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So, you’re an Exchange admin that’s just inherited responsibilities in managing Office 365. We all know in addition to you that managing Exchange never means just managing Exchange. Well, we’re here to assist! Let’s explore what’s altered at work 365, what you ought to bear in mind, and where to start. 

To begin, you’re gonna need to comprehend the how to go about how traditional facets of Exchange are actually affecting data security over the whole platform. You’ll immediately understand why it’s essential that you participate developing techniques for governance, data security and knowledge existence cycle management at work 365.

Due to how the numerous applications at work 365 are integrated along with other services, traditional Microsoft IT roles/responsibilities are evolving as organizations move their happy to the cloud and Office 365. Because they overlap many more the lines between traditional responsibilities onto it teams are more and more blurred.  

Additionally for this, finish user-focused settings featuring are becoming an more and more vital part from the daily existence from it Admins. Because of the nature of Exchange Online at work 365 and just how it integrates with the rest of the Software-as-a-Service (SaaS) applications at work 365, this is also true for former Exchange Managers.  

For individuals searching for planning and implementation help, the state Microsoft ‘office’ 365 Adoption Guide can be obtained here. 

The Short List of Typical Exchange Admin Roles  Outside of Email and Email Database Maintenance: 

Active Directory: Maintaining user profiles, security, and (sometimes) authentication as well as networking methodology.  

Storage and database admins (sometimes): Server maintenance for Microsoft products and Exchange as well as the SQL databases 

Network Admins (sometimes): Maintaining network link between Microsoft-based product servers as well as connections to servers running other databases and services. 

Backup (sometimes): Frequently responsible for backups for Exchange information, databases and/or servers. May also even be in control of backup for other (and from time to time all) servers and services.  

NOW At Work 365: 

Since Office 365 Groups (built on Exchange) is the central membership service for Office 365 and deeply integrates with other services on the woking platform, Exchange admins have to  coordinate with pretty much every other application admin on their own team. 

1. Azure AD, Network Security/Access is still greatly associated with Exchange, and the treating of Office 365 licenses is  extremely important. 

Understanding multi-factor authentication, the ability to control the locations and devices  that may be mounted on Office 365, how to enhance security for the cloud platform and the treating of users, business structure and user licenses and just how all of these tie in to the available features at work 365 is very important.  


The Azure AD Admin Center has numerous choices for licensing, authentication and security/security groups, based on your license at work 365.  

When services are as connected and integrated because they are at work 365, removing licenses for several services can dramatically affect how users can communicate with their collaboration spaces.  Due to this, being aware of what features can be found with every license (what you’ll get by having an E3 or E5 license, for instance), and which of those features your users may really need will help you not just empower all of them with more tools to complete their daily jobs, but can also ensure a seamless experience because they sign in and apply services at work 365.

Managing licenses and services within the Admin Center for multiple users could be cumbersome, and lots of admins use PowerShell for this function 

Like a general rule (unless of course you’re restricting these types of services or carrying out a tiered roll-from Office 365), especially with regards to Groups and Teams, users must always come with an Exchange, OneDrive, and SharePoint Online license in addition to provisioned Exchange/Outlook post office box and OneDrive for Business spaces (see licensing needs/features here). If Groups and Teams is going to be regularly utilized, it’s important to not disable the applications associated with the help of these users.  

Thankfully, whenever you apply licenses for users most of those required services are switched on. However, it might still be best to keep an eye on just how much they’re consuming and switch off services they might not need. For example, a company which has purchased E3 or E5 licenses for all their users might find that the lower-tier license would provide for a particular segment of their workforce and could see a decrease in cost by reduction of the license grade for individuals workers.  

2. Office 365 Groups usage heavily affects email distribution strategy. 

Additionally towards the SharePoint Site, One Note Notebook, Planner, One Drive and potential Microsoft Team, every Office 365 Group comes with an Outlook Mailbox and user ID’s tied to switch. With this and lots of some other reasons, an Exchange license is needed for business users to have interaction with lots of the services/information connected with Office 365 Groups 

There are lots of group possibilities at work 365. 

New Office 365 Groups are positioned automatically to distribute new messages to all group people and therefore work 365 Groups essentially begin as de-facto distribution lists. To lessen email clutter and duplication and gain additional control over distribution lists (for those who have Azure AD premium or AvePoint Cloud Governance), you may set naming conventions to avoid Office 365 Groups from getting exactly the same names as the distribution lists and alter the default distribution settings for Office 365 Groups inside your tenant.

The inbox for Office 365 Groups is actually indistinguishable using their company user Exchange information, but additionally provides accessibility other services within the Group. Automatically, all emails sent to work 365 Group visit all of the people of this Office 365 Group. 

Sleep issues for this equation is that it may sometimes be better to take away the list and make a workplace 365 Group of the identical name not only to handle the distribution of email, but additionally promote more collaboration for individuals segments of users. Ideally this group could actually have a Team attached to convert the distribution list to persistent chat, reducing clutter and storage as a swap (forget about resent/duplicate attachments) yet still time organizing communications and services for individuals users. 

3. Microsoft Teams helps in reducing email clutter and storage.

The persist ant chat in Microsoft Teams is really a major reducer of email clutter and largely the true death knell of the multi-user email forward with simple, one-line messages. For each Team that’s produced, however, there also exist all the expertise of work 365 Group around the back finish. This leads to a rise of the intake of sources and, in certain cases clutter.  

This adds additional implications to existence cycle management, security and knowledge governance at work 365. Getting methods to monitor what’s happening in Teams—including Team membership and who is discussing documents with whom—is still essential.  

Comprehending the abilities of Teams owners, members and now managers and figuring out and controlling who ought to be assigned individuals roles must be heavily considered together with how this is accomplished.

Additional features such as the new Teams administrator role and also the new Teams/Skype Admin Portal are growing the strength of Teams administrationSimultaneously, they may also give finish-users an excessive amount of control of collaboration spaces otherwise correctly managed. 

The chat feature (without Teams and Team Channels) can also be very vital that you understand. When one user shares personal files with another through the chat, it’s submitted right into a folder within the file owner’s OneDrive and then distributed to another user(s) within the chat.  

Which means that with no comprehensive report from the security of all OneDrive files or granular controls on personal content discussing, users could be collaborating on and sharing  almost any type of information with virtually no business visibility. 

Getting tools to obtain such granular reporting and enforce who are able to view files according to their actual content might be essential for organizations that actually work with sensitive content for example PII or PCI.  

You will find loads of Office 365 and external integrations for Teams channel tabs which are enabled for every Team automatically.  

One further factor to keep in mind with Teams is the fact that the channel tabs in Teams makes integrating Teams along with other applications, storage locations along with other Office 365 services simpler than ever before. At the same time frame, this does mean that it’s important to bear in mind of the way your users are integrating services into Office 365 and how you can control them.

Teams proprietors and people who’ve permission can control applications in the team level and side-load apps into Teams.  

4. It’s now much simpler for users to talk about documents using their OneDrive for Business and work 365 Groups-based OneDrive for Business as well.   

It is also simpler for users to download documents, so Exchange security measures are more and more associated with other Office 365 services like SharePoint and Office 365 Groups. Managing Azure Active Directory security groups might not be enough to control files kept in collaboration spaces, particularly with the rapid adoption of Office 365 Groups and  Microsoft Teams.  You’ll should be aware of exterior discussing abilities and might need to turn this selection off in the tenant level. 

Controlling lifecycle in other spaces at work 365 becomes more essential because there might not be another “project” time/chance to wash in the atmosphere and it is simpler than ever before for workers to produce a greater volume of varied content. 

Getting an organized IT team coordination/documentation process for this is crucial for governance. Many people typically have to work together to know how such discussing abilities will affect security and resource consumption.  

5. Office 365 includes data retention and server redundancy features, although not traditional backup abilities.  

In Exchange Online you will keep most user email information for thirty days automatically. If you delete a user mailbox following the user account continues to be disabled, however, that information can’t be restored once the retention period for deleted user details are expired. The same holds true for other collaboration spaces in Office 365.  Retention, or legal hold, could be enabled for mail too as different Teams features (files, chats, etc.) as lengthy as it is enabled within Exchange, SharePoint, and OneDrive.  

So, in case your retention policies aren’t well considered and performed, retaining use of a deleted mailbox or Team may prove very difficult. Most admins discover that “holding” all  potentially critical data within Office 365, paying the storage premiums and using the inevitable clutter is not really a viable solution within the lengthy term. Remember, a significant motivation for relocating to the cloud isn’t getting emigrate again.

Which means you may not have another project-based chance to examine data and then leave a lot of it behind you’ll have to handle it with an ongoing basis instead. This isn’t to mention the risk of adware and spyware or ransomware that may eliminate this held data. As a result, it’s important to possess a arrange for lengthy-term data retention, restoring information for the finish users and the tools (likely a backup solution) to enable granular in or out of place restore as well as data retention to suit your requirements.  

AvePoint Cloud Backup enables data retention (up to the existence of the contract) and restores granular Office 365 assets including security (or security only!), metadata, and individual calendar events or contacts as a swap. Unnatural restore for mailboxes and files provides anytime use of that critical PST or folder. With our automatic, limitless backup, you can easily secure Office 365 Groups, Microsoft Teams, Exchange, OneDrive, SharePoint, Project Online, as well as Dynamics 365.   

6. 3rd party tools which allow control and governance can majorly lessen the manual burden of oversight of all of these aspects.  

Governing security, properties and the lifecycle of Office 365 Groups and Teams in addition to controlling the way they are provisioned and who are able to provision them are only a couple of from the features that you will get with AvePoint’s Cloud Governance solutions. As they are, Cloud Governance can also be able to governing the development of new users, moving content, altering security and lots of other actions by controlling who are able to connect to the abilities of every action, enabling multi stage approvals and supplying relevant automated reports that empower IT with scalable oversight while still reducing their burden of managing all of the features at work 365.  

Features like recertification enable IT admins to lock lower collaboration spaces where business users have improper amounts of access using the mouse click from security reports. Approvals can similarly be handled in a single step right from the business, IT or security user’s email inbox.

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7.This degree of functionality can boost the Return on investment you are receiving from services like Office 365 and reduce cost and save your time within the lengthy term. 

It’s very important to understand features can be found natively at work 365 to comprehensively use a true governance and security policy to satisfy needs for Exchange, SharePoint, One Drive for Business together with Office 365 Groups and Teams. AvePoint focuses on products that deliver great value to your implementation. Including dynamic and automatic controls that can increase security and reduce the operational  burdens of managing and securing Office 365, SharePoint, and other platforms including file systems.

AvePoint solves the needs pointed out above and many more.  

We’ve labored difficult to meet the needs from the Exchange admin and business user alike by creating scalable SaaS software that empowers users and increases adoption and Return on investment from platforms, all while growing security and governance for that organization. AvePoint is really a true one-stop SaaS shop for data protection, securitygovernance and lifecycle maintenance at work 365. 

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