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Interlink Cloud Blog

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All content provided on this blog is for informational purposes only. The owner of this blog makes no representations or warranties regarding the information from our partners or other external sources.
Matt Scherocman

A Guide to Archiving Mail in Office 365 and Handling Terminated Users

A Guide to Archiving Mail in Office 365 and Handling Terminated Users

“Immutability” is the industry-standard term for “preserving data in the system so that it is discoverable and cannot be destroyed or altered."

With Exchange Server 2016 with Enterprise CAL or Exchange Online Plan 2 (included in Office 365 E3 and Office 365 E5 plans), Microsoft enables organizations to preserve individual or all mailbox items for discovery natively, keeping those items within the Exchange infrastructure. This approach is called, In-Place hold.

One significant benefit of hold - as opposed to separate, read-only storage - is that items are preserved within the Exchange infrastructure. This preserves more of the information, including metadata, and makes management easier for IT admins. Users benefit because they can manage their mailboxes using the familiar Outlook interface. From an IT-perspective, In-Place Hold eliminates the necessity and complexity of maintaining a separate infrastructure and potentially storage for Exchange items.

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Eric Inch

"Stay Out Unless I Say So!" - The Sweetness of Azure AD Conditional Access

"Stay Out Unless I Say So!" - The Sweetness of Azure AD Conditional Access

I talk to a lot of customers using Office 365 that would like to have granular control on who can access the hosted services and only allow access to these services from corporate owned and managed devices. Enter Azure AD Conditional Access. “Keep out.. Unless of course you meet certain conditions!”

For example, with Azure AD device access rules you can restrict access to Exchange Online to only domain joined machines.

“Wait?! What?! That sounds just like what I’m looking to do.

What does that look like?”

 

When a user attempts to access Outlook Web App from a personal computer, they go to the OWA URL and enter their username and password.


The conditional access policy will look to verify that the device being used to access OWA is domain joined and registered in Azure AD. Since the computer is a personal computer, the user is denied access.


After closer examination using the “More details” link, you can see the access rules set require the device to be domain joined for access. In the scenario of personal computers, this will show as Unregistered.

Your access to corporate resources was swatted away like Dikembe Mutumbo. “Not in my house!”

“Good Eric, that’s all great but how about the full Outlook client? I would really like to see what options we have to prevent our users from connecting their personal Outlook client to our corporate email.”


When a user attempts to connect the Outlook client on a non-domain machine, the Outlook client will open and prompt the user for authentication.


The user will enter their username and password and the authentication process will look for a registered device.


Once again the user will be gently reminded that they need to be on a corporate owned device.

“Wow Eric, I’m really impressed by Conditional Access and the device access restrictions available in the Microsoft security suite. Anything else we should know? What about users that want to access OWA from other browsers?”

 

First and foremost, under no circumstance should you ever use anything other than Microsoft technology. Ever!

But, in the event some of your users want to go against my recommendation, to access corporate resources protected with device access rules they would need to use a supported browser. Conditional access support for applications: https://azure.microsoft.com/en-us/documentation/articles/active-directory-conditional-access-supported-apps/


The behavior when attempting Outlook Web App using the Google Chrome browser would be as follows:

The user enters their username and password from a non-domain machine.

Since the user is trying to use a browser that doesn’t support conditional access, it gives the user a warning that the browser is not supported and to use Microsoft Edge or Internet Explorer.

The device based access rules are configured within Azure AD Premium and have the following options.

  • Enable Access Rules – On or Off. (self-explanatory)
  • Apply To – Specific groups that you want to scope the access rules to. You also have the ability to except specific users from the scope.
  • Device Rules – The access rules you want to enforce for access to the corporate resources.
  • Application Enforcement – “For browser and native applications” OR “For only native applications” Exchange ActiveSync – Require a compliant device to access email

For more information on Azure AD Conditional access, please read the official Microsoft blog article AzureAD Conditional Access Policies for iOS, Android and Windows are in Preview!

 

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Matt Scherocman

FindTime: Scheduling a Meeting Just Got a Whole Lot Easier

FindTime: Scheduling a Meeting Just Got a Whole Lot Easier

FindTime for Office 365 Makes Scheduling a Meeting Easy

Scheduling across multiple organizations can be a difficult process. A one-hour meeting with seven people from two different companies can take weeks to schedule. For the meeting organizer, planning a meeting between multiple third party representatives is a tiresome game of phone and email tag. For the attendees, it’s equally as frustrating. Just as soon as the business calendar is being updated, an email storms the inbox, stating that someone forgot to check a calendar and a new meeting time is needed.

Those who have gone through this process frequently find themselves saying, “There has to be a better way to schedule these meetings.”

Scheduling FOR the People

With the addition of Microsoft’s FindTime to the Office 365 suite, a better way to schedule meetings across organizations exists. FindTime is a free Outlook add-in that gives meeting organizers and attendees the flexibility to schedule a time that works for everyone. FindTime reduces the amount of phone calls and email clutter that piles up during the scheduling process.

How does FindTime work?

replay findtime meeting pollFindTime is a plugin for Outlook with Office 365.
You can either start a new message or reply with a meeting poll.
Next, it automatically looks at your calendar and the calendars of people in your organization, and show times when all invitees are available. 
The coolest part is...the application emails the “poll” to the other parties and lets them select the times they are available, along with the ones that they prefer the most.

findtime

FindTime is a welcomed tool for sales teams, product managers, business developers, and any other business units that require meetings with other organizations. 

To use FindTime, the organizing party must have an active Office 365 subscription and be using Outlook. However, attendees don’t need an Office 365 subscription and they don't have to be using Outlook. FindTime transforms multiple party scheduling by seamlessly working across different email service providers, devices, and organizational sizes and structures.

With FindTime, organizers and attendees can focus their time and resources on how to make meetings productive, not how to make them happen.

findtime install for free

 

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Matt Scherocman

Outlook Web App (OWA) will now be known as “Outlook on the web.”

Outlook Web App (OWA) will now be known as “Outlook on the web.”

Microsoft continues to innovate on the UI for customers to become more productive. They have renamed the Outlook Web App to “Outlook on the web”. Additionally, they have created a new design for the action bar available across the Mail, Calendar, People, and Task areas in Outlook on the web.

action bar

They have:

  • Made the email subject line larger and more prominent
  • Indented messages in the reading pane for easier reading
  • Added more prominent buttons in Calendar to make navigation and creating a new meeting request simpler.

Additionally, Outlook on the web adds new features that make things easier to navigate and organize mail within the browser. Let’s take a look at them below.

Pin lets you pin any message in your inbox so that it is highlighted in yellow and kept at the top of your inbox.

outlook web

Sweep, includes a simple set of actions to manage emails from specific senders. You can manage reoccurring messages (like newsletters, digital coupons, and other email received on a regular basis) as well as choose to keep messages from a specific sender (for a specified number of days, only keep the latest message, or delete all messages from the sender).

Archive lets you quickly move messages out of the inbox to a folder of your choice.

Undo lets you revert unintended actions with a single click.

Preview the message contents in-line with the subject. With Outlook on the web you can also now perform common actions in bulk, and clicking a message now displays the message in the same window — finally no pop-ups or separate windows.

Resize images, add custom borders, apply shadow effects, and rotate images. Now supports a full set of emojis. J

To, Cc, or Bcc lines, now show a list of the most common people and distribution groups you have been emailing, which is refined as you type. As you add recipients, Outlook on the web makes suggestions that you most commonly email.

Calendar in Outlook on the web has gained a five-day weather forecast.

outlook2

Charms, which are basically icons to help you quickly identify specific types of events (an airplane for an upcoming flight, a knife and fork for a business dinner, a music note for a piano class, and so on) have also been added.

Mobile browsing experience has received user interface and navigational improvements:

  • Updates to closer resemble the UI look of Outlook apps on Windows, Mac, iOS, and Android.
  • Improved navigation for switching between Mail, Calendar and People.
  • More prominent search command.
  • Ability to switch between emails without returning to the message list.
  • Time strip updated to show the full week within the calendar.
  • Improved UI for creating new events and using the scheduling assistant in Calendar.

The following updates are coming to Office 365 users today, as long as they have a plan that includes Exchange Online and have opted into Microsoft’s First Release program. Everyone else will begin receiving these updates in “the first week of September.”

 

 


 

Interested in the new "Outlook on the web"? Give us a call at (513) 444-2020 or contact us here!

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Matt Scherocman

Growth: Office 365 Now Supports up to 150 MB Email Size

Growth: Office 365 Now Supports up to 150 MB Email Size

In the past, users of Outlook have been restricted to attachments onl25 MB or less in total.

However, for those who prefer to attach all files directly to an email through Outlook at once, there is good news: the maximum message size has increased to 150 MB.

 

It is important to note, however, that the administrator is responsible for changing the default settings themselves and users are still set at a maximum of 25 MB unless changed. It is now an option to choose the size setting ranging from 1 MB up to the new 150 MB. There are even ways for restricting or allowing certain sizes to distinct users or groups.

 

For more information and details about how to change the settings check out the steps here

 


If you would like to learn more about your Office 365 options we would be happy to walk you through it. Give us a call at 800-900-1150 or contact us here. 

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Welcome to the Interlink Cloud Blog

All content provided on this blog is for informational purposes only. The owner of this blog makes no representations or warranties regarding the information from our partners or other external sources.