Collaboration experiences with SharePoint Embedded

Key insights

• SharePoint Embedded is a cloud-based, API-only solution that enables developers to integrate Microsoft 365’s file and document management capabilities into custom applications.


• Key Features include app-managed content, file storage containers, enhanced collaboration, and compliance with security settings. These features provide a controlled user experience while leveraging SharePoint's backend for content storage.


• File Storage Containers are dedicated partitions within a Microsoft 365 tenant created by applications using SharePoint Embedded. They ensure data isolation and security by being accessible only through the application.


• Use Cases for SharePoint Embedded involve structured user experiences, controlled collaboration, and secure customer-facing document uploads without direct access to the organization’s environment.


• Compliance and Security: Content stored via SharePoint Embedded adheres to the host organization’s compliance settings like eDiscovery, auditing, data loss prevention (DLP), and retention policies.


• Billing Model: The storage partition created by SharePoint Embedded is billed separately through an Azure subscription on a pay-as-you-go metered consumption model based on total storage and API calls.

Introduction to SharePoint Embedded

In today's digital age, seamless collaboration and efficient data management are crucial for businesses. Microsoft has introduced a groundbreaking solution called SharePoint Embedded, which is a cloud-based, API-only platform designed to integrate Microsoft 365's robust file and document management capabilities into custom applications. This innovative approach allows developers to leverage features such as real-time co-authoring, advanced security, compliance tools, and Microsoft 365 Copilot functionalities, all within a secure and isolated environment.

This article delves into the various aspects of SharePoint Embedded, exploring its key features, use cases, and the tradeoffs involved in balancing different factors. Additionally, we will discuss the challenges associated with different approaches and provide insights into the costs and billing for SharePoint Embedded content.

Key Features of SharePoint Embedded

SharePoint Embedded offers a range of features that enhance collaboration and data management within custom applications. Here are some of the key features:

• App-Managed Content: Developers can create custom user interfaces while utilizing SharePoint’s backend for content storage and management. This setup ensures that users interact solely through the application, maintaining a controlled and tailored experience.
• File Storage Containers: Applications can create dedicated storage partitions within a Microsoft 365 tenant, known as "File Storage Containers." These containers are accessible only through the application, ensuring data isolation and security.
• Enhanced Collaboration: By integrating with Microsoft 365, applications can offer real-time co-authoring in Office documents, seamless sharing, and other collaborative features, enhancing user productivity.
• Compliance and Security: Content stored via SharePoint Embedded adheres to the host organization’s Microsoft 365 compliance and security settings, including features like eDiscovery, auditing, data loss prevention, and retention policies.

Use Cases for SharePoint Embedded

SharePoint Embedded is versatile and can be applied in various scenarios. Here are some use cases:

• Structured User Experiences: Applications requiring guided workflows can benefit from SharePoint Embedded by providing a prescriptive user interface while leveraging SharePoint’s backend capabilities.
• Controlled Collaboration: For scenarios where it’s essential to restrict users from accessing underlying content repositories directly, SharePoint Embedded ensures that all interactions occur through the custom application, maintaining data integrity and security.
• Customer-Facing Document Uploads: Businesses can create applications that allow external users to upload documents securely without granting them direct access to the organization’s Microsoft 365 environment.

Challenges and Tradeoffs

While SharePoint Embedded offers numerous benefits, there are challenges and tradeoffs to consider. One significant challenge is ensuring data security and compliance while providing seamless user experiences. Balancing these factors requires careful planning and implementation.

Another challenge is managing the complexity of integrating SharePoint Embedded into existing applications. Developers must have a thorough understanding of Microsoft 365’s architecture and APIs to effectively utilize SharePoint Embedded’s capabilities. Additionally, organizations must weigh the costs associated with implementing SharePoint Embedded, as it involves separate billing through an Azure subscription on a pay-as-you-go metered consumption model.

Understanding Costs and Billing

Microsoft 365 customers have different entitlements related to storage, usage, and features depending on the licenses purchased. The partition created in the consumer’s Microsoft 365 tenant by a SharePoint Embedded app does not count towards other Microsoft 365 entitlements, including the total amount of Microsoft SharePoint storage that can be used by the organization. Instead, the partition is billed separately through an Azure subscription, based on total storage and the number of API calls.

It is essential for organizations to understand the billing structure and plan accordingly to optimize costs while benefiting from SharePoint Embedded’s features. For more information on billing, organizations can refer to Microsoft's resources on billing meters.

Conclusion

SharePoint Embedded is a powerful tool that offers developers the ability to integrate advanced Microsoft 365 features into custom applications. With its robust security, compliance tools, and enhanced collaboration capabilities, SharePoint Embedded provides a secure and efficient solution for businesses looking to improve their data management and collaboration processes.

However, organizations must carefully consider the challenges and tradeoffs involved in implementing SharePoint Embedded, including data security, integration complexity, and costs. By doing so, they can fully leverage the benefits of SharePoint Embedded and create tailored user experiences that enhance productivity and collaboration.

For a visual overview and deeper insight into SharePoint Embedded, consider watching the demo from the Microsoft 365 & Power Platform weekly call on December 3, 2024.

Keywords

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