Difference between revisions of "Email System Office 365"

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(Setup new organisation email address)
m (Gully300 moved page Office365 to Email System Office 365: Clearer and more searchable name)
 
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==Expectations==
 
==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:
 
Emails setup on this service can be accessed in a number of ways:
 
* A Mailbox that emails are directly delivered to.
 
* A Mailbox that emails are directly delivered to.
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* 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.
 
* 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.
  
==Tools and Resources==
+
==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/gaming@swancon.com.au Gaming]
 +
** [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://portal.office.com/adminportal/home#/homepage Admin Center]
 
* [https://outlook.office365.com/ecp/ Exchange 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]
 
* [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]
==Task List==
+
* 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]
Tasks that need to be completed (dot point)
 
  
 
==Guide==
 
==Guide==
How to do the tasks
+
FYI: <role> is used to reference the following Convenor,Treasurer,Secretary,Programming, etc
* FYI: <role> is used to reference the following Convenor,Treasurer,Secretary,Programming, etc
 
* 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]
 
* Grant a user access to a mailbox [ Guide]
 
*  [ Guide]
 
  
 
===Access to Committee's <role> emails===
 
===Access to Committee's <role> emails===
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*** Click "+ Add a contact", enter details, Click "Add"
 
*** Click "+ Add a contact", enter details, Click "Add"
 
** Add Contact to FW-<role> group('s) as necessary.
 
** 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,  
+
* '''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===
 
===Setup yearly committee mailing groups===
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*** All DisplayName:"Swancon <role>" accounts should be added
 
*** 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.
 
*** 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 new organisation email address===
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** Add Members: Anyone that wont access the mailbox and needs the emails forwarded to their personal email
 
** Add Members: Anyone that wont access the mailbox and needs the emails forwarded to their personal email
 
** Click Save
 
** Click Save
* '''Edit Distribution Group''' and tick "Hide this group from address lists"
+
* '''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.'''
 
* '''Forward a copy of emails to the group.'''
 
** Go to [https://outlook.office365.com/ecp/ Exchange Admin Center], mailboxes
 
** Go to [https://outlook.office365.com/ecp/ Exchange Admin Center], mailboxes
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==Conclusion and Notes==
 
==Conclusion and Notes==
Conclusion
+
Its preferable that users use mailboxes directly as this will record outgoing correspondence as well.
  
==Help==
+
SPF Records is as follows
Who do you contact for help, list previous Personnel?
+
v=spf1 ip4:111.67.22.105 include:spf.protection.outlook.com include:amazonses.com include:servers.mcsv.net -all
 
+
* include:spf.protection.outlook.com : Permits Office365 Sending
==Intro==
+
* include:amazonses.com              : Permits Grenadine Sending
A bit about the department/area
+
* include:servers.mcsv.net          : Permits MailChimp Sending
 
+
* ip4:111.67.22.105                  : Permits Web24VM Sending
==Purpose==
 
What is the purpose of this task
 
 
 
==Tools and Resources==
 
What tools must be used and what tools and resources are recommended.
 
 
 
==Conclusion and Notes==
 
Conclusion
 
  
 
==Help==
 
==Help==
Who do you contact for help, list previous Personnel?
+
There are lots of online resources just google "Office 365 ???".
 +
[mailto:gully300@gmail.com Brian Johnson] provisioned the system.

Latest revision as of 14:56, 9 April 2019

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

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 Webmail or Outlook (Reset Password)
  • Forward emails to users personal mailbox.
    • Add a contact (If necessary)
      • Go to 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 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 Admin Center, select "Users" > "Contacts"
    • Click "+ Add a contact", enter details, Click "Add"
  • Setup committee Group
    • Go to 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 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 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 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.

SPF Records is as follows v=spf1 ip4:111.67.22.105 include:spf.protection.outlook.com include:amazonses.com include:servers.mcsv.net -all

  • include:spf.protection.outlook.com : Permits Office365 Sending
  • include:amazonses.com  : Permits Grenadine Sending
  • include:servers.mcsv.net  : Permits MailChimp Sending
  • ip4:111.67.22.105  : Permits Web24VM Sending

Help

There are lots of online resources just google "Office 365 ???". Brian Johnson provisioned the system.