Organisation-level toggle needed to allow only OneNotes stored in Teams to be collaborated on

Question

Dear All,

how can we, as an organisation using Microsoft 365, allow only those OneNote documents that are stored in Teams (instead of on personal OneDrive) to be collaborated on?

In other words, we would like to prevent the situation that when that person leaves the organisation and their account is disabled, their OneNote (that had been used for collaboration) becomes unavailable.

Ideal scenario: if a OneNote is created out of a personal OneDrive, it cannot be shared for editing (not even internally within the organisation). Only OneNotes that are created in Teams groups, can be edited by multiple people. Is there a solution for this?

Thanks in advance.

Kind regards,
Diana

Answer 1

@Van Besien Diana

To ensure that OneNote documents can only be collaborated on within Teams and not through personal OneDrive accounts, you can configure certain policies and settings in Microsoft 365. Here’s a high-level overview of the steps involved:

1. Configure SharePoint and OneDrive Settings:

• Restrict Sharing: Limit sharing settings in SharePoint and OneDrive to restrict sharing outside of Teams.
• Conditional Access Policies: Use Azure Active Directory (Azure AD) Conditional Access policies to control access based on whether the user is accessing documents from Teams versus OneDrive.

2. Apply DLP (Data Loss Prevention) Policies:

• Create and apply DLP policies to control the sharing and collaboration behavior for OneNote documents based on their storage location.
• Use Microsoft Teams Policies: - Configure Teams policies to ensure that collaboration is restricted to documents stored in Teams channels.

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