Is SharePoint Embedded the Solution Enterprises Have Been Waiting For?

On Thursday, 26th September in London, Microsoft hosted a workshop focused on SharePoint Embedded, bringing together partners from across Europe to explore the latest innovations in Microsoft enterprise solutions and how SharePoint Embedded fits into this ever-evolving landscape.

It’s always refreshing to step away from the screen and experience the vibrant streets of London. I was fortunate to avoid the downpour as I arrived at the stunning St Ermin’s Hotel, where the event was held. A beautiful hotel with historical charm, with references to its fascinating history, with its role during WWII as a meeting place for British intelligence and the birthplace of the Special Operations Executive (SOE). A little post-event research I did revealed that it was converted into a hotel between 1896 and 1899, we started on a high note!

Upon finding the meeting room, I was greeted by a very hospitable and welcoming Microsoft team. The SharePoint Embedded product team, despite being jetlagged after flying in from the US, they still were excited and welcoming to everyone who turned up on the day.

The day kicked off with Reid Carlberg , Principal Product Manager, who set the tone by introducing SharePoint Embedded. He outlined its applications and scalability potential, topics I’ll cover in more detail in this post.

Marc Windle then led us through an interactive workshop, guiding us step-by-step through building and deploying sample code. The session highlighted module capabilities using the concept of containers—managed outside traditional SharePoint Online boundaries. This approach allows you to scale solutions without directly engaging with a SharePoint site, a real departure from the norm.

Yogesh Ratnaparkhi , Principal PM Architect at Microsoft, gave a captivating talk on the AI capabilities within SharePoint Embedded and its integration with Copilot. AI is becoming a crucial consideration for businesses, especially when it comes to segregating internal data from AI-facing data, and SharePoint Embedded provides interesting possibilities in that regard. Yogesh’s session stood out for its focus on the human element, illustrating these concepts through engaging storytelling about his life style and how he uses AI.

Yogesh’s session was followed up with Mike Walker, Chief Innovation and Technology Officer from Peppermint Technology ?showcased a law-tech solution built on SharePoint Embedded, and the level of detail and innovation was truly impressive.

We concluded with James Eccles, Microsoft’s Senior Product Manager in the UK. He tied everything together by comparing SharePoint Embedded with SharePoint Online and Blob storage, showing why enterprises might consider it for bespoke solutions. He also walked us through the licensing models, which of course are critical to any enterprise solution.

So, what did I take away from the day? Here’s a summary of my key learnings:

Why did Microsoft introduce SharePoint Embedded?

The answer lies in the four Cs:

• Core Storage: A secure and compliant storage location, independent of your internal operations, with minimal security risks.
• Copilot: Extend your solution securely with Copilot, integrating AI into your technology in a seamless, compliant way.
• Collaboration: Enjoy all the benefits of M365 collaboration, including co-authoring, sharing, versioning, and more without the need of storing your data in SharePoint Online!
• Compliance: Features like eDiscovery, Purview, and governance are fully integrated, maintaining high standards of compliance.

We’ve all encountered clients or teams who are resistant to SharePoint for one reason or another, sometimes justifiably, sometimes not. This often leads organisations to resort to local file servers or third-party solutions, missing out on the full benefits of M365, such as automation, compliance, and governance.

SharePoint Embedded provides a new layer of flexibility for developers, enabling them to build bespoke enterprise solutions while taking advantage of M365’s robust features—without being tied to the traditional SharePoint Online user experience. It’s like working on a blank canvas within M365, allowing you to deliver solutions that suit your business needs and company culture.

Outtakes from the Day

• AI Compatibility: SharePoint Embedded is designed to integrate seamlessly with AI, enabling organisations to build AI-driven applications.
• Large Volume Storage: It supports large volumes of data, which can be stored in segregated containers, making it ideal for enterprise-level data handling.
• Copilot Integration: SharePoint Embedded allows for targeted Copilot integration, enabling contextual AI targeting within applications.
• Throttling Bypass: Unlike traditional M365 services, SharePoint Embedded is not subject to the same throttling limits, ensuring smoother and more efficient operation for large-scale applications.
• Cost Structure: Unlike traditional SharePoint Online (SPO), SharePoint Embedded’s costs are based on usage and the number of calls, rather than storage quota in M365. This can lead to more manageable costs for enterprises handling large datasets.
• M365 Security: SharePoint Embedded allows organisations to exclude certain data from internal operations while still applying M365 security standards. This feature is particularly useful in industries like law, where sensitive client data—like in the Peppermint Technology use case—needs to be securely stored but accessible through familiar tools like Outlook and Teams.
• New Admin Role: Managing SharePoint Embedded requires a new Entra admin role, which differs from the standard SharePoint Online admin role. This reflects its unique operational requirements, such as being managed through PowerShell with dedicated modules and calls.
• Container Management: While containers in SharePoint Embedded can be accessed through the SharePoint Admin Centre, the actual management is distinct from traditional SharePoint Online administration. This is a key factor for enterprises building pro-code solutions rather than low-code applications.
• AI Use Cases: SharePoint Embedded opens up new possibilities for AI use cases where Azure Blob Storage or standard SharePoint Online isn’t a fit, especially when enhanced security, compliance, and pro-code flexibility are needed.
• Compliance and Labelling: SharePoint Embedded integrates with Microsoft Purview for labelling and compliance, just like traditional SharePoint documents. You can inherit labels from the container level, ensuring compliance is maintained across all data stored in containers.
• Microsoft Loop: The development of Microsoft Loop utilises SharePoint Embedded technology, highlighting its role in future-proofing enterprise collaboration tools.
• Azure Subscriptions: For SharePoint Embedded, Azure subscriptions are required for both containers and apps. Flexibility is offered with the ability to have one subscription per app or per tenant, allowing tailored solutions for different business needs.
• MAC Licensing: SharePoint Embedded is eligible for Microsoft’s MAC (Modern Agreement for Cloud) licensing, providing more licensing flexibility for enterprises.
• Speed and Resource Access: One major advantage of SharePoint Embedded is the speed of access and resource flexibility. Since it bypasses throttling limitations common in other M365 apps, enterprises can enjoy faster performance without being impacted by overall M365 usage.
• Cost vs. Azure Blob Storage: While more expensive than Azure Blob Storage due to the inclusion of Purview compliance, Copilot integration, and advanced search indexing, SharePoint Embedded’s pricing model is based on actual usage. For instance, costs are incurred when files are downloaded or videos are streamed, but not when files are merely opened in Office apps.

In conclusion, SharePoint Embedded is a game-changer for enterprises seeking flexibility, security, and AI integration beyond the traditional boundaries of M365. It offers a dynamic solution for those looking to build custom applications without compromising on performance or compliance. I’m excited to see how businesses will leverage its potential in the future.

Thanks for reading!

Eihab Al-Nakib

#SharePoint #SharePointEmbedded #M365 #EnterpriseApplications

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