View source for Email System Office 365

==Intro==
Office 365 is a Microsoft product Wasff is subscribed to as a Nonprofit organisation, ConnectingUp was subscribed to and then used to verify this status.

==Purpose==
Office 365 provides a free email system with robust spam filtering and an enterprise level service as well as adequate storage for organisation memory or auditing purposes.

==Expectations==
'''Users should not delete emails in mailboxes, move them to a SwanconXX subfolder for future reference.'''
Emails setup on this service can be accessed in a number of ways:
* A Mailbox that emails are directly delivered to.
** As all emails pass through a mailbox even if a user chose to receive emails directly to their personal email a copy is still retained.
* An account you can use to access shared mailboxes.
** A person needing to access multiple mailboxes.
** Multiple people needing to access one mailbox and not share usernames/passwords.
* Copies of emails sent to mailboxes are also forward to distribution groups, contacts can be added to these groups and receive a copy to their nominated email address.

==Links and Resources==
* [https://support.office.com/en-ie/article/Office-365-mobile-setup-Help-7dabb6cb-0046-40b6-81fe-767e0b1f014f?ui=en-US&rs=en-IE&ad=IE Office365 Mobile Setup]
* [https://support.office.com/en-gb/article/Outlook-email-setup-6e27792a-9267-4aa4-8bb6-c84ef146101b Outlook Email Setup]
* [https://outlook.office.com/owa Webmail] Direct Link's
** [https://outlook.office.com/owa/convenor@swancon.com.au Convenor]
** [https://outlook.office.com/owa/treasurer@swancon.com.au Treasurer]
** [https://outlook.office.com/owa/programmer@swancon.com.au Programmer]
** [https://outlook.office.com/owa/secretary@swancon.com.au Secretary]
** [https://outlook.office.com/owa/artshow@swancon.com.au Artshow]
** [https://outlook.office.com/owa/awards@swancon.com.au Awards]
** [https://outlook.office.com/owa/events@swancon.com.au Events]
** [https://outlook.office.com/owa/guests@swancon.com.au Guests]
** [https://outlook.office.com/owa/traders@swancon.com.au Traders]
** [https://outlook.office.com/owa/marketing@swancon.com.au Marketing]
** [https://outlook.office.com/owa/tech@swancon.com.au Tech]
** [https://outlook.office.com/owa/venue@swancon.com.au Venue]
* [https://portal.office.com/adminportal/home#/homepage Admin Center]
* [https://outlook.office365.com/ecp/ Exchange Admin Center]
* [https://portal.azure.com Azure Portal]
* [https://account.windowsazure.com/Subscriptions Azure Subscription]
* [https://technet.microsoft.com/en-us/library/dn127064%28v=office.14%29.aspx?f=255&MSPPError=-2147217396 Office 365 for administrators]
* Shared Mailboxes on SmartPhones: [https://www.slipstick.com/exchange/view-site-managed-mailboxes-smartphone/ Guide1][https://office365.aup.edu/faqwd/how-to-access-an-office-365-shared-mailbox-on-android/ Guide2]
* Setup User [https://support.office.com/en-us/article/Add-users-individually-or-in-bulk-to-Office-365-Admin-Help-1970f7d6-03b5-442f-b385-5880b9c256ec?ui=en-US&rs=en-US&ad=US Add User]

==Guide==
FYI: <role> is used to reference the following Convenor,Treasurer,Secretary,Programming, etc

===Access to Committee's <role> emails===
* '''Mailbox access:''' Provide login details for people using [https://outlook.office365.com Webmail] or Outlook ([https://support.office.com/en-us/article/Admins-Reset-user-passwords-7a5d073b-7fae-4aa5-8f96-9ecd041aba9c?ui=en-US&rs=en-US&ad=US&fromAR=1 Reset Password])
* '''Forward emails''' to users personal mailbox.
** Add a contact (If necessary)
*** Go to [https://portal.office.com/adminportal/home#/homepage Admin Center], select "Users" > "Contacts"
*** Click "+ Add a contact", enter details, Click "Add"
** Add Contact to FW-<role> group('s) as necessary.
* '''Mailbox access special:''' Some user may wish to access multiple mailboxes or have multiple people with different accounts access a mailbox.
** They can be setup with their own user account and an E1 license
** They can log into an existing <role> mailbox and access other mailboxes
** Go to [https://portal.office.com/adminportal/home#/homepage Admin Center]
*** Click "Swancon <role>" user, "Edit" "Mailbox Permissions", add permissions as necessary.

===Setup yearly committee mailing groups===

* '''Add Contacts''' (Other Committee Members that don't have a <role> email address) for the years committee.
** Go to [https://portal.office.com/adminportal/home#/homepage Admin Center], select "Users" > "Contacts"
** Click "+ Add a contact", enter details, Click "Add"
* '''Setup committee Group'''
** Go to [https://outlook.office365.com/ecp/ Exchange Admin Center]
** Click: Groups
** Click "+" and select "Distribution Group"
** Enter details as below:
*** Display Name: Swancon4x 201x Committee
*** Alias: swanconcom-201x
*** Email address: swanconcom-201x
** Add yourself to "Owners"
** Add Members
** Set "Choose whether owner approval is required to join the group." to "Closed"
*** All DisplayName:"Swancon <role>" accounts should be added
*** Any contacts DisplayName: Persons Name that are on the committee, but wont be getting any <role> emails.
** Click Save/OK
** Edit Group
*** Click "Delivery Management"
*** Select "Senders inside and outside of my organization
** Click Save

===Setup new organisation email address===
* '''Setup Mailbox'''
** Go to [https://portal.office.com/adminportal/home#/homepage Admin Center], select "Users" > "Active users"
** Click "+ Add a user"
** Enter details as below:
*** Display Name: Swancon <role>
*** Username: <role>
*** Product Licenses: Office 365 Enterprise E1
* '''Setup "Distribution Group"'''
** Go to [https://outlook.office365.com/ecp/ Exchange Admin Center]
** Click: Groups
** Click "+" and select "Distribution Group"
** Enter details as below:
*** Display Name: FW-<role>
*** Alias: FW-<role>
*** Email address: FW-<role>
** Add yourself to "Owners"
** Add Members: Anyone that wont access the mailbox and needs the emails forwarded to their personal email
** Click Save
* '''Edit Distribution Group''' and 
** Tick "Hide this group from address lists"
** Click "Delivery Management"
** Select "Senders inside and outside of my organization"
** Click Save
* '''Forward a copy of emails to the group.'''
** Go to [https://outlook.office365.com/ecp/ Exchange Admin Center], mailboxes
** Edit "Swancon <role>" mailbox
** Click "mailbox features", click Mail Flow ("View details")
*** Tick "Enable forwarding"
*** Browse for Display Name: "FW-<role>"
*** Tick "Deliver message to both forwarding address and mailbox"
*** Click "OK"
** Click "Save"
*'''Done'''

==Conclusion and Notes==
Its preferable that users use mailboxes directly as this will record outgoing correspondence as well.

==Help==
There are lots of online resources just google "Office 365 ???".
[mailto:gully300@gmail.com Brian Johnson] provisioned the system.