Office O365 administration

 Office 365 Administration

What is office 365?

->office 365 is cloud- based subscription model , where purchase certain subscription  or licenses and assigned licenses to users.

Office 365 tenant 

A Microsoft 365 tenant is a dedicated instance of the services of Microsoft 365 and your organization data stored within a specific default location.

 It is web based console where can manage entire office 365 mailboxes, sharepoints , onedrive , teams and so on.

 when setting of office 365 tenant need to provide organization name and need to choose initial domain(initial domain is the domain which is provided by Microsoft and end with xxx.onmicrosoft.com )

ryker initial domain is ->rykerbase.onmicrosoft.com

Office 365 admin center

Setting ->Domains -> rykerbase.onmicrosoft.com

Domains 

Custom Domain 

->Is the domain that purchase from a domain provider (go daddy).

->It can be added or removed as per organization’s requirement.

->Custom domain needs some records to be published on domain provider website. (when adding domain in 365 , office 365 will give you certain values for example txt value, mx value and CName value).

How domain works in office 365?

->office 365 administrator have tenant and required to domain so he contact to domain provider (like godaddy or any other) and request for domain and inform him to required domain office365concept.com. if domain is available than godday provide domain and it is  become domain provider.

->Administrator go to office 365 tenant and try to add domain(office365 concept.com). when administrator try to add domain, office 365 give certain  value txt, mx  and cname records and office 365 ask him you need to go to add in domain provider website. 

->when record added in domain provider and published successfully after that domain successfully added in office 365 tenant. Administrator can assign domain to users.

 

DNS Records 

When you are dealing with domain in office 365 , you will worried about only three domain txt, c

TXT Record :- 

is used to prove ownership of a domain. Can be used as SPF record.

- ( ex. If you purchase office 365 tenant , office 365 gives txt values to prove ownership and that value added in domain provider(godaddy) so value is replicated and domain is verified.

MX Record

 Mail exchange record . Is used to received mail from external domain.

example

one external user(gmail) send mail to office 365 user,

When Gmail user send mail that mail goes to DNS , 

From DNS query go to Godaddy(domain provider-Public DNS)

From godday query will find this is particular domain and have added mx record for office365 user.

Than query will go to office 365 and go to the user.

CNAME Record 

means one kind of alias.

CNAME is used to specify when a domain is an alias of another domain or sub domain.

CNAME record is used by Autodiscover service.

For office 365 CName value is autodiscover.outlook.com.

Few services which rely on Autodiscover are :

Outlook

Free/busy

How to add domain in office 365 tenant

Need to login with globaladmin account

Login in office 365 admin center ->

Setting ->Domains ->Add domain

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Admin roles in office 365

How assign roles 

User -> Active Users ->Search user Prashant Shrivastava->click user name ->Roles ->Manage roles

 

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Group in office 365

4 Types of groups

->Distribution groups, Dynamic Distribution Groups, security Groups, office 365 groups.

Distribution Groups/list

DG/DL is used to distribute email to its members.

When an email message is sent to a distribution group, it goes to all members of the group.

Distribution group doesn’t have mailbox so can’t store mail in it. Example ITsupport@ploycab.com

DG/DT can receive emails from internal or external  user/domains.

Office 365 Admin center ->Teams & Gorups ->Active team & group 

Exchange admin center ->group ->Admin Group.

Dynamic Distribution Group (DDG)

Member ship of Dynamic DG is decided as per condition. If condition full fill user can make member of group. 

DDG is used to distribute email to its members.

Distribution group doesn’t have mailbox so can’t store mail in it.

Security Groups

If need to assign administrator permission to  multiple user for than security group can used.

Security group can used to assign permission in bulk.

Office 365 Groups

if use needs a common space ,where user can share document ,send email and every single user have access to common space.

Its similar like shared mail where can group member can send mail, share calendar and document.

Mailboxes 

User Mailbox

Mailbox is storage sparce which is allocated to the user account that they can store emails and calendar items.

Shared Mailbox

if use needs a common space ,where user can share document ,send email and every single user.

Exchange Admin Center -> recipients -> + Create  new Shared Mailbox .

To Adde User -> Click on Shared Mailbox ->Mailbox Delegation ->Full Access  Add user.

Online Archiving 

If we assign user to E3 licenses to user so mailbox size is 100 GB. If mailbox is 90% full. To reduce space use need to delete mail or use online archiving. 

If enable online archiving  in mailbox additional storage space is allocated and mailbox name as in place archive mailbox.  100 GB space allocated for online archiving. 

Online archiving stand alone licenses is also available.

How to enable online archiving ? 

Retention Tags and Retention Policy

Retention policy is a container where you can add retention tags and than apply retention policy to the mailbox.

Three types of retention tabs.

• Default Policy Tag(DPT)

• Retention Policy Tag(RPT)

• Personal Tag 

Personal Tag can be applied by the end user directly to the mailbox to the folder or emails.

 DPT and RPT can’t be applied by end user to the emails or folder.

To apply DPT and RPT need to create Retention policy.

 

 

Retention Tag Action 

3 type of retention Tag. Move to archive, Delete and allow recovery, permanently delete.

Move to Archive 

With the help of this action move mail from mailbox to online archive mailbox.

If Retention period set to 1 year than after one year mail move to online archive.

Delete and allow recovery

Deleted mail from user mailbox and user can recover for certain period of time.

If user deleted mail than mail goes to deleted items and stay for 30 days. After that amil move to deletions folder and stay for 14 days. Deletion is sub folder of recoverable items folder.

Deletion folder not visible to end user.

If delete and allow recovery retention tag applied on user mailbox, mail one year old will be deleted and move to deletion foler but user can recover mail for 14 days.

Permanently delete

Permanently purge email for user mailbox.

If this tag applied after one year mail moved to purged folder and user can’t recover mail.

 

Below components is used for retention tag and policy to take action i.e automatically move mail or delete mail from mailbox.

Messaging Record Management (MRM)

Managed folder Assistant (MFA)

How to Create Retention Tag.

How to create Retention Policy. 

To apply retention policy

->Exchange Admin center ->Recepites ->Mailbox ->search user and double click on it.

 

Litigation Hold and Retention Hold

How Litigation Hold works 

Is used to preserved entire mailbox and content of mailbox.

If 1 year litigation hold enabled on mail box, if user deleted mail – In deleted items stary for 30 days, Deletion folder stary for 14 days and Purges stay for 1 years.

Deletion folder and purges is subfolder of Recoverable items.

User can’t recover mail from purge folder but administrator recover mail.

Administrator can use E-discovery tool or content recovery tool for recovery of mail.

Enable Litigation Hold 

->Exchange Admin Center ->recipients ->mailboxes -> Search user and double click on it -> select enabled

 

Retention Hold

If user is on leave for 20 days and repentantly delete retention tag for 7 days applied on mailbox so email delete after 7 days and user not able to read mail.

If retention hold permission applied to mailbox managed folder assistant by pass the mailbox.

If retention hold enable on mailbox so it will by pass by retention policy.

Retention hold managed by power shell can’t managed by exchange admin center.

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Recipient Permission in Exchange online

3 types of permission. Full Access, Send As, Send on Behalf.

Full Access

If user A access to mail and calendar items of user B. So in this case A required credential of user B. Apart from this exchange administrator can provide full permission  on User B Mailbox to user A. 

 

How to apply on mailbox

Exchange Admin Center ->recipients ->mailboxes -> Search user and double click on it ->Mailbox delegation -> Full Access ->+ ->search user name who required permission ->double click -> ok.

 

Send As Permission

If User A want to Mail sending mail using groupA@doamin.com  and requirement is that when sending mail using outlook client when reception(User B) will received mail he(user B) will see mail id groupA@doamin.com

To achieve this administrator can assign send as permission on Group A for User A.

On this scenario User A become delegate for group A.

 

 

How To apply on mail box.

Exchange Admin Center ->recipients ->mailboxes -> Search user and double click on it ->Mailbox delegation -> Send As ->+ ->search user name who required permission ->double click -> ok.

Send On Behalf 

Send on Behalf will allow a user to send as another user while showing the recipient that it was sent from a specific user on behalf of another user.

How To apply on mail box.

Exchange Admin Center ->recipients ->mailboxes -> Search user and double click on it ->Mailbox delegation -> Send on behalf ->+ ->search user name who required permission ->double click -> ok.