Microsoft Teams and Exchange.

• Uses policies to identify sensitive or inappropriate content.
• Supports various communication platforms.
• Provides workflow for review and remediation by compliance officers.

Memory trick: Communication Compliance is like having a watchful editor for all company messages.

A Microsoft 365 compliance feature that allows organizations to restrict communication and collaboration between specific groups of users to avoid conflicts of interest, often required in regulated industries.

• Prevents specific user groups from communicating or collaborating.
• Applies to Microsoft Teams, SharePoint, and Exchange Online.
• Helps comply with 'ethical wall' requirements.

Memory trick: Barrier Walls for Information, keeping groups apart.

A feature of Azure Active Directory that helps organizations detect, investigate, and remediate identity-based risks. It uses machine learning to identify suspicious activities like compromised credentials and unusual sign-in locations.

• Detects identity-based risks automatically.
• Integrates with Conditional Access for enforcement.
• Identifies vulnerabilities like weak passwords or multi-factor authentication not registered.

Memory trick: Identity Protection: Your digital bodyguard, always watching, always ready to defend your access.

An Azure AD Connect authentication method that allows users to sign in to cloud applications using their on-premises Active Directory passwords, with authentication requests validated directly by on-premises agents.

• No passwords or password hashes are stored in Azure AD.
• Provides a simple way to use on-premises AD for cloud authentication.
• Requires Lightweight PTA agents running on-premises.

Memory trick: Auth with PHS, PTA, or AD FS, choose your cloud door.

A Microsoft 365 compliance solution that helps organizations manage their regulatory, legal, and business-critical records, including defining retention periods and ensuring their immutable disposition.

• Manages records throughout their lifecycle.
• Ensures immutable retention and irreversible deletion.
• Helps meet legal and regulatory obligations for recordkeeping.

Memory trick: Records Management is the librarian for vital documents, knowing exactly when to keep and when to permanently shred.

A Microsoft 365 solution that helps organizations manage their compliance posture by providing tools to assess, monitor, and improve compliance with various regulations and standards.

• Provides predefined templates for common regulations.
• Offers actionable recommendations to improve compliance.
• Includes a compliance score to track progress.

Memory trick: Comply with Clarity using the Manager's Scorecard.

An enhanced auditing solution in Microsoft 365 that offers longer retention of audit logs, higher-bandwidth access, and more critical events for advanced forensic and compliance investigations.

• Retains audit logs for up to 10 years (with appropriate licenses).
• Provides access to more advanced audit events.
• Offers higher bandwidth for performing audit log searches.
• Essential for detailed forensic analysis and regulatory compliance.

Memory trick: Premium audit logs every admin's move, forever.

A Microsoft 365 capability that helps prevent sensitive information from being accidentally or intentionally shared outside the organization, ensuring compliance with data protection regulations.

• Identifies sensitive information using built-in or custom sensitive info types.
• Monitors data across Exchange, SharePoint, OneDrive, and Teams.
• Can block sharing, notify users, or encrypt content based on policy.

Memory trick: Prevent Data Loss with intelligent policies.

Retention policies in Microsoft Purview allow organizations to manage content lifecycle by retaining data for a specified period, deleting it when no longer needed, and protecting it from accidental deletion.

• Can apply to Exchange email, SharePoint sites, OneDrive accounts, Microsoft 365 Groups, and Teams.
• Ensures compliance with regulatory requirements for data retention.
• Protects content from permanent deletion by users.

Memory trick: Retain, Protect, Delete: The Purview Policy Cycle.

A feature in the Microsoft Purview compliance portal that allows administrators to search for user and admin activities across Microsoft 365 services, providing detailed records for investigations.

• Records activities across Exchange, SharePoint, Teams, Azure AD, etc.
• Crucial for security investigations and compliance audits.
• Provides granular search capabilities based on activity, user, date, and more.

Memory trick: Investigate with the AUDIT Log, finding every digital step.

Microsoft 365 features that allow organizations to manage the lifecycle of data by defining how long content is retained and when it is permanently deleted, ensuring compliance with regulatory requirements.

• Applies to various Microsoft 365 services (Exchange, SharePoint, Teams).
• Can be applied automatically or manually.
• Supports both retaining and deleting content.

Memory trick: Retain and Delete with Labels, keeping data safe and tidy.

A set of pre-configured security policies in Azure Active Directory that provide a baseline level of security for all organizations. They enforce strong authentication methods, such as multi-factor authentication, and block legacy authentication protocols.

• Enabled by default for new tenants.
• Enforces MFA for all users, especially admins.
• Blocks legacy authentication protocols.

Memory trick: Security Defaults: The 'easy button' for essential Azure AD protection.

A resource provided by Microsoft that details their adherence to various international and industry-specific compliance standards and regulations through independent third-party audits and certifications.

• Provides documentation for ISO 27001, SOC, HIPAA, etc.
• Demonstrates Microsoft's commitment to security and compliance.
• Helps customers meet their own regulatory obligations.

Memory trick: Trust the Center for Proof and Policies.

A capability in Azure Active Directory that enables organizations to efficiently manage group memberships, access to enterprise applications, and role assignments, ensuring appropriate access over time.

• Automates review processes for access.
• Helps remove stale or unnecessary access.
• Can be configured for user inactivity.

Memory trick: Reviewing access is like checking attendance – who's still here and who's gone?

A Microsoft 365 privacy control that requires explicit customer approval for Microsoft support engineers to access customer content during service operations.

• Provides transparency and control over data access by Microsoft personnel.
• All access requests are logged and auditable.
• Enhances customer trust and helps meet compliance requirements.

Memory trick: Customer Lockbox is like giving Microsoft a key, but only after you've explicitly said 'yes'.