MS-900 Describe Microsoft 365 apps and services Practice Question
Adventure Works is a non-profit with 200 users. They use Microsoft 365 for Nonprofits. They need to: (1) Restrict access to sensitive donor information to only specific users; (2) Automatically archive emails older than 5 years; (3) Allow volunteers to access shared files from their personal devices without enrolling them in device management; (4) Use AI to summarize long email threads and suggest replies. Which Microsoft 365 services or features should they use?
Answer choices
Why each option matters
Answer the question above first, then reveal the full breakdown to understand why each option is right or wrong.
Correct answer & explanation
✓
Sensitivity labels, Exchange Online archiving, SharePoint Online, Microsoft Copilot for Microsoft 365
Microsoft Purview sensitivity labels can restrict access to sensitive data. Exchange Online archiving can archive emails older than 5 years. SharePoint Online allows external sharing with expiration and permissions, without device enrollment. Microsoft Copilot for Microsoft 365 provides AI email summaries and suggested replies. Microsoft Intune requires device enrollment, which is not desired.
Answer analysis
Option-by-option breakdown
For each option: why learners choose it and why it is or isn't the right answer here.
- ✓
Sensitivity labels, Exchange Online archiving, SharePoint Online, Microsoft Copilot for Microsoft 365
Why this is correct
This combination is correct because Sensitivity labels in Microsoft Purview enable classification and permission restrictions (e.g., encrypt or view-only) on documents and emails, meeting the access-control requirement. Exchange Online archiving provides an In-Place Archive mailbox for email retention and compliance without needing separate on-premises storage. SharePoint Online supports granular external sharing via secure links, guest access, and expiration policies—all without requiring device management or Intune enrollment—making it ideal for sharing files with external volunteers. Microsoft Copilot for Microsoft 365 adds AI assistance that can summarize email threads and documents across Outlook and SharePoint, satisfying the summarization need.
- ✗
Sensitivity labels, Exchange Online in-place hold, SharePoint Online, Microsoft Editor
Why it's wrong here
This option is incorrect because Exchange Online in-place hold (Litigation Hold) is a legal hold feature that preserves mailbox content for eDiscovery and litigation, not an archiving or general retention solution—it does not provide additional archive storage or manage long-term retention like Exchange Online archiving does. Furthermore, Microsoft Editor is a writing assistant that offers grammar, spelling, and style suggestions in Word and Outlook; it cannot summarize emails or generate AI-powered insights. While Sensitivity labels and SharePoint Online are valid, the replacement of archiving with in-place hold and Copilot with Editor leaves the requirements for email retention and AI summarization unmet.
- ✗
Microsoft Purview Data Loss Prevention, Exchange Online archiving, Microsoft Teams, Microsoft Copilot for Microsoft 365
Why it's wrong here
This option fails because Microsoft Purview Data Loss Prevention (DLP) is designed to prevent data exfiltration by detecting and blocking sensitive information (e.g., credit card numbers or PII) from being shared insecurely—it does not enforce access restrictions or classification based on user roles. Microsoft Teams allows external sharing only via guest accounts or shared channels, which require identity validation and can be complex for volunteers; SharePoint Online offers more granular, link-based sharing with expiration and password options that work without managing external users' devices. Although Exchange Online archiving and Copilot are correct, the DLP and Teams choices replace essential components, so the solution does not satisfy the access restriction and file-sharing requirements.
- ✗
Azure Information Protection, Exchange Online retention policies, OneDrive, Microsoft Copilot for Microsoft 365
Why it's wrong here
This option is wrong because Azure Information Protection (AIP) is a legacy solution being converged into Microsoft Purview Information Protection; relying on AIP is not recommended for new deployments, and it lacks the native integration and labeling capabilities now available in Purview sensitivity labels. Exchange Online retention policies target data lifecycle management by deleting or retaining content for a set period, but they do not create an archive mailbox or provide expanded storage—archiving is a distinct feature. OneDrive is per-user cloud storage, and while it offers limited external sharing, it does not support organization-wide collaboration with external volunteers as effectively as SharePoint Online with site-level sharing controls. Copilot remains appropriate, but the other three components fail the stated requirements.
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Related to this question
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Benefits of Microsoft Cloud
Key term
Intune
Microsoft Intune is a cloud-based service that helps organizations manage their users' devices and applications, ensuring security and compliance without needing to own or control the physical hardware.
Key term
Microsoft 365
Microsoft 365 is a subscription-based cloud service from Microsoft that combines productivity tools like Office apps with security, device management, and online storage.
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