Administrator’s Guide Microsoft 365 for Midsize Businesses ... · Microsoft Office 365 from Vodafone is a completely flexible solution that allows your business to select all of

Administrator’s Guide for Midsize Businesses and Enterprises

Microsoft® Office 365 from Vodafone

Contents Welcome to Microsoft Office 365 from Vodafone 3

How to use this Guide 4

Get an Introduction to Microsoft Office 365 5

Get Started 6

Sign in for the First Time 6

ExploretheOffice365MicrosoftOnlinePortal 7

Set-up the Service 8

StepstoSet-uptheService 9

Customise Settings for Individual Products 14

MicrosoftExchangeOnline 15

MicrosoftLyncOnline 16

MicrosoftSharePointOnline 17

Manage the Services After Go Live 18

ManageUsersandGroups 19

ManageDomains 20

ManageLicensing 21

ManageServiceSettings 22

ManageServiceHealth 23

ManageReports 24

Available Support 25

Additional Resources 26

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Congratulations, you are the Administrator for Microsoft Office 365 from Vodafone

Vodafonehascreatedthisguidetohelpyougetstarted.

Theguidetakesyouthrough:

1 GetanIntroductiontoOffice365

2 GetStarted

3 Set-uptheService

4 CustomiseSettingsforIndividualProducts

5 ManagetheServicesAfterGo-Live

6 AvailableSupport

7 AdditionalResources

Welcome to Microsoft Office 365 from Vodafone

7Additional Resources

6Available Support

2Get Started

3Set-up the

Service

5Manage the

Services After Go-Live

4Customise

Settings for Individual Products

1Get an

Introduction to Office 365

Please read ‘How to use this Guide’ on the next page

Welcome to Office 365 from VodafoneHow to use this Guide

Understand how to make the best use of this guide

ThisguidehasbeendesignedtogiveyouahighlevelviewoftheadministrativefeaturesofMicrosoftOffice365fromVodafone.

Topicsarepresentedintherecommendedorderforsettingupandmanagingyourservice.Youcaneitherfollowthesuggestedfloworjumptoatopicofinterest.

Thenavigationpaneontheleftsideofeachpageindicatesthecurrenttopic.Togobackandforwardintheguideusetheiconsatthebottomofeachpage.

TIPSareprovidedthroughouttheguide.

Businessunlimited

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Understand Microsoft Office 365 from Vodafone and the benefits to your business

MicrosoftOffice365fromVodafoneishelpingtoempowerpeopletoworkthewaytheywant,ontheirterms,fromsoleproprietors,tomid-sizedbusinessesandlargeorganisations.ItprovidesyouwiththeMicrosoftproductsyouknowandtrust.Itdeliversfast,reliableandsecureconnectivityfromVodafonesoyoucanworkthewayyouwant,onvirtuallyanydevice,virtuallyanywhere.

MicrosoftOffice365fromVodafoneisacompletelyflexiblesolutionthatallowsyourbusinesstoselectalloftheMicrosoftproductsorjusttheonesthataremostsuitedtoyourbusiness.

Get an Introduction to Office 365

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For more information about Microsoft

Office 365 from Vodafone please

refer to … [Placeholder for Vodafone

local companies to refer to additional

marketing material]

Fixed and mobile connectivity from Vodafone

Total peace of mind Enhanced security protecting your files, devices and users

A hosted cloud solution Always working with the very latest software versions

Enhanced business mobilityEasy and secure access on many devices

Lync Online Collaborate easily in real time

Exhange Online Enterprise-grade email and shared calendar

Office 365 ProPlus Access the latest versions of Office tools including: Word, Excel, Outlook, PowerPoint and One Note

Seamlessly connectivityFast,reliableandsecureconnectivityfrom Vodafone

One supplier One contact and predictable, monthly, per-user costs

SharePoint Online Collaboration and knowledge-share on the move

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Get access to the Microsoft Online Portal and understand the sign in requirements

TheMicrosoftOnlinePortalprovidesagatewaytoonlineservicesandstoredinformation.Thelandingpagegivesadministratorsand usersaccesstothesefeatures.

URL: https://login.microsoftonline.com

UsetheIDandPasswordyourbusinessreceivedfromVodafonewhentheysubscribedtoOffice365.Whenyousigninforthefirsttime, youwillbeaskedtochangethepassword.Signinissuccessfulwhenthedashboardscreendisplays.

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Save this link for future ease of access.

Administrator’s sign-in details are

the same as their user sign-in ID and

password.

Get StartedSign in for the first time

https://login.microsoftonline.com

http://technet.microsoft.com/en-us/library/hh852466.aspx

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Discover the Microsoft Online Portal

Inordertomakefulluseoftheportal,youneedtobecomefamiliarwiththefeaturesavailableonthelandingpage.Fromhere,youcannavigatetoscreenswhichenableyoutomanageusers,domainsandservicesettings,accessdownloadsandshortcutsandmonitorthehealthandmaintenanceoftheservice.

TherearefiveareasontheMicrosoftOnlinePortallandingpage:

1. Welcome to Office 365–relevantlinkstohelpyoutobecomefamiliarwiththeproduct.Thisappearsatinitiallogin.

2. Dashboard–thedashboardgivesaccesstokeyfunctionstomanagetheservice.

3. Service overview–thecurrentstatusofeachoftheservicesdisplayshere.

4.Toolbar–fromhereyoucanaccesskeyapplicationsfordaytodayuse.Thisisthemainnavigationpaneforusers.

5. Shortcuts and resources –hereyousearchfortopicsinthehelpandcommunitypartsofOffice365.Youcanalsoaccess adminshortcutsandresources.

URL: https://portal.microsoftonline.com

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To return to the Microsoft Online

Portal from any screen, click on

Admin > Office 365.

Get StartedExplore the Office 365 Microsoft Online Portal

Note: OnlyAdministratorscanaccessAdminoptions.

https://portal.microsoftonline.com

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Prepare the business and understand the steps required to set-up the service

Inthissection,youwilllearnhowtoset-upMicrosoftOffice365fromVodafone. Step 1–SpecifyaDomainNameandConfirmOwnership

Step 2–AddUsersandAssignLicenses

Step 3–SettheDomainPurposeandConfiguretheDomainNameSystem(DNS)

Step 4 –ImportUserData-Optional

Step 5–StartusingtheServices Path: Microsoft Online Portal > Admin > Office 365 > setup

Advanced Set-up

Dependingonyourbusiness’requirementsyoumightneedtogothroughmoreadvancedset-upsteps.Todeterminewhetheryou shouldfollowanadvancedset-upprocess,pleaserefertothefollowinginformationonMicrosoftTechNet:

http://technet.microsoft.com/en-us/library/hh852466.aspxhttp://technet.microsoft.com/en-us/library/hh852483.aspx

Ifyourequiresupport,pleasecontactyourVodafonerepresentative.

Set-up the Service

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The online wizard guides you through

the process.



9


Specify a Domain Name and Confirm Ownership

WhenyourbusinesssubscribedtoOffice365,youweregivenadomainnameinthefollowingformat:mychoice.onmicrosoft.com. Theserviceisfullyfunctionalusingthisdomainname.

However,ifyouwantaparticulardomainnametoappearonyouremailaddressesandwebsite,youmaywishtoconnectadomainnameto Office365. Ifyoudonotalreadyholdadomainname,youmaywishtosetoneup.Thereareanumberofdomainnameprovidersoffering thisservice. Whenyouhavereceivedconfirmationthatthedomainnameisapprovedandhasbeenassignedtoyou,thefirststepistosetit upintheOffice365environment.Theonlinewizardwillguideyouthroughtherelevantsteps.

Path: Microsoft Online Portal > Admin > Office 365 > setup > Specify a domain name and confirm ownership

Set-up the Service Step 1

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All the changes that the wizard

indicates will need to be made on the

domain provider site.

Please allow up to 72 hours for domain

ownership to be confirmed.

mychoice.onmicrosoft.com

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Add Users and Assign Licenses

Thenextstepistobuildyourcommunityofusers.ThesearethepeopleinyourbusinesswhowillaccesstheOffice365servicesonaregularbasis.Youcanaddnewuserstoyourserviceindividually,deleteexistingusers,editaccountdetailsandallocatelicensestoauser.YoucanalsoaddbulkuseraccountsintoOffice365,byuploadinguserdetailsusingaspecialfileformat,referredtoas(.csv).

Path: Microsoft Online Portal > Admin > Office 365 > setup > Add Users and Assign Licenses

Add AdministratorsDependingonthesizeofthebusiness,youmaywanttodesignateseveraladministratorsfordifferentfunctions.Therearefouradministratorrolesavailable.

Path: Microsoft Online Portal > Admin > Office 365 > setup > Add Users and Assign Licenses > Add users one at a time


Global Administrator–Accessalladministrativefeatures.Assignotheradminroles.AGlobaladministratorisalsotheSharePointOnlineadministrator. Password Administrator –Resetpasswords.Monitorservicehealth.Limitedtoresettingpasswordsforusersandpasswordadministrators. Service Administrator–Monitorservicehealth. User Management Administrator –Resetpasswords.Monitorservicehealth.Manageuseraccountsandusergroups.Thisadministratorcannotdeleteaglobaladministratororcreateotheradminroles.

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More than one global administrator is

recommended as this will ensure that

you have a back-up in the event of

unavailability or absence.

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Set the Domain Purpose and Configure the Domain Name System (DNS)

Thenextstepistochoosethedomainnamesyouwishtouseforcertainpurposesandcreatethedomainnameservicerecords.Youcanassigndifferentpurposestothedomainnamesyouhaveverified.Inordertoactivatethese,youwillneedtomakechangestotheDNSrecordsofyourproviderwiththeinformationprovidedthroughthewizard.

Path: Microsoft Online Portal > Admin > Office 365 > setup > Set the domain purpose and configure DNS

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You may wish to have several domain

names activated for your business.


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Import User Data – Optional

Youmaywishtoimportexistinguserdatasuchasemailfiles,calendarentriesandcontactlists.Thisisoptionalandyoucanselectoneofthreemigrationoptionsoutlinedbelow.Youwoulddothisforinstancetomaintainanuptodatesetofdataforyourusers.

Path: Microsoft Online Portal > Admin > Office 365 > setup > Import user data (Optional)


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Consider performing a staged

Exchange migration for a high volume

of data.

As a more advanced set-up step, it

is possible to synchronise your on

premises Active Directory and the

cloud directory. See Microsoft Online

Portal > Users and Groups > click

Active Directory Synchronization

Set up.

Migrate IMAP mailboxes–IMAP-Internetmessageaccessprotocol(IMAP)isaprotocolfore-mailretrieval.Import email data from your users’ PST files–PersonalStorageTable(PST)isanopen,proprietaryfileformatusedtostoremessages,calendarevents,andotheritemswithinMicrosoftsoftware.YoucansearchforPSTfilesandimporttheseusingacommaseparatedvalues(.csv)fileformat.Use cutover Exchange migration–ItispossibletoimportdatafromanexistingExchangeAdminCentre.

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Start using the Services

Whenyouhavecompletedtheprevioussteps,followtheguidelinesindicatedonthescreenbelow.Thiswillenableyoutoroll-outtheservicesuccessfullyforyourusers.Thisisthelaststep.

Path: Microsoft Online Portal > Admin > Office 365 > setup > Start using your services

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In order to make full use of the Office 365 service, you can customise the settings for the individual products listed below

•Microsoft®ExchangeOnline

•Microsoft®LyncOnline

•Microsoft® SharePoint

Pleasenotethat:

•Yourcompanymaynothavepurchasedrightstousealloftheaboveproducts.

•TherearenocustomisationoptionsforOffice.

Customise Settings for Individual Products

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Understand what services can be customised and enabled in Microsoft Exchange Online

MicrosoftExchangeOnlineisahostedmessagingsolutionthatdeliversthecapabilitiesofMicrosoftExchangeServerasacloud-basedservice.Itgivesrichandfamiliaraccesstoemail,calendar,contactsandtasksacrossPCs,thewebandmobiledevices.

Path: Microsoft Online Portal > Admin > Exchange

Customise Settings for Individual Microsoft® Exchange Online

Recipients–Definerequirementsfordistributiongroups,mailboxes,contactsandmore.Permissions–Add,editandconfigurerolesandpolicies.Compliance Management–Searchmailboxesforemailandmessagetypesthatcontainspecifickeywords.Organisation–Enablethesharingofcalendarinformationatindividualandorganisationlevel.Protection–Managemalware,connectionandcontentfilters.Mail flow–Definerulesforhowemailmessagesaremanaged.Mobile–Managemobiledeviceaccessandmailboxpolicies.Public Folders–Managepublicmailboxesandfolders.Unified Messaging –ManageUnifiedMessaging(UM)for thebusiness.

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Understand how to get the best from Lync to ensure users receive a seamless communication service

MicrosoftLyncOnlineisahosted,enterprise-classcommunicationssolutionwhichprovidescommunicationscapabilities,including Presence,InstantMessaging(IM),PC-to-PCaudioandvideocalling.

Path: Microsoft Online Portal > Admin > Lync

Customise Settings for Individual Microsoft® Lync Online

Users–Managehowyouruserscommunicateandwhocancommunicatewiththem. Organisation–DefinehowuserspresenceinformationdisplaysandactivatealertsforincomingLyncinstantandvoicemailmessages. Dial-in-conferencing–Configuredial-inconferencing.Priortothis,youmustsetupanaccountwithaqualifiedLyncOnlineaudioconferencingprovider. Meeting invitation–Customisemeetinginvitationstoincludelogo,organisationsURLandlegaldisclaimers.

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Learn more about the settings available in SharePoint

SharePointisanintegratedsolutionwhichencouragescollaborationbetweenteammembers.Businessescanshareknowledge,resourcesandotherinformation,withinthebusinessandexternally.

Path: Microsoft Online Portal > Admin > SharePoint

Customise Settings for Individual Microsoft® SharePoint Online

Site Collections–Sitecollectionsareagroupofrelatedprivateorexternalwebsiteswhichsharecommonfeatures suchaspermissions. InfoPath–UserscanopenandcompleteInfoPathformsdirectlyinabrowserwithoutitbeinginstalledontheircomputer. User Profiles–Thisisacentrallocationwhereadministratorscanconfigureuserdetailssuchasuserprofiles,organisationprofilesandMySitesettings.BCS–BusinessConnectivityServices(BCS)enablesSharePointtocreate,readandwriteconnectionstoexternaldata.Term Store–ATermStoreisasetofrelatedkeywordsorganisedintoalist,forexampleaproductcategoryoramaterialslist. Ithelpsyoutoimprovetheconsistencyandsearchcapabilityofinformationwithinasitecollection.Records Management–RecordsManagementenablesyoutoconfigureconnectionstoadocumentrepository.Search–TheSearchserviceallowsadministratorstocustomiseasearchexperienceforusers.Secure Store–TheSecureStorecontainscredentialssuchasaccountnamesandpasswordsrequiredtoconnectto externalbusinessapplications.Apps–Fromhere,youcanmakeapplications(apps)availabletothebusiness.Youcanalsotrackapplicationusage,reviewerrorsandmanagelicenserequests.Settings –Thesettingsfunctionenablesyoutocontrolhowusersinvitepeoplefromoutsidethebusinesstoaccesscontent.

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Learn about the options available to manage the service on a day to day basis

Inthissection,youwillunderstandhowto:

•ManageUsersandGroups

•ManageDomains

•ManageLicensing

•ManageServiceServices

•ManageServiceHealth

•ManageReports

Manage the Services After Go Live

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Manage users, groups and administrators and understand how to synchronise directories

Whenyourserviceisupandrunning,youwillhaverequirementstoadministerexistinguseraccounts,toaddusers,deleteusersand viewinactiveaccounts.

Ifyourbusinessmaintainsanon-sitedirectory,youwillalsoneedtoensurethatyouron-premisesandclouddirectoriesaresynchronised.

Path: Microsoft Online Portal > Admin > Office 365 > user and groups

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Inactive accounts, once deleted, can

be recovered up to 30 days following

deletion.

Manage the Services After Go Live Manage Users and Groups

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Understand how to manage existing domains and add additional domains after initial set-up

Onpage11ofthisguidewedescribedhowtoconnectdomainnamestotheservice.Thistopiccoversaddingnewdomainsandhowtomanageexistingonesatalaterdate.

Path: Microsoft Online Portal > Admin > Office 365 > domains

Manage the Services After Go Live Manage Domains

1

2

1 Domain name –ViewthedomainswhichhavebeenidentifiedforconnectiontoyourOffice365service. Status-Viewwherethedomainnameisintheset-upprocess.

2 Add a domain–Addanewdomaintoconnectittoyourservice. Remove –Removeadomainnamefromtheservice. View DNS settings–ViewtheDomainNameSystemsettingsforthedomainsyouwishtolinktotheservice.Thistoolbaroptionwillnotdisplayiftheset-upprocessisnotinprogress. Troubleshoot–Viewtroubleshootinginformationinordertorepairorreportissues.

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Domains associated with email

addresses, user accounts, or

distribution groups cannot be

removed.

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Understand the status of licenses

Thisfeaturegivesyouanoverviewofthenumberofvalid,expiredandassignedlicences.Inaprevioussection,itwasdescribedhow administratorscanassignlicensestousersduringtheset-upprocess.

Path: Microsoft Online Portal > Admin > Office 365 > licencing

Manage the Services After Go Live Manage Licensing

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See Manage Users and Groups for more

information on how to assign licences.

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Manage service settings and understand what options can be customised

ServiceSettingsenableyoutodefinekeyaspectsoftheOffice365service.Thesettingswhichyoucancustomisearedescribedbelow.

Path: Microsoft Online Portal > Admin > Office 365 > service settings

Manage the Services After Go Live Manage Service Settings

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See the section Customise Settings for

Individual Products of this guide.

Mail–Viewandmanagemailprotection,mailflowandauditingreports.Sites–Createsitesthatenableuserstoshareandpublishinformationonline.Lync–Manageprivacy,mobileandexternalLynccommunicationsforyourbusinessandconnectLyncwith youraudioconferencingprovider.User Software–Selectthesoftwarepackagesusersrequireandindicatehowtheywillbedeployed.Userscan installthesedirectlyfromOffice365oraskanadministratortodeploythemmanually.Passwords–Setthepasswordexpirypolicy.Community–EnableuserstoparticipateintheOffice365Community.Pleasenotethatthedefaultsettingis‘on’.Rights Management–ManagetheWindowsAzureActiveDirectoryRightsManagementtoprotectemailanddocumentsforsecuredatasharing.Mobile–ActivateandmanageyourBlackBerry®BusinessCloudServicesfromRIM®.

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View service alerts and monitor the well-being of the service with real-time indicators

Thisscreendisplaysservicehealthandplannedmaintenance,includingdetailsofservicedisruptionoroutageandalerts,whichmayrequireyouraction.

Path: Microsoft Online Portal > Admin > Office 365 > service health

Manage the Services After Go Live Manage Service Health

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Subscribe to the feed to

receive real-time access to information.

Service–EachoftheindividualservicessuchasExchange,SharePointandLyncdisplayhere.Days–Asixdayoverviewoftheservicesdisplayshere.Youcanalsoviewdetailsforthepast30days.Key–Thekeyprovidessymbolsforthedifferentstatusflagsthatmayoccur.

RSS

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View how your business is using Microsoft Office 365 from Vodafone

ReportsprovideyouwithasnapshotofhowyourbusinessisusingOffice365.Thereportoptionsdependontheservicetowhichyourbusinesshassubscribed.

Path: Microsoft Online Portal > Admin > Office 365 > reports

Manage the Services After Go Live Manage Reports

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To enable further analysis of reporting

information, the report centre offers

you the option to download an Excel

format report.

Overview–Homescreenforthereportssection.Mail–Displaysactiveandinactivemailboxes.Protection–Displaysthequalityofreceivedmailandstatusofreceivedmailincludingtoprecipients.Rules–Displaystherules,rulematchesandtoprulesfor receivedmail.DLP–Displaysthedatalossprevention(DLP)policiesforsentmail.

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Understand the options available address problems and get them resolved

Ifyouexperienceissues,youhaveanumberofoptionstogetthoseresolved.

Path: You can access help from different parts of the screen in Office 365

Available Support

1. ClickthequestionmarkonthetoprighthandsidetoaccessOffice365AdminHelp.

2. Usethepromptsto‘Learnmore’.ThesepromptstakeyoutoinformationaboutthattopicinOffice365AdminHelp. Theydisplayindifferentlocationsthroughouttheservice.

3. UsetheTroubleshootingfacilityinCommunityOffice365.

Forbestresultsworkthroughthesesteps:

•Indicateifyouaretheadministratororauser

•SelecttheappropriateOffice365Plan

•Selecttheareaofservice

•Selecttheissue

•Reviewthesolutionsdisplayed. 4. ContactyourVodafonesupportcentre–

Thisisaplaceholderforthemarketstoincludetheirowndetails

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Get access to more useful information and guidance

Ifyouwouldliketoknowmore,pleasefindadditionalinformationat:

1. Community Office 365 – http://community.office365.com •Askquestionsintheforum •Browseblogsandwikis

2. TechNet – http://technet.microsoft.com •Findusefultechnicalinformation,newsandeventsforITprofessionals

Additional Resources

http://community.office365.com

http://technet.microsoft.com

© Vodafone Group 2013. Vodafone and the Vodafone logos are trademarks of the Vodafone Group.Other product and company names mentioned herein may be the trade marks of their respective owners.

Administrator’s Guide Microsoft 365 for Midsize Businesses ... · Microsoft Office 365 from Vodafone is a completely flexible solution that allows your business to select all of

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