GFI MailArchiver and Office 365 deployment guide - GFI.com

GFI Product GuideGFI MailArchiver and Office 365 Deployment Guide

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Contents1 Overview of Microsoft Office 365 41.1 System requirements 41.2 How GFI MailArchiver works with Microsoft Office 365 42 Setting up Microsoft Office 365 and GFI MailArchiver integration 52.1 Step 1: Setting up a Journaling Mailbox in Microsoft Office 365 52.2 Step 2: Configuring Forwarding Rule in Microsoft Office 365 172.3 Step 3: Identify connection settings in Microsoft Office 365 212.4 Step 4: Configuring a new Mail Server to Archive in GFI MailArchiver 222.5 Step 5: Testing setup 243 Troubleshooting and support 253.1 Introduction 253.2 GFI SkyNet 253.3 Web Forum 253.4 Request technical support 253.5 Documentation 25

1 Overview of Microsoft Office 365Microsoft Office 365 is an online productivity suite with hosted services complementing or replacingin-house servers and applications. A typical Microsoft Office 365 deployment uses Exchange Onlineand users connect to it using the native Microsoft Outlook application or using the hosted version ofMicrosoft Outlook.This guide shows you how to set up GFI MailArchiver to archive email from Exchange Online.While every effort is made to ensure that all functionality and references to third party software arecorrect, there might be discrepancies due to updates at the discretion of the aforementioned 3rdparty vendors. Report any variations to documentation@gfi.com.1.1 System requirementsUse the following information related to software and hardware requirements and other importantsettings to ensure the successful integration of GFI MailArchiver with Microsoft Office 365.Pre-requisitesMicrosoft Office 365 Enterprise Plan deployment with configured users.GFI MailArchiver deployment. For information on how to install GFI MailArchiver refer to the Administrator Guideavailable for download at the following link: http://go.gfi.com/?pageid=MAR_DownloadDocumentation.Microsoft Office 365 setup requirementsRegistered DNS domain.Access to the domain’s DNS setup.Active Directory domain for the registered DNS domain.Strong Password Policy for the AD domainA 32-bit domain member machine for ActiveDirectory-to-Office365 synchronizationOpen outbound ports on your firewall (80, 443, 993, 587)(Optional) An email account with a third party provider (such as outlook.com) to use as the journaling mailbox.NOTEFor a full list of software requirements for Microsoft Office 365, visit the Microsoftwebsite.1.2 How GFI MailArchiver works with Microsoft Office 365GFI MailArchiver uses a dedicated mailbox configured in Microsoft Office 365 to act as a journalingmailbox. GFI MailArchiver archives all emails copied to this mailbox. This is possible by setting aforwarding rule on Exchange Online, to BCC all incoming and outgoing email to this mailbox.GFI MailArchiver connects to this mailbox to monitor new emails and transfer them to the archivestore database.GFI MailArchiver 1 Overview of Microsoft Office 365 | 4

NOTEMicrosoft Office 365 also offers a native journaling facility, but this requires a non-Microsoft Office 365 email account as the journaling destination. This complicates theset-up when compared to the BCC rule as it involves a third party; and is notrecommended.2 Setting up Microsoft Office 365 and GFI MailArchiver integrationThe setup process consists of the following five steps:STEPDESCRIPTIONStep 1 - Set up a mailbox Set up a journaling mailbox in Microsoft Office 365.This mailbox will collect a copy of all emailsexchanged between your users and can be eithercreated within Microsoft Office 365 or using athird-party web mail provider such as outlook.com.Step 2 - Create Forwarding ruleStep 3 - Identify server connection informationStep 4 - Configure GFI MailArchiverStep 5 - Test your setupCreating a Forwarding/BCC rule in Microsoft Office365. By creating this rule, you make sure that acopy of every email sent by your users is copied tothe journaling mailbox that was set up in Step 1.In Microsoft Office 365, locate the connectionsettings and take a note of them. These settingsare required by GFI MailArchiver for ExchangeOnline setup.Configuring a new Mail server to archive with EWSconnection in GFI MailArchiver. Here you specifythe connection settings identified in Step 3.Testing the integration of GFI MailArchiver withMicrosoft Office 365.2.1 Step 1: Setting up a Journaling Mailbox in Microsoft Office 365The following topics describe how to configure a mailbox in Microsoft Office 365 that will be used byGFI MailArchiver for journaling purposes:Setting up a Microsoft Office 365 Journaling MailboxSetting up a 3rd Party Journaling MailboxWe highly recommend performing the following additional tasks to ensure a seamless integrationbetween GFI MailArchiver and Microsoft Office 365:Disabling read receipts for Microsoft Office 365 mailboxDisabling automatic responses for external sendersDisabling Junk E-mail settingsDisabling automatic processing of calendar itemsDisabling the Recoverable Items Folder in Office 365GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 5

2.1.1 Setting up a Microsoft Office 365 Journaling MailboxThe following steps guide you to create a new user dedicated to email journaling with an Exchangeonline license. All emails exchanged between your users will be forwarded to this mailbox.1. Login into Microsoft Office 365 as a user with administrator rights.2. Go to setup > quick start > start.3. Choose default domain and click next.4. Click Add users and assign licenses. Click next.GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 6

5. Select Add users one at a time.6. Add the following user details:First name, for example, journaling.Last name, for example, mailbox.Display name, for example, journalingmUser name, for example, journalingm7. Click next.GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 7

8. In the Assign role page define the following settings:OPTIONDo you want this user to have administrator permissions?Set user locationDESCRIPTIONNoSelect your locationfrom the drop downlist.9. click next.10. In the assign licenses page, select only Exchange Online Plan 1, then click next.11. In send results in email page specify the email address where you would like to receiveinformation about the new users and any corresponding temporary passwords. These results can beemailed to up to five recipients. Enter the email addresses separated by semicolons and click create.12. In the results page, take a note of the new user name and temporary password.GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 8

13. Click finish.2.1.2 Setting up a 3rd Party Mailbox in Microsoft Office 365The following steps guide you to use a 3rd party email account as a Journaling Mailbox in MicrosoftOffice 365. All emails exchanged between your users will be forwarded to this mailbox. Beforecarrying out the following configuration, ensure you have created a new email account with a thirdparty provider such as outlook.com.To create a new contact in Microsoft Office 365:1. Login into Microsoft Office 365 as a user with administrator rights.2. Go to Admin > Exchange > Exchange Admin Center > Recipients > contacts.3. Click add and select Mail Contact.GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 9

4. Under read receipts, select Never send a response.5. Click save.2.1.4 Configuring a Transport Rule to prevent 'deleted without being read' response for externalsendersWhen a sender from outside your organization sends a message with a read receipt request, aresponse is sent out from the server as soon as GFI MailArchiver collects the email from the journalmailbox for archiving purposes. The response informs the sender that the message was deleted beforeit was read.The following steps guide you to create a new transport rule that prevents Microsoft Office 365 fromsending automatic responses:NOTEThis transport rule works only for external senders.1. Log in to Microsoft Office 365 using the administrator account.2. From the top menu select Admin > Exchange to open Exchange Admin Center.GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 11

3. Select mail flow.4. In the rules tab, select the + (New) and select Modify messages.GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 12

5. In the new rule screen, configure the following options:OPTIONName*Apply this ruleif...DESCRIPTIONType in a rule name, for example, Remove read request header for journaling mailbox.Select The recipient is... from the drop down list, then select the journaling mailbox from the listof users that pops up.IMPORTANTIf using a third party mailbox, select the appropriate user from the list.*Do the following...Select Remove this header and key in: Disposition-Notification-To in the message headerfield. Click OK.6. Click save.7. View and verify the configured transport rule.GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 13

2.1.5 Disabling Junk E-mail settingsWhen using GFI MailArchiver with an Microsoft Office 365 mailbox, we recommend disabling the JunkE-Mail Settings to ensure that Junk E-Mail folder in the journal mailbox does not consume space.The following configuration helps you prevent this issue:1. Log in into Microsoft Office 365 using the journal mailbox user account.2. Select Outlook tab.3. Go to Outlook Tab > Settings icon > SettingsGFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 14

4. Under block or allow, select Don't move email to my Junk Email folder.5. Click save.2.1.6 Disabling automatic processing of calendar itemsWhen using GFI MailArchiver with an Microsoft Office 365 mailbox, we recommend disabling automaticprocessing related to calendar items to ensure that the calendar folder in the journal mailbox doesnot consume space.The following configuration helps you prevent this issue:1. Log in into Microsoft Office 365 using the journal mailbox user account.2. Select Outlook tab.3. Go to Outlook Tab > Settings icon > SettingsGFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 15

4. Go to calendar and under automatic processing, uncheck Delete meeting requests and responsesthat have been updated.5. Click save.2.1.7 Disabling the Recoverable Items folder in Microsoft Office 365When using GFI MailArchiver with an Microsoft Office 365 mailbox, we recommend disabling MicrosoftOffice 365 from moving deleted items to the Recoverable Items folder. This prevents your journalmailbox from reaching its maximum capacity of 30 GB. When the maximum capacity is reached, GFIMailArchiver will not be able to archive emails.NOTEThe Recoverable Items folder is a hidden folder that contains emails deleted inMicrosoft Office 365 for a specific amount of time (default 14 days). Quotas forRecoverable items cannot be increased.When you disable this functionality emails are automatically deleted from the journal mailbox onceGFI MailArchiver archives the emails.The following configuration helps you prevent this issue:1. On a Microsoft Windows Server machine, open Windows PowerShell.GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 16

NOTEYou may need to enable Windows PowerShell script execution to connect to ExchangeOnline. To enable script execution for signed scripts, run the following command: Set-ExecutionPolicy RemoteSigned2. Run the following command: $UserCredential = Get-Credential and key in the requiredcredentials.3. To start your remote session with Exchange Online, run the following command:$Session = New-PSSession -ConfigurationName Microsoft.Exchange -ConnectionUri https://ps.outlook.com/powershell/ -Credential$UserCredential -Authentication Basic -AllowRedirection4. Run the following command: Import-PSSession $Session5. To disable the Recoverable Items folder functionality, run the following command: Set-Mailbox–Identity journal -SingleItemRecoveryEnabled $False -RetainDeletedItemsFor06. To disconnect your session, run the following command: Remove-PSSession $SessionNOTEFor more information on how to connect to Exchange Online using remote PowerShell,refer to the following: http://go.gfi.com/?pageid=MAR_O365_PowerShellCommands.2.2 Step 2: Configuring Forwarding Rule in Microsoft Office 365Follow the steps below to create a new BCC rule that forwards all email to the journaling userconfigured in Step 1:1. Log in to Microsoft Office 365 using the administrator account.2. From the top menu select Admin > Exchange to open Exchange Admin Center.GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 17

3. Select mail flow to create the Forwarding/BCC rule.4. In the rules tab, select the + (New) and select create a new rule.GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 18

5. In the new rule screen, configure the following options:OPTIONName*Apply this ruleif...*Do the following...DESCRIPTIONType in a rule name, for example, Forwarding/BCC.Select [Apply to all messages] from the drop down list.Select Bcc the message to... and select the journaling mailbox from the list of users that popsup.IMPORTANTIf using a third party mailbox, select the appropriate user from the list.GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 19

6. When prompted with the warning: Do you want to apply this rule to all future messages?, clickyes.7. Click save.GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 20

8. View and verify the configured Forwarding/BCC rule.2.3 Step 3: Identify connection settings in Microsoft Office 365The connection settings are required to configure GFI MailArchiver to connect to Microsoft Office 365and start archiving the configured journaling mailbox. To view the server connection settings:1. Sign in using the new user created in Step 1.2. Update the temporary password when prompted.3. Go to Outlook Tab > Settings icon > Options > account > Settings for POP or IMAPaccess...GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 21

4. Take note of the following settings:SETTINGServer nameEncryption methodDESCRIPTIONoutlook.office365.comSSL5. Log out.2.4 Step 4: Configuring a new Mail Server to Archive in GFI MailArchiverConfigure a new Mail server to archive in GFI MailArchiver using the settings identified in Step 3.Using this connection, GFI MailArchiver will archive any emails forwarded to the journal mailbox thatwas configured in Microsoft Office 365.1. In GFI MailArchiver, select Configuration tab and click Mail Servers to Archive.2. Click Add.GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 22

3. Select Manually enter journal mailbox details.4. Click Next to continue setup.GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 23

5. Using the information gathered in Step 3, key in the required details to connect GFI MailArchiver tothe new Journal Mailbox:OPTIONConnect using:Login/PasswordFolderPublic FolderExchange Server HostDESCRIPTIONSelect EWS as the connection method used to connect to the new Journal Mailbox onMicrosoft Office 365.Key in the full email address of the journaling mailbox as the login name (for example,journalingm@companymar.onmicrosoft.com and password to connect to theselected mail server.Defines the default folder that is used to journal emails. Use the default value.Leave this checkbox unchecked.Select Manual Host to Exchange/Office 365 CAS and enter the name of the mail serverwhere the Journal Mailbox resides in the followingURL format: https:///EWS/Exchange.asmxFor example: https://outlook.office365.com/EWS/Exchange.asmx.6. Click Next.7. Click Finish.2.5 Step 5: Testing setupAfter performing all the required configuration, carry out the following test:1. Send some emails to and from your Microsoft Office 365 accounts.GFI MailArchiver 2 Setting up Microsoft Office 365 and GFI MailArchiver integration | 24

2. Log into GFI MailArchiver and observe the GFI MailArchiver dashboard and Archive as the emails arearchived.3 Troubleshooting and support3.1 IntroductionThis section contains information that can help you resolve issues encountered when using thisproduct. The main sources of information available to resolve these issues are:This guideGFI SkyNet articlesWeb forumContacting GFI Technical Support3.2 GFI SkyNetGFI Software Ltd maintains a comprehensive knowledge base repository, which includes answers tothe most common problems. GFI SkyNet has always the most up-to-date listing of technical supportquestions and patches. If the information in this guide does not resolve your problems refer to GFISkyNet.3.3 Web ForumUser to user technical support is available via the GFI web forum.3.4 Request technical supportIf none of the resources listed above enable you to solve your issues, contact the GFI TechnicalSupport team by filling in an online support request form or by phone.Online: Fill out the Technical Support Form and follow the instructions on this page to submit yoursupport request.Phone: To obtain the correct technical support phone number for your region visit our website.NOTEBefore contacting Technical Support, have your Customer ID available. Your CustomerID is the online account number that is assigned to you when first registering yourlicense keys in the GFI Customer Area.We will answer your query within 24 hours or less, depending on your time zone.3.5 DocumentationIf this guide does not satisfy your expectations, or if you think that this documentation can beimproved in any way, let us know via email on: documentation@gfi.com.GFI MailArchiver 3 Troubleshooting and support | 25

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