Mod 6: Exchange Online Admin

Mod 6: Exchange Online AdminChris Oakman | Managing Partner Infrastructure Team | Eastridge TechnologyStephen Hall | CEO & SMB Technologist | District Computers

Version 2.0 for Office 365 Wave 15

Day 1Administering Office 365

Day 2Administering Office 365

Office 365 Overview & Infrastructure Administering Lync Online

Office 365 User Management Administering SharePoint Online

Office 365 DirSync, Single Sign-On & ADFS Exchange Online Basic Management

MEAL BREAKExchange Online Deployment & MigrationExchange Security & Protection

Exchange Online Archiving & Compliance

Jump Start Schedule – Target Agenda

Module 6: Exchange Online

• Service Overview & New Features• Visibility and Control• Mailboxes, Contacts, Resources & Groups &

Management• Mobile Device Management (Exchange ActiveSync)• Troubleshooting connectivity

For Midsize Businesses and Enterprises

What is Exchange Online? • The world’s leading email server, hosted by

Microsoft• Supported & maintained by the Exchange

engineering team• Years of investment in enterprise email

Trusted, Familiar, and Robust

Nov. 2009

Being ahead of the curve

The cloud on your terms

Antispam protection

Mission-critical, high availability

Voicemail in your inbox

Email ona phone

Email ona browser

May 1997

Nov. 1997

Dec. 2001

Mar. 2004

Dec. 2006

Nov. 2008

Massive, low-cost mailboxes

Exchange —Work Smarter, Anywhere.

Exchange enables you to tailor your solution based on your unique needs and ensures your communications are always available while you remain in control; on your own terms—online, on-premises, or a hybrid of the two.

Exchange helps your users be more productive by helping them manage increasing volumes of communications across multiple devices and work together more effectively as teams.

Exchange keeps your organization safe by enabling you to protect business communications and sensitive information and to meet internal and regulatory compliance requirements.

Do more, on any device

Keep the organization safe

Remain in control, online, and on-premises

Exchange Online – What’s Included• Business email, calendar, and contacts

On your PC, phone, and web browser. On Microsoft globally redundant servers. Protected by anti-malware and anti-spam filters Supported by 24/7, IT-level phone support

• Large mailboxes 25 GB of mailbox storage The ability to send messages up to 25 MB in size.

• Outlook Support & Outlook Web App Support for connecting to Outlook An updated Outlook Web App

Secure and Reliable• Maintain the latest defenses

Stay safe from malware & spam with a service that handles hundreds of millions of messages daily & is updated to address new threats quickly

• Data Loss Prevention (DLP) Prevent users from mistakenly sending sensitive information to

unauthorized people, while informing them of internal compliance policies.

• Safeguarding your data Hosting is done in geographically distributed data centers, with

continuous data backup, premier disaster recovery capabilities & a security experts

• Reliability, availability, and performance Guaranteed by a 99.9% uptime, financially-backed SLA

Stay in control• Manage your organization efficiently

Exchange Administration Center - an easy-to-use, web-based interface.

• In-Place eDiscovery across Exchange, SharePoint, and Lync data from a single interface

through the eDiscovery Center.*• Mobile device policies

Create approved mobile device lists, enforce PIN lock, and remove confidential company data from lost phones.

• IT-level phone support Available to you 24 hours a day, 7 days a week.

Easy to Use and Maintain• Automatic patching

eliminate the time and effort of maintaining and servicing your email system.

• Keep all important data in one place Give users an In-Place Archive with a native, well-integrated user

experience.• Consistent and secure anywhere access

to information on all major browsers and touch-enabled devices• Seamless integration with Outlook

Your users can enjoy a rich, familiar email experience with offline access.

Enterprise-Class Calendaring• Calendar sharing

and publishing• Granular calendar

permissions• Resource mailboxes

(conference rooms)• Out of Office

Hosted Voice Mail

• Integrates with your on-premises phone system

• Removes the need to manage voice mail infrastructure

• Gives users a single inbox for email and voice mail

• Provides the latest features of Exchange Unified Messaging

Exchange Online Plans Comparison

*25 GB of storage apportioned across the user’s primary mailbox and personal archive**25 GB of storage in user’s primary mailbox, plus unlimited storage in user’s personal archive. ***Direct access to Kiosk user mailboxes via Exchange Web Services not permitted. However, LoB applications can use Exchange Web Services impersonation to access Kiosk user mailboxes

Feature Exchange Online Kiosk

Exchange Online Plan 1(Inc. w/ Office 365 Midsize,

E1, Small Business Premium)Exchange Online Plan 2(Inc. w/ Office 365 E3, E4)

Mailbox size 1 gigabyte (GB) **** 25 gigabytes (GB)* Unlimited**Outlook Web App (regular and light versions) Yes Yes YesPOP Yes Yes YesIMAP No Yes YesOutlook Anywhere (MAPI) No Yes YesMicrosoft Exchange ActiveSync Yes**** Yes YesExchange Web Services No*** Yes YesInbox rules No Yes YesDelegate access No Yes YesInstant messaging in OWA No Yes (requires Lync Online or

Microsoft Lync Server)Yes (requires Lync Online or Microsoft Lync Server)

SMS notifications No Yes YesCustom retention policies Yes Yes YesMulti-mailbox search Yes Yes YesPersonal archive No Yes YesVoicemail No No YesLegal hold No No Yes

System Requirements – Web BrowsersWeb Browsers Requirements

Internet Explorer 10 Windows 8 Windows 7

Windows Internet Explorer 9 Windows 7 Windows Vista with SP2

Windows Internet Explorer 8 Windows 7 Windows Vista with SP2 Windows XP with SP3 (32-bit) Windows XP with SP2 (64-bit)

Mozilla Firefox The latest version of Firefox (Firefox system requirements)

Google Chrome The latest version of Chrome (Chrome system requirements)

Safari The latest version of Safari Mac OS X (any version)

System Requirements – Office ClientsOffice Client One of the Following

Office 365 ProPlus Windows 8 Windows 7(See system requirements for Office 2013 and Office 365 ProPlus)

Office 2010 Service Pack 1

Windows 8 Windows 7 Windows Vista with SP2 Windows XP with SP3 (32-bit) Windows XP with SP2 (64-bit)

Office 2007 with Service Pack 3

Windows 8 Windows 7 Windows Vista with SP2 Windows XP with SP3 (32-bit) Windows XP with SP2 (64-bit)

Office for Mac 2011 with Service Pack 3

Mac OS X 10.6 or later

Module 6: Exchange Online

• Service Overview & New Features• Visibility and Control• Mailboxes, Contacts, Resources & Groups &

Management• Mobile Device Management (Exchange ActiveSync)• Troubleshooting connectivity

For Midsize Businesses and Enterprises

Management Tools• Office 365 admin center • Exchange admin center

(EAC)• Remote PowerShell• User Self-service

through Outlook Web App (OWA)

Role-Based Access Control Windows PowerShell

1001101

Office 365 Admin Center• Manage the most simple mailbox features

Modify user login name Office 365 cloud identity user name = the default user email address (by

default) Create a mailbox-enabled user

Assigning an Exchange Online license triggers mailbox creation Delete a mailbox-enabled user Remove Exchange Online license

• Domain management Add, verify or delete email domains

Exchange Admin Center (EAC)• Web management

console Replaced Exchange Control Panel

(ECP) Advanced management of

mailboxes and items related to email, mailboxes and messaging

• Access via Office 365 Admin Center Go to Admin > Exchange

• RBAC-aware user interface

Manage mailboxes, groups and objectsSearch for

propertiesConduct an advanced search

Manage roles and permissions

Create policies

Track message delivery

Remote PowerShell Enables scripting and

automation of routine tasks

Provides administration of advanced scenarios

Offers enhanced performance and scalability with Windows PowerShell 3.0, compatible with 2.0 client

Granular control over policies and settings

User Self-Service (Outlooks Web App)

Edit contact detailsManage groups

Manage voice mail and phone settings • Reduce Help desk calls and

costs by delegating tasks to users

• Allow users to modify contact details

• Enable users to manage distribution groups

• Empower users to track message delivery

• Help users manage their devices

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Exchange Admin Center (EAC)

Recipient Management in EAC• Regular

Mailboxes Mailbox usage Last logon time Contact Information Email addresses Mailbox features MailTips Mailbox Delegation

• Resource Mailboxes Room or equipment Booking delegates

• Group Mailboxes Name Alias Email addresses Ownership Membership Delivery

Management Message Approval MailTips Group Delegation

• Contacts Mail contact Mail user

• Shared Mailboxes Mailbox delegation Mailbox usage Contact Information Email addresses Mailbox features MailTips

Permissions Management in EAC• Admin Roles

Addition, deletion & modification of role groups• User Roles

Addition, deletion & modification of user role assignment policies

• Outlook Web App policies Addition, deletion & modification of OWA mailbox policies

Enable or disable OWA features: Instant messaging Text messaging

User Experience Themes Premium Content Email signature

Unified messaging Exchange ActiveSync

Contacts Mobile device contact sync

LinkedIn contact sync

All address lists Information Management Journaling & Notes Inbox Rules Recover deleted items

Other Management in EAC• Compliance Management

In-place eDiscovery & hold Auditing Retention policies & tags Journaling rules

• Org Sharing & Apps Organization Sharing Individual Sharing Apps for Outlook or Outlook Web

App

• Exchange Online Protection

• Mail flow Mail rules Delivery reports Accepted domains (view only)

• Mobile Device access & policies

• Public folders• Unified messaging*

Role-Based Access Control Role groups define high-level

job functions

End-user role assignment policies for self-service

Assign task-, action-, or feature-based permissions

Delegate multiple roles

Limit the scope of the role assignment e.g., “Legal Department” or

“Asia Offices”

Who

Where

What

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Empower Specialist Users with RBAC

Empower users by delegating administrative tasks

Control scope and permissions granularly

Systems administrator All

Compliance officer U.S.

Help deskAsia

Human resources Accounting

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Module 6: Exchange Online

• Service Overview & New Features• Visibility and Control• Mailboxes, Contacts, Resources & Groups &

Management• Mobile Device Management (Exchange ActiveSync)• Troubleshooting connectivity

For Midsize Businesses and Enterprises

User Mailbox Mgmt

User Mailbox Mgmt – Mailbox Features

Groups – Create A Distribution Group

Groups – Managing a Group

Mail Contacts An external contact or

external user with an external email address

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Mail User Internal user that does

NOT have an internal Exchange mailbox i.e. a local tenant

SharePoint, Lync, Azure, or Intune user or a on-premise user

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Resources – Equipment or Room

Shared Mailboxes• Allow multiple users to share a common FREE

mailbox • Cannot exceed 5 GB

At least an Exchange Online (Plan 1) license must be assigned if it is to exceed 5GB• Cannot enable an archive mailbox

At least an Exchange Online (Plan 1) license must be assigned to allow archiving• Cannot be placed on litigation hold

Requires an Exchange Online (Plan 2) license to do so• Don’t require a license

Each user that accesses a shared mailbox must have an Exchange Online license

Exchange Kiosk users cannot access a shared mailboxhttp://help.outlook.com/en-us/140/ee441202.aspx

Shared Mailboxes

DemoExchange Admin Center

Convert a mailbox to a share mailbox

get-mailbox -identity [email protected] | set-mailbox -type "Shared"

• Requires PowerShell• PowerShell cmdlet:

DemoConverting a shared mailbox

Module 6: Exchange Online

• Service Overview & New Features• Visibility and Control• Mailboxes, Contacts, Resources & Groups &

Management• Mobile Device Management (Exchange ActiveSync)• Troubleshooting connectivity

For Midsize Businesses and Enterprises

Mobile Device Management in EAC• Mobile Device Access Rules

Allow Exchange admins to quarantine, allow or block connectivity to devices based on the device family (make) and model

• Mobile Device Mailbox Policies Allow Exchange admins to set criteria for devices to connect to the

Microsoft Exchange servers and to protect Exchange data from devices failing to meet settings Some requirements include:

minimum password length Require a number or special character in the password Designate how long a device can be inactive before requiring the user to re-enter a

password Wipe a device after a specific number of failed password attemptshttp://technet.microsoft.com/en-us/library/jj945882(v=exchg.150).aspx

Mobile Device Access

Mobile Device Mailbox Policies

DemoMobile Device Management

Module 6: Exchange Online

• Service Overview & New Features• Visibility and Control• Mailboxes, Contacts, Resources & Groups &

Management• Mobile Device Management (Exchange ActiveSync)• Troubleshooting connectivity

For Midsize Businesses and Enterprises

Remote Connectivity Analyzer (RCA)• Web-based tool to help troubleshoot

connectivity issues that affect Exchange Server and Office 365 deployments https://www.testexchangeconnectivity.com/

• Tests the following for Office 365:

Reference - http://technet.microsoft.com/library/feba32b0-b7eb-4b1b-ba3d-99e20ba82a8c

What is tested What else is tested What else is tested

Office 365 General Tests Exchange DNS Connectivity Lync DNS

ConnectivityOffice 365 Single Sign-On

Exchange Active Sync Tests Exchange ActiveSync Exchange ActiveSync

AutodiscoverExchange Web Services Tests

Synchronization, Notification, Availability & Auto Replies

Service Account Access (developers)

Outlook Connectivity Tests Outlook Anywhere (RPC over HTTP) Outlook Autodiscover

Internet Email Tests Inbound SMTP email Outbound SMTP email

Free/Busy Test Free/Busy

Microsoft Connectivity Analyzer Tool• Downloadable program runs local on the client pc

https://www.testexchangeconnectivity.com/ClientDownload/Microsoft.Exchange.Connectivity.Analysis.Tool.application

• Companion to the Remote Connectivity Analyzer site

• Identifies connectivity issues between email clients & Office 365 Exchange Online

Reference• Web http://

technet.microsoft.com/library/feba32b0-b7eb-4b1b-ba3d-99e20ba82a8c • Video http://www.youtube.com/watch?v=RaXMWdUDyq8&feature=youtu.be

Resources